Workflow definitions

The Workflow Definitions page lists the workflows. A workflow describes one kind of job from start to finish: its events and data fields, documents, forms, finance, KPIs and how its work orders look. From here you open a workflow to set it up, create a workflow, export the list and compare two workflows.

To open it, select Admin > Workflow Definitions.

You see the workflows you have access to; system administrators see all of them. Users get access to workflows through the places in Geo Data assigned to them, or one by one on their user page: see User.

Workflow group tabs

If the workflows you can see belong to more than one workflow group, a tab appears for each of these groups, plus All. The list shows only the workflows of the selected group. TrakIT opens the page on the group you used last.

Workflow groups are set up under Admin > Masters > Workflow Groups: see Workflow groups.

Find a workflow

1. Select Filters to open the filter panel, if it is closed.
2. Enter or select the filters you need.
3. Select Search.

TrakIT remembers your filters for the next time you open the page. Reset clears them and selects all the companies and responsible users.

Filter	Finds
Code / Name	Workflows whose name or code contains the text.
Type	Import, Export, Round-Trip or Non-Shipment workflows, or – All Types –.
Status	Active Only or Inactive Only, or – Any –.
Show Archived	Also lists the archived workflows, which are hidden otherwise.
Company	The responsible companies to include. The list offers the companies responsible for at least one workflow. The check icon selects all or none.
User Responsible	The responsible persons to include. The list offers the users responsible for at least one workflow. The check icon selects all or none.

The list

The number of matches appears above the list, for example Workflows - 12 Found. The list shows 50 workflows per page, sorted by name. Select the Workflow Name, Code or Type heading to sort by it.

Inactive workflows are shown in red, and archived ones in grey. Select a row to open the workflow.

Column	Shows
ID	The workflow’s number in TrakIT.
Workflow Name, Code	The workflow’s name and code.
Group	The workflow group.
Type	Import, Export, Round Trip or Non-Shipment.
Geo Assigned	The two places in Geo Data the workflow is assigned to, separated by a semicolon.
Company	The responsible company.
Responsible	The responsible person, or [ No User ] in red.
Currency	The workflow’s base currency.
Assets	Y if assets are enabled for the workflow.
Services	How many services the workflow allows. Empty for none.
Total WO	How many work orders the workflow has.
Active WO	How many of them are active or abandoned.

Export the list

Select Export to download the workflows that match the filters, on all pages, as an Excel file. It has the same information as the list, with the two places in separate columns and the country of the responsible company added. Export appears when the list is not empty.

Create a workflow

1. Select Create.
2. Fill in the workflow’s settings and select Create: see Workflow settings.
3. Select the new workflow in the list, and build it up on its tabs: its events and data fields, accounts, KPIs, documents, forms and the rest. See Workflow, and Designing a workflow for the order that works.

To start from a workflow you already have, open it and duplicate it instead: see Duplicate a workflow. For the order in which to set up a new company’s workflows, see Setting up a company.

Compare workflows

Compare opens Compare workflows, which shows two workflows side by side.

Who can use this page

Your role needs these permissions in the WorkFlow Definitions section:

Permission	Allows you to
Read	Open the page, see the workflows you have access to, and use Compare.
Create	Create a workflow with Create.
Export	Export the list.

System administrators see all the workflows.