Workflow

The Workflow page shows one workflow and everything set up for it: its events and data fields, the accounts its jobs start with, its KPIs, services and job types, forms, document checklist, header fields, delay costs, the tabs its work orders show, its warehouses and yards, who is told about its work orders, and its measurements. The page heading is Workflow Definitions, like the list.

To open it, select Admin > Workflow Definitions, then select the workflow in the list. ◄ Workflow List takes you back. You can open a workflow you have access to; system administrators can open any workflow. To set up a new workflow step by step, see Designing a workflow.

The header

The Header box at the top shows the workflow’s name and its settings in three groups, General, Operations and Finance. Select Header to fold or unfold the box; TrakIT remembers your choice. For what each setting means and how to change it, see Workflow settings.

At the top right of the box:

the status: Active, Disabled or Archived;
WO Count: how many work orders the workflow has;
the speech-bubble icon (Change Log), which opens the workflow’s change log: notes about changes to the workflow, which system administrators can add.

Below the box, a line says who changed the workflow last and when. The icons at the bottom right:

Icon	What it does
Copy (Duplicate Workflow)	Duplicates the workflow.
Pencil (Edit Workflow)	Opens the workflow’s settings to change them. See Workflow settings.
Bin (Delete Workflow)	Opens the workflow’s settings to delete the workflow. See Workflow settings.

Duplicate a workflow

Select the copy icon (Duplicate Workflow).
In Duplicate Workflow, which says the copy will be inactive, select Create.

TrakIT creates the copy and opens it. The copy is inactive, and archived if the workflow is. Its name is the workflow’s name with _D added, and its code is DUPL. Change both in the copy’s settings before you duplicate another workflow: two workflows cannot have the same code or name, and TrakIT then says Unable to duplicate workflow - Workflow Code/Name is already in use.

The copy has:

the workflow’s settings, header fields and work order tabs;
its events and data fields, with their main settings and their services;
its default and allowed accounts;
its delay costs and KPIs, without the services they are limited to;
its forms, without their requirements, trigger events, services and attach options;
its measurements and allowed services;
the users who have access to the workflow.

Set these up again on the copy, as they are not copied:

the events’ and data fields’ role access, customers, job types, requirements, actions, workflow instructions, delay tracking triggers and several other settings: check each one on Event and data definitions;
the job types of the default and allowed accounts and KPIs, and the account groups, remarks and currencies of the default accounts;
the document checklist and reminder emails, the allowed job types, the warehouses and yards, the item types, the yard move triggers, and the users on the WO Creation tab and under Expiry Notifications.

To compare the copy with the workflow, use Compare workflows.

Tabs

The tabs below the header are Events, Data, Finance, KPIs, Services/Job Type, Forms, Documents, Header Fields, Delay Tracking, WO Tabs, Warehouses & Yards, WO Creation and Measurements. TrakIT remembers the tab you used last. When you come back from a data field’s page, it opens the Data tab.

If your role can update workflows:

To change or delete a row of a list, point to the menu icon at the end of its row and select Modify or Delete.
Lists with an arrows icon (Re-Order) at the start of each row can be put in order: drag a row by the icon and drop it in its new place. The order is saved at once.

Without that permission, you see the tabs but cannot change them.

Events tab

The Events tab lists the workflow’s events: the steps of its work orders, each recorded with a date and time, such as an arrival or a delivery. For how users record them, see the work order’s Events tab and Events & data.

To narrow the list, use the boxes at the top right:

Services: only the events limited to that service. Events for all services are hidden.
Filter: Has Actions or Has Validation.
Search: part of an event’s name, information or code. Select the funnel icon (Search).

The cross icon (Clear Search) clears the three boxes. TrakIT remembers them, separately for the Events and Data tabs. Total Found counts the events listed.

Column	Shows
Arrows icon	Drag to put the events in order: work orders list them in this order. Shown while the search box is empty.
Event Name	The event’s name, then its information in grey, on the event’s colour. A play icon marks the start event, and a star a required event.
Lightning icon	How many actions the event has.
Code	The event’s code, which KPIs, forms and actions use.
Workflow	How many workflow instructions the event has.
External Access	Visible or Updatable for external users. Empty when they cannot see it.
Apply to Job	Yes for an event that applies to the whole job.
Info	Yes for an event for information only.
Delay Tracking	Yes if the event starts or stops delay tracking.
Customers	All, or Only or Except and the number of customers, in red.
Services	All, or the number of services the event is limited to, in red.
Job Types	All, or Only or Except and the number of job types, in red.
Roles Assigned	All, or Custom in red when access is set per role.
Owner Role	The role that owns the event, if there is one.
Requires	What must be filled in first: Header and the header field’s name, or Event or Data and its code. See Requiring a header field.

Inactive events are shown in red. Select a row to open the event and change it; Create adds a new event to the workflow from a master event. Both are described in Event and data definitions.

Export downloads the workflow’s events as an Excel file, with more columns, such as the description, the status, the external name and the event’s settings. It takes the text in Search into account, but not Services or Filter.

Data tab

The Data tab lists the workflow’s data fields, such as reference numbers, names or amounts, and works like the Events tab. For how users fill them in, see the work order’s Data tab.

The differences:

The list has a Data Type column, such as text, number, date or entity, and no Info or Delay Tracking column.
Filter also offers Is Computed and Has Item List.
Create adds a new data field from a master data field.
The export has columns for data fields, such as the data format, the default value and how many items can be chosen.

Finance tab

The Finance tab sets up, for each company, the accounts the workflow’s jobs start with, and, if the workflow limits them, the accounts its jobs can use.

Default accounts are the accounts TrakIT adds when a user initializes the estimates of a job, a work order or a quotation from the workflow. See Initialize accounts and Work order finance.
Allowed accounts are listed only when the workflow’s Allowed Master Accounts setting is Selected Accounts Only (shown as Allow Master Accounts in the header). Only these account masters can then be used on the workflow’s jobs. See Allowed accounts.

In Select Company, choose the company. It starts on the workflow’s responsible company. The list shows the companies you have access to; system administrators see all of them.
The lists show that company’s default accounts and, if any, allowed accounts.

Default Accounts lists the accounts by type: Income Accounts, Expense Accounts and Disbursement Accounts. Accounts that are inactive, or whose account master is inactive, are shown in red. To see which accounts are limited to a service, choose it in Highlight Services: they are highlighted in yellow.

Column	Shows
Category	The account master’s category.
Account	The account master, with the account group above it in red, if there is one.
Detail	The text added to the account’s name.
Code	The account master’s code.
Applies	How the quantity is worked out, for example per WO. See Applies.
Default Amount	The default rate, with its currency.
Default Entity	The entity type named on the account master, if any.
Taxes	The default taxes.
Services, Job Types	All, or how many services or job types the account is limited to.
Created	When the account was added.

Add a default account

The workflow needs a base currency first. Otherwise TrakIT says Please set the primary currency of the workflow before adding accounts.

Choose the company in Select Company.
Under Default Accounts, select Add.
In Add Default Account, fill in the fields below.
Select Create.

Field	What to enter
Type	Income, Expense or Disbursement. Required.
Master	The account master: the company’s active account masters of that type, or only the allowed ones if the workflow limits them. Required.
Detail	Up to 50 characters, added to the account’s name. The same account master and detail cannot be added twice.
Applies To	How the quantity is worked out on the job: per Job, per WO, per m3, per Kg, per TEU, per 20’, per 40’, for WO or Manual. See Applies.
Account Group	One of the company’s account groups, if needed.
Default Amount	The default rate, and its currency: one of the company’s currencies, starting with the workflow’s base currency. Leave it empty for no default rate.
Services	All, or Selected and tick the services: the account is then added only to jobs with one of them.
Job Types	All, or Selected and tick the job types.
Taxes	The default taxes. The list shows the taxes of the company’s country that fit the account type. Each kind of tax can be ticked once.
Default Internal Remarks	Up to 500 characters.
Default External Remarks	Up to 300 characters, printed under the account’s line on the invoice.
Active	Clear it to leave the account out when estimates are initialized.

Services and job types that are no longer allowed for the workflow are shown in red, with [Disabled].

To change an account, select Modify in its row’s menu: the window is Modify Account, where you cannot change the type or the account master. To delete one, select Delete, then Delete in Confirm Delete Account.

Message	What to do
Account is required	Choose the account master.
Default Amount must be a number	Enter a number, or leave the amount empty.
Selected Account/Detail combination has already been added.	Use another detail, or change the existing account.
Cannot add the same type of tax more than once	Tick one tax of each kind.
Select at least one Service, Select at least one Job Type	Tick at least one, or choose All.

Allowed accounts

When the workflow’s Allowed Master Accounts setting is Selected Accounts Only, the Allow Only Below Accounts list appears next to the default accounts. Only these account masters can be default accounts or be added to the workflow’s jobs, and only on jobs with the services and job types they allow. See Add or change an account.

To allow an account:

Under Allow Only Below Accounts, select Add.
In Allowed Account, choose the Type and the Master.
Choose the Services and Job Types it is allowed for: All, or Selected and tick them.
Tick its default Taxes. An account of a job that has no matching default account gets them when its taxes are reset.
Select Save.

To change the services, job types or taxes, select Modify in the row’s menu. To remove an account, select Delete in the row’s menu, then Delete. An account that is also a default account cannot be removed: TrakIT says Cannot remove account present in default accounts.

Copy Financials

Copy Financials copies the selected company’s default accounts to another workflow. It appears when the company has default accounts.

In Select Recipient Workflow, choose the workflow. The list offers the active workflows you have access to.
Select Copy.

The accounts are added to those the recipient workflow already has for the company. The recipient workflow must have a base currency, and its Allowed Master Accounts setting must be All Accounts. The accounts keep their services only if the recipient workflow is of the same type, and their taxes only if they exist in the recipient’s country and fit the account. Account groups and remarks are not copied.

Message	What to do
Please set currency on destination workflow	Set the recipient workflow’s base currency.
Please set ‘Allow Master Accounts’ to All for destination workflow	Change the recipient workflow’s Allowed Master Accounts setting.
Unable to copy accounts. Check if destination workflow already has same accounts for this company.	Remove the accounts the recipient workflow already has, or add the missing ones by hand.

KPIs tab

A KPI measures the time between two events of a work order, and can raise an alert when it is above, or below, a target. Users see the KPIs on the work order’s KPIs tab, subscribe to their alerts under Notifications, and report on them on the KPI reports.

The KPIs tab lists the workflow’s KPIs. Inactive KPIs are shown in red. To see which KPIs are limited to a service, choose it in Highlight Services: they are highlighted in yellow.

Column	Shows
KPI	The KPI’s name, from its base KPI.
From, To	The codes of the events it measures from and to.
Completed, Not Completed	The codes that must, or must not, be filled in for an alert.
Target	The target, in hours.
Business Hours	Yes for a KPI counted in business hours.
Exclude	Yes for a KPI left out of reports.
Changed By	Who changed the KPI last.
Country Code	The country whose holidays a business-hours KPI skips.
Services, Job Types	How many services or job types the KPI is limited to.

A new work order gets the workflow’s active KPIs that apply to its services. A KPI’s Job Types are checked only when a work order’s events and data are reset.

The row menu also has Refresh All WO: TrakIT works the KPI out again on all the workflow’s active and abandoned work orders, in the background, and says KPI Refresh started in the background. Only one refresh can run at a time for a workflow. TrakIT Support can also work out all the workflow’s KPIs at once.

Export downloads the KPIs as an Excel file.

Create or change a KPI

Select Create New, or select Modify in a KPI’s row menu.
In New KPI Definition or Edit KPI Definition, fill in the fields below.
Select Create or Save.

Field	What to enter
Base KPI	The KPI, from the KPI definitions under Admin > Masters > Master Tables. Required.
From Event(s)	The code of the event to measure from, or several codes separated by commas. CREATED is the work order’s creation. With several codes, choose which date counts: First Found (the first code, in the order given, that has a date), Earliest or Latest.
Use current date if unavailable	Measures from the current time until the event has a date.
To Event(s)	The code or codes of the event to measure to, with the same options. With Use current date if unavailable, the KPI runs on until the event has a date. You cannot use the current date for both.
In Business Hours	Counts business hours only. Choose the Country whose holidays are skipped, and the Zone, the time zone. See Country holidays.
Active	Clear it to stop working the KPI out.
Exclude From Reports	Leaves the KPI out of KPI reports and dashboards.
Hours exceed or Hours are less than, and hours	The target, in whole hours. With Hours exceed, an alert is raised when the KPI is above the target; with Hours are less than, when it is below it. Leave the hours empty for no alerts.
Alert Despite Completion	Keeps raising the alert once both events have dates. Otherwise there is no alert once the KPI is complete.
Completed Events/Data	Codes of events or data fields, separated by commas, that must all be filled in, with a value other than TBA, for an alert.
Not Completed Events/Data	Codes that must all be empty, or TBA, for an alert.
Services, Job Types	All, or Selected and tick them.

Codes can contain letters, numbers and underscores, and must be codes of the workflow’s events or data fields, or TrakIT says, for example, Code ‘ETA2’ does not exist. Completed Events/Data and Not Completed Events/Data also take these names of header fields. A header field counts as completed when it has a value, and as not completed when it is empty.

Name	Header field
`TRANSID`	Transporter
`RETTRANSID`	Return Transporter
`AGENTID`	Bond Agent
`CLAGENTID`	Clearing Agent
`SEALNUM`	Seal Number
`ORGCNTRY`	Country of Origin
`DESTCNTRY`	Final Destination

Under Additional Actions:

Apply KPI to existing open work orders where KPI is missing adds the KPI to the workflow’s active and abandoned work orders that do not have it and fit its services.
When you change a KPI, Update Target Days in existing open work orders also gives those work orders the new target. Otherwise they keep the target they had.

To delete a KPI, select Delete in its row menu, then Delete in Confirm Delete KPI Definition. A KPI that work orders have cannot be deleted (Cannot delete KPI in use), unless you tick Force Delete KPI (Permanently delete from all Work Orders): TrakIT then removes it, with its values, from all work orders and from the users’ subscriptions. To keep the values, clear Active instead.

Copy KPIs

Under Copy KPIs, choose the workflow in Select Recipient Workflow. The list offers the active workflows you have access to.
Select Copy.

TrakIT copies all the KPIs to the recipient workflow, which must not have any KPIs yet: otherwise it says Selected Workflow already has KPIs. The services the KPIs are limited to are not copied. Check the copies: their event codes must exist in the recipient workflow.

Services/Job Type tab

The Services/Job Type tab chooses the services the workflow’s work orders can have and the job types its jobs can have.

Allowed Services lists the workflow services of the same type as the workflow (import, export, round trip or non-shipment) that are available to its responsible company.
Allowed Job Types lists the job types available to that company.

Both are set up under Admin > Masters > Master Tables (Workflow Services and Job Types). The selected ones come first, under Selected Services or Selected Job Types; the others are under Available Services or Available Job Types, in grey. The heading counts them, for example Allowed Services: 3 of 8.

Tick the services or job types to allow, and clear the others. You can also select a row.
Select Save under the list.

Only the allowed services and job types can be chosen on the workflow’s work orders and jobs. The other columns count where each one is used in the workflow: by Event/Data, Accounts, KPIs and Forms. You can remove a service or job type that is in use: on the other tabs, it is then shown in red, with [Disabled].

Forms tab

The Forms tab lists the forms users can generate from the workflow’s work orders and jobs, on the work order’s Forms tab. Forms are set up under Admin > Form Definitions: see Form definitions and Setting up document templates.

Column	Shows
Form Name, Description	The form. Inactive forms are shown in red: users cannot generate them.
Trigger Event	The event recorded when the form is generated.
Requires	What must be filled in before the form can be generated: Header and the header field’s name, Event or Data and its code, or Custom. See Requiring a header field.
Attach to WO	Yes, or No in red when the generated PDF is not added to the documents.
Services	All, or how many services the form is limited to.
Global	Yes for a global form.

Global forms are available on every workflow. They are listed here, but you cannot change or remove them on this tab.

Add a form

Select Add New.
In Add New Form, choose the form in Select Form. The list offers the active work order and job forms that are not global and not on the workflow yet.
Fill in the other fields below.
Select Save.

Field	What it does
Requires	– No Requirement –, or Header, Event or Data, then the header field, event or data field in the list below. The form can then be generated only once it is filled in with a value other than TBA; otherwise the work order says why. A Custom requirement is set up by TrakIT Support.
Trigger Event Code	Optional: the code of one of the workflow’s events. When the form is generated, TrakIT sets that event to the current date and time on each work order the form is for, with the remark that the form was generated.
Do Not Attach To Work Order	The generated PDF downloads, and is not added to the work order’s or job’s documents.
Allow Deletion From Work Order	Lets users delete the generated PDF from the documents. Otherwise it cannot be deleted. Not available with Do Not Attach To Work Order.
Services	All, or Selected and tick the services: the form is then offered only on work orders with one of them.

To change a form’s settings, select Modify in its row menu: the window is Modify Form Properties. To remove the form from the workflow, select Delete: it is removed at once, and TrakIT says Form removed from Workflow.

Message	What to do
Please select a form	Choose the form.
Trigger Event Code specified does not exist	Enter the code of one of the workflow’s events, or leave it empty.
Select at least one Service	Tick at least one service, or choose All.

Documents tab

The Documents tab sets up the workflow’s document checklist: the documents its jobs need. The checklist appears on the Documents tab of the work orders, the same on all the work orders of a job, where users record the status of each document. The tab also sets up reminder emails for documents still missing.

Checklist lists the documents, in the order the jobs show them.

Column	Shows
Document	The document’s name, with its description below.
Requirement	Original or Copy.
Mandatory	Yes for a required document, marked with a star on the jobs.
Expr.	A check mark if the item has a file name expression.
Created	How long ago the item was added.

Disabled items are shown in red.

Add a checklist item

Select Add Document.
In Add New Requirement, fill in the fields below.
Select Add.

Field	What to enter
Document Name	Up to 200 characters. Required, and different from the workflow’s other items.
Description	Up to 500 characters.
Requirement Type	Original or Copy. Required.
File Name Expression	A regular expression. A document uploaded to a job without a checklist item is linked to the items whose expression matches its file name.
Mandatory	Marks the document as required.

The item appears at once on the checklist of all the workflow’s jobs.

To change an item, select Modify in its row menu: in Update Requirement, you can change everything but the name, and turn on Disabled to take the item off the checklists of jobs that have not used it yet. To delete an item, select Delete, then Delete in Confirm Delete Requirement: it is removed from all jobs, with their statuses.

Message	What to do
Document Name is required, Requirement Type is required	Fill them in.
Document has already been added.	Use another name.
Regular Expression is not valid	Correct the file name expression.

Reminder emails

Reminder Emails sends customers reminders of the documents their jobs still need. A job gets the reminder if:

it has an active or abandoned work order and a customer, and the customer is in the reminder’s list;
one of its checklist items has a status recorded that is still outstanding: Pending, Partial, Incorrect, Requested, Have Draft, Have Telex, Need Stamp, or Have Copy for a document required as an original. Items whose status was never recorded on the job do not count.

TrakIT checks every 5 minutes and sends the reminder during the hour chosen, in the workflow’s default time zone, on the days chosen, once a day. Each job gets one email: the chosen form, filled in for the job’s latest open work order, with the form’s name as the subject. It goes to the customer’s general email addresses, with the work order’s responsible person in copy. Inactive customers and inactive forms get no reminder.

To add a reminder:

Select Add Reminder.
In Add Document Reminder, enter a Title, different from the workflow’s other reminders.
Choose the Form: the email’s content. The list offers the forms available on the workflow.
Under Send on Days, tick the days.
In Send Time, enter the hour, from 0 to 23. The time zone is shown next to it.
In Customer IDs, enter the IDs of the customers, separated by commas, or * for all customers.
Select Add.

The list shows each reminder’s Title, Form, Days (their initials, with _ for the days not chosen), Time, Customers (All or how many), Added By and Last Sent. Select a row to change the reminder, or the cross (Delete Reminder) to delete it at once.

Message	What to do
Title is required, Email template selection is required, Customer IDs are required	Fill them in.
Send Time must be in range 0 to 23	Enter a whole hour.
ID ‘…’ is not numeric	Enter customer IDs, the numbers of the entities.
Title specified has already been used.	Use another title.

Header Fields tab

The Header Fields tab chooses which fields the header of the workflow’s work orders has, which ones are required, and which ones external users see.

Column	Means
Header Field	The field: the job reference, the entities (customer, shipper, receiver, carrier, agents, transporter and return transporter), Location List, Country of Origin, Final Destination, Yard Position, Cargo Type, Job Type, Incoterms, Shipper Container, Commodity, Container Number, the load ID, Load Type, Weight, Volume and Seal Number.
Visible	The field is on the work order’s header and on the forms that create or change work orders.
Mandatory	The field must be filled in when a work order is created in TrakIT, and when its header is saved. TrakIT then says, for example, Seal Number is required. The integration API does not check it: see `CreateJob` and `UpdateWOHeader`.
External	External users see the field on the work order’s header, and the shipper and receiver also on the job page. Transporters see only some of these fields, never the customer, shipper or receiver.

Tick the boxes. Clearing Visible also clears Mandatory and External.
Select Save.

TrakIT says Header Fields updated successfully. The job reference is always visible, also to external users. Location List, Yard Position and Shipper Container cannot be made mandatory.

The header fields

The header fields are the same in every workflow.

Level says where the value is kept. A Job field has one value for the whole job, the same on all its work orders. A Work order field has a value on each work order; some can be applied to all the work orders of the job at once, as Edit work order shows.
Hide and Mandatory say whether the workflow can hide the field or make it required on this tab.

Field	Level	What it holds	Hide	Mandatory
Bond Agent	Work order	The bond agent: an entity.	Yes	Yes
Cargo Type	Job	The type of cargo, such as Full Container Load (FCL), Less than Container Load (LCL) or Break-Bulk.	Yes	Yes
Carrier	Work order	The carrier, such as the shipping line: an entity.	Yes	Yes
Clearing Agent	Work order	The clearing agent: an entity.	Yes	Yes
Commodity	Work order	The goods. If the workflow has a list of commodities, one from the list.	Yes	Yes
Container No.	Work order	The container number. The tab lists it as Container Number.	Yes	Yes
Country of Origin	Work order	A country.	Yes	Yes
Customer	Job	The customer: an entity.	Yes	Yes
Final Destination	Work order	A country.	Yes	Yes
Incoterms	Job	One or more Incoterms, such as FOB or CIF.	Yes	Yes
Internal Remarks	Work order	Remarks for internal use.	No	No
Job Type	Job	The job’s job types. A job can have more than one.	Yes	Yes
Load Type	Work order	The code of the load type, for example `22G1`.	Yes	Yes
Location List	Work order	The locations the work order goes to, in order. See Location list.	Yes	No
Manifest	Work order	The load ID, for a load without a container.	Yes	Yes
Receiver	Job	The receiver: an entity.	Yes	Yes
Remarks For Customer	Work order	Remarks for the customer, kept apart from the internal remarks.	No	No
Remarks For Job	Job	Remarks about the job, shared by all its work orders.	No	No
Responsible Person	Work order	The user responsible for the work order.	No	No
Return Transporter	Work order	The return transporter: an entity of the transporter type.	Yes	Yes
Seal Number	Work order	The seal number.	Yes	Yes
Shipper	Job	The shipper: an entity.	Yes	Yes
Shipper Container	Work order	Whether the shipper owns the container.	Yes	No
Transport Document	Job	The job reference, for example the bill of lading number.	No	Yes
Transporter	Work order	The transporter: an entity.	Yes	Yes
Volume	Work order	The volume, in cubic metres.	Yes	Yes
Weight	Work order	The weight, in kilograms.	Yes	Yes
Yard Position	Work order	The container’s position in a container yard.	Yes	No

Remarks For Job, Internal Remarks, Remarks For Customer and Responsible Person are not on the tab: every work order shows them.

A hidden field is left off the work order and job pages, the pages that create a job and edit a work order, the bulk create template, and the header fields offered in the workflow’s workflow reports.

Labels set for your installation

A workflow cannot rename a header field. Some labels are set for the whole installation, so yours may differ from the table:

Transport Document: the name of the job reference, and its short form, such as T/D. TrakIT Support sets them.
Manifest: the Default Name for Load setting. A system administrator sets it in Application settings.
Bond Agent, Clearing Agent, Customer, Carrier, Receiver, Shipper and Transporter: the names of the entity types, and for Return Transporter the second name of the transporter entity type. TrakIT Support keeps the entity types: see Who sets TrakIT up.

The other labels are the same in every installation.

Delay Tracking tab

The Delay Tracking tab sets the free days and charges of the workflow’s containers on the Delay Tracking list, and who is warned before the free days run out. That page explains how containers are tracked, how the free days and rates are chosen, and how the charges are worked out.

Which events start and stop tracking, for each tracking type, is set on each event: see Event and data definitions. The Events tab shows them in its Delay Tracking column.

Free days and charges

Free Days and Charges lists the delay cost definitions.

Column	Shows
Tracking Type	For example demurrage or detention.
Carrier	The carrier, or – All Carriers –. The heading uses your installation’s name for carriers.
Job Type, Service	The job type and service, or all of them.
Size, Type	The container size, 20 or 40, and the ISO type, or – Any –.
Free Days	The free days.
Slab Days, Slab Rates	The days and daily rates of each slab.
Final Rate	The daily rate after the last slab.

To add a definition:

Select Create New.
In New Delay Cost Definition, fill in the fields below.
Select Save.

Field	What to enter
Tracking Type	The tracking type, from Delay Tracking under Admin > Masters > Master Tables. Required.
Carrier	A carrier of the workflow’s company, or empty for all carriers.
Container Size	20’ or 40’.
ISO Type	The container’s ISO type, such as R - Reefer, or – Any –.
Job Type, Service	One job type and one service of the workflow, or all of them.
Free Days	Required, 0 or more.
Slab Days, Slab Rates	Under Demurrage Rates: the days of each slab and their rates in USD per day, separated by commas, for example `7,7,14` and `10,15,20`, with the same number of values in each. Each slab is 1 to 99 days, and each rate 1 to 999.
Thereafter	The rate in USD per day after the last slab. Required, above 0.

Under Additional Actions, Apply to Active Containers in Tracking List also gives the new free days and rates to the workflow’s containers still being tracked that the definition matches. Otherwise only containers that start tracking later get them.

To change a definition, select Modify in its row menu, change the fields in Edit Delay Cost Definition and select Save. To delete one, select Delete, then Delete.

Message	What to do
Tracking Type is required	Choose the tracking type.
Free Days must be a numeric value, Rate Thereafter must be numeric value	Enter numbers.
Final Rate must be a positive value	Enter a Thereafter rate above 0.
Slab Days and Rates must correspond.	Enter as many rates as slabs.
Slab Days or Rates are invalid.	Keep slabs between 1 and 99 days and rates between 1 and 999.
Definition for selected Tracking Type, … is already defined.	Change the existing definition. Each combination of tracking type, carrier, job type, service, size and ISO type can have one definition.

Copy Costs

Copy Costs replaces the delay cost definitions of another workflow with this workflow’s.

In Select Recipient Workflow, choose the workflow. The list offers the active workflows you have access to.
Select Copy, then confirm.

All the recipient workflow’s definitions are deleted first. The copies apply to all services. TrakIT says Definitions copied successfully.

Expiry notifications

Expiry Notifications lists the users who receive the daily Delay Notification email for the workflow’s containers, and how many days before the free days run out they are warned (Days Before, 0 for the expiry day). Users can also choose this themselves: see Notifications, which describes the email.

Select Add User.
In Add User Email Notification, type the user’s name in User to notify and choose the user. The list offers the users with access to the workflow.
In Select Notifications, choose On Expiry Day, One Day Before, Two Days Before, Five Days Before or One Week Before.
Select Add.

Adding a user who is already listed changes their choice. To stop a user’s emails, select the cross (Remove) at the end of their row.

WO Tabs tab

The WO Tabs tab chooses which tabs the workflow’s work orders show: Events, Data, Items, Documents, KPIs, Forms, Comments, Photos and Yard Moves.

Tick the tabs to show, and clear the others. At least one is needed.
Select Save.

TrakIT says Tab setting updated successfully. A work order opens on its Events tab, or on the first tab shown if the workflow has no Events tab. Items also shows the Items tab on the workflow’s jobs, and Yard Moves adds the zone and position to the Bulk create template.

Warehouses & Yards tab

The Warehouses & Yards tab chooses the warehouses, container yards and item types the workflow’s work orders can use, and the events that yard moves fill in. How they fit into setting up warehousing is described in Setting up warehousing.

Available Warehouses & Yards lists the warehouses and yards of the workflow’s responsible company. Tick those the work orders can use, and select Save. If none is ticked, they can use any warehouse. Ticking a container yard also lets its moves be linked to the workflow’s work orders.
Available Item Types: tick the item types the work orders can use, and select Save. If none is ticked, they can use every item type.

TrakIT says Updated successfully.

Yard Move Triggers lists the events that container yard moves fill in. When a move of the trigger’s type, full or empty, is carried out while linked to one of the workflow’s work orders, or is linked to one after it was carried out, TrakIT fills the event with the date and time of the move. A move fills only one event: add at most one trigger for each move type, full or empty. See Link moves to work orders.

Column	Shows
Move Type	The move type, and Full or Empty.
Event	The event filled in.
Overwrite	Yes if the move replaces a value the event already has.

To delete a trigger, select the cross (Delete Move Trigger) at the end of its row. It is deleted at once.

Add a move trigger

Under Yard Move Triggers, select Add….
In Add Move Trigger, choose the Move Type, such as Gate-In or Stuffing.
Choose Full or Empty.
Choose the Event to fill in with the move’s date and time.
Turn on Overwrite if the move should replace a value the event already has.
Select Add.

TrakIT says Move Trigger saved successfully, or Trigger type is already defined if the event already has a trigger for that move type.

WO Creation tab

The WO Creation tab lists the users who receive emails about the workflow’s work orders: when work orders are created, moved to another job reference or another workflow, or have their services changed. Users can also choose these emails themselves: see Notifications, which describes them.

Column	Shows
User Name	The user.
WO Creation	Immediate or Daily.
Update T/D, Update WF, Update Services	Yes if the user is told when work orders change job reference, workflow or services.

To stop a user’s emails, select Delete in their row menu.

Add a user

Select Add User.
In Add User For Notification, type the user’s name in User to Notify and choose the user.
In Select Notification Type, choose Immediate Notification or Daily Notification for new work orders.
Turn on the switches for the other emails: Update followed by the name of the job reference, Update WF and Update Services.
Select Add.

The user must have access to the workflow: otherwise TrakIT says User does not have access to workflow. Adding a user who is already listed changes their choices.

Measurements tab

The Measurements tab chooses the measurement types that users record on the workflow’s work orders, in the work order’s Measurement Log. Measurement types are set up by TrakIT Support; if there are none, the tab says No Measurements defined.

Under Applicable Measurements, tick the measurement types, and clear the others.
Select Save.

TrakIT says Measurements updated successfully.

Who can use this page

Your role needs these permissions in the WorkFlow Definitions section:

Permission	Allows you to
Read	Open the page of a workflow you have access to and see all its tabs.
Update	Change the workflow’s set-up on all the tabs, put lists in order, copy accounts, KPIs and delay costs to other workflows, and open the workflow’s settings with Edit Workflow.
Delete	Open the workflow’s settings to delete it, with Delete Workflow.
Duplicate	Duplicate the workflow.
Export	Export the events, data fields and KPIs.

System administrators can open any workflow. Anyone who can open the page can read the change log; only system administrators can add to it.