Job

The Job page shows one of your jobs: one shipment the company handles for you. It lists the job’s work orders (its containers or loads), the documents the company shares with you, and the comments you and the company exchange about the job.

To open a job, select its row on the Jobs page. A link to a job in an email from TrakIT also opens it here, after you sign in.

The top of the page

• The arrow at the top left (Back to Jobs) goes back to the list of jobs.
• The heading is the job reference, for example the bill of lading number, under the word Job.
• Below it, a box shows details of the job: its shipper and receiver, under the names the company gives them, such as Shipper and Receiver, and its Workflow: the kind of service the company provides for the job, for example Sea Import. A detail with no value is left out, and so is the shipper or the receiver when the company does not show it to external users on that workflow.

Under the box are the tabs. Work Orders is always there and opens first; Documents and Comments appear if your role allows them.

Work Orders tab

The Work Orders tab lists the job’s work orders, all on one page. A work order is one container or one load of the job, followed through each step of the job. Select a row to open the work order, with its events, details and documents.

The columns are set up by the company, so yours may differ. They often include Container, Size, Weight, Commodity, Workflow, Work Order (the work order’s number) and Status, the latest step the work order has reached that the company shows to its customers, under the name it gives them. A column whose title contains the word Status shows its value as a coloured badge. The company can also add columns for the dates of events and the values of data fields; such a column is empty when the company does not show that event or field to customers on the job’s workflow.

No work orders appears when none of the job’s work orders is available to you.

Choose the work order columns

If your role allows it, a Columns link appears above the list of work orders.

1. Select Columns. The Work Order Columns popup lists the columns available to you.
2. Tick the columns to show, and clear those to hide. A column marked Always shown cannot be hidden.
3. To move a column, select the up arrow (Move up) or the down arrow (Move down) on its row. The column at the top of the popup is the first column of the list.
4. Select Save.

Your choice applies to the Work Orders tab of every job, and TrakIT keeps it for your next visits. Reset to Default goes back to the columns the company set up, and Cancel closes the popup without changing anything. As on the Jobs page, once you have saved your own choice, changes the company later makes to its columns reach you only after Reset to Default.

Documents tab

The Documents tab lists the documents the company shares with you on this job: those of the job as a whole, marked Job, and those of each of its work orders. They are in alphabetical order of title.

Column	Shows
Title	The document’s title, with an icon for the kind of file. Job marks a document of the whole job rather than of one work order.
File Name	The name of the file.
Size	The size of the file, in KB.
(icons)	The download icon (Download) saves the file. The eye icon (Preview) opens a PDF, a picture or a text file in a new browser tab; other kinds of file are downloaded instead.

No Documents Available means the company has not shared any document on this job yet.

Upload a document

If your role allows it, you can add a document to the job, for example a packing list or a signed delivery note.

1. On the Documents tab, select Upload.
2. In Upload Document, give the Document Title:
   • if the company has set up a list of document titles for this kind of job, choose one;
   • otherwise, type a title, up to 100 characters.
3. In File, choose the file. It can be up to 20 MB.
4. Select Upload.

Upload is available once you have given a title and chosen a file. When the file is saved, the popup closes and the document appears in the list.

The document belongs to the job as a whole: it is marked Job, and it also appears on the Documents tab of each of the job’s work orders. The person in charge of the job at the company is told by email. You cannot rename or delete a document once it is uploaded; to have one changed or removed, ask your contact at the company.

If the upload is refused, the popup stays open with what you entered, and the reason appears at the top of the page:

Message	What to do
Select a file to upload	Choose a file that is not empty.
Document Title is required	Give the document a title.
Select a Document Title from the list	Choose one of the titles the list offers.
Document Title cannot exceed 100 characters	Shorten the title.
Document Title contains possible html tag	Do not start the title with =, + or @, and do not put < directly before a letter.
File size cannot exceed 20 MB	Make the file smaller, or split it into several documents.
File name cannot exceed 100 characters	Rename the file on your device with a shorter name, then upload it again.
File type must be one of these: followed by a list	Only the listed kinds of file are accepted from the portal. Save the file in one of them, for example as a PDF.
Cannot upload this file type	This kind of file is not accepted. Save the file in another format, for example as a PDF.
Document with same title, file name and size already exists	The same file is already on the job under that title.

The company can also have checks of its own on documents; if one refuses the file, its message is shown in the same way.

Comments tab

The Comments tab holds the conversation about the job between you and the company: the comments the company has made visible to you, and those posted from the portal, by you or by other users linked to the job’s customer. The newest comments come first. Each one shows who posted it and when, in your time zone.

Comments belong to the job as a whole. The work order pages have no comments.

If your role does not allow posting, the tab says Your role does not allow posting comments. No Comments Available means there are no comments yet.

Add a comment

1. On the Comments tab, select Add.
2. In Add Comment, type your comment, up to 2,000 characters.
3. Select Post.

The comment appears at the top of the tab. If it cannot be posted, the popup stays open with your text and the reason appears at the top of the page. Cancel closes the popup without posting.

Who is told about your comment:

• The company’s staff on the job: they see it on the job in TrakIT, and those who have chosen to be notified of comments receive it.
• The customer’s email address held by the company, and the other portal users linked to the customer, receive it by email.

Delete your comment

You can delete your own comment for 30 minutes after you post it, if your role allows it. During that time, the comment shows a bin icon (Delete Comment).

1. Select the bin icon on the comment.
2. Confirm with OK when your browser asks Delete this comment?.

After 30 minutes, the comment can no longer be deleted from the portal, and TrakIT says You do not have the permission to remove comment if you try. Ask your contact at the company if a comment needs to be removed.

Messages

Message	Means
That job was not found, or you do not have permission to view it.	The job does not exist, or it is not one of yours. Back to Jobs returns to the list.
That job could not be loaded.	TrakIT could not be reached, or returned an error. Select Retry.
Not found or not permitted	Something you asked for is not available to you, for example because your role has changed. Reload the page.

If your session has ended, the portal takes you back to the sign-in page: see When TrakIT signs you out.

Who can use this page

The page needs a portal role with these permissions:

Section	Permission	Allows you to
Jobs & Work Orders	Read	Open the job and its Work Orders tab.
Jobs & Work Orders	View Comments	See the Comments tab.
Jobs & Work Orders	Add Comment	Post comments with Add.
Jobs & Work Orders	Delete Own Comment	Delete your own comments in the 30 minutes after posting them.
Documents	Preview/Download	See the Documents tab, and download and preview its documents.
Documents	Upload	Upload documents with Upload.
Profile	Customise Own Columns	Choose the columns of the work orders with Columns.

You can open a job only if its customer is a company you are linked to as its Customer, and if it is not excluded by filters the company has set for your account. Your contact at the company sets up your role and your links. For administrators, see Jobs & Work Orders, Documents, Profile and Linked Entities.