Setting up TrakIT
Before anyone can create a job, TrakIT needs the structure the work hangs on: the places you work in, your companies, the lists TrakIT offers in its forms, who can do what, and your workflows. Each step below uses what the earlier steps set up, so do them in this order.
This page is the overview. For the full checklist of what a company needs, including entities, assets, document templates and finance, see Setting up a company. If your company runs warehouses, see also Setting up warehousing.
The menus you see depend on your role and on how your company has set TrakIT up. The paths on this page are those of the standard menu; see Navigating TrakIT.
Who sets TrakIT up
Section titled “Who sets TrakIT up”- System administrators. A system administrator has every permission, has access to every workflow and sees the extra Admin > SysAdmin Pages menu. Several setup pages and actions are for system administrators only, as each step says. TrakIT Support makes a user a system administrator.
- TrakIT Support keeps a few lists that nobody else can change: entity types, asset types, item types, load types and the tax types your company’s taxes are set up from. They also set up computed data fields and the email templates, the layout of the emails TrakIT sends. Ask them for what you need. The message templates, the text of the messages TrakIT sends, are added by system administrators.
- Other users can take on the other steps if their role has the permissions each step names. Permissions are set per role in step 4.
1. Add your geography
Section titled “1. Add your geography”Geo Data is the tree of places TrakIT works with: Global, then regions, clusters (optional), countries, states (optional), areas (optional) and cities. Under each city are the locations: ports, yards, warehouses, offices, customer sites and so on. TrakIT uses this tree throughout:
- each company belongs to one of its countries;
- each workflow is assigned to two places in it, and users get access to workflows through the places assigned to them;
- warehouses, yards and the places a work order goes through are locations.
Where: System > Geo Data. Select a place in the tree, then the plus icon of the list of places under it. Locations can also be added on System > Location List, with Create New….
Who: the Geo Data & Locations permissions: Create to add places and locations (on the Location List, also Create Location), Assign User to give users access to a place.
2. Add the currencies and your companies
Section titled “2. Add the currencies and your companies”A company is a legal entity that TrakIT keeps apart: each workflow, user and invoice belongs to one. A company needs its country in Geo Data and at least one currency, so add the currencies your companies use first: on Admin > Masters > Finance Masters, Currencies tab, select Add Currency.
Where: Admin > Masters > Companies, then Create.
Who: system administrators only, for both currencies and companies.
3. Fill the master tables
Section titled “3. Fill the master tables”The master tables hold the shared lists that workflows draw on: the master events and data fields that workflows are built from, document types, job types, load types, workflow services, reasons, KPI definitions and more. Every workflow also belongs to a workflow group.
Where: Admin > Masters > Master Tables, and Admin > Masters > Workflow Groups.
Who: system administrators add entries and workflow groups. Users whose role has Read in the Masters section can view the master tables. Load types are added by TrakIT Support.
4. Set up the roles
Section titled “4. Set up the roles”A role is a set of permissions. Add the roles your organization needs on the Role Masters tab (Add New Role), then choose what each role can do on the Role Customisation tab. A role can be limited to one company. Once your workflows exist, the Workflow Access tab sets which events and data fields of each workflow a role can see and change.
Where: Admin > Role Management.
Who: system administrators only.
5. Add the users
Section titled “5. Add the users”Add a user for each person who signs in, with their company and a first role. On the user’s page you can then give them more roles, access to other companies, workflows and menus.
Where: Admin > User Management, then Create.
Who: Create in the User Management section. Assigning roles also needs Assign/Remove User Roles. Giving a user access to other companies is for system administrators only.
6. Define the workflows
Section titled “6. Define the workflows”A workflow describes one kind of job from start to finish: its events, data fields, documents, forms, finance, KPIs and how its work orders look. You create it with a code, a name, a type (Import, Export, Round Trip or Non-Shipment), a workflow group, a responsible company and two places from Geo Data, then build it up on its tabs. See Designing a workflow.
Where: Admin > Workflow Definitions, then Create.
Who: Create and Update in the WorkFlow Definitions section. A user who is not a system administrator also needs access to one of the two places the workflow is assigned to.
Next steps
Section titled “Next steps”- Setting up a company: the full checklist for each company, with the details of the steps above and the entities, assets, document templates and finance setup.
- Setting up warehousing: warehouses, items and the workflow settings that let work orders receive and send stock.
- Setting up accounting: for a company that keeps its books in TrakIT.