Work order

The work order page of the mobile app shows one work order: one container or load of a job. It has the same information as the desktop work order page, laid out as tabs for a small screen. On your phone or tablet you can record events, fill in data fields, change remarks, add documents, photos and signatures, snooze KPI alerts and post comments.

To open a work order:

• On a job, select the work order, or on the job’s Items tab, the work order of an item.
• On an activity recorded for a work order, select the work order in the activity’s details.
• On the Gate in, Gate out, Equipment move and Cargo ops screens, select the work order ID shown for the container.

Some things can be done only in TrakIT on a computer: the tasks menu (such as Modify Header, closing, cancelling, duplicating or deleting the work order, or creating a PDF), flags, sharing, Actions, the Forms tab, adding or committing items, adding or removing assets, the location list, changing a document’s details, emailing documents, managing the document checklist, measurements, spoken comments and exports.

The top of the page

• The arrow at the left (Back to Job) takes you back to the work order’s job.
• The title shows Work Order and the work order number. The icon before it shows the work order’s priority.
• Below the title: your installation’s name for the job reference, the job reference, which also opens the job, and in brackets the number of work orders in the job that are not cancelled.
• At the right, the status: Active in green, Abandoned in red, or Cancelled or Closed in grey. For a closed or cancelled work order, the line below shows when it was closed or cancelled, and for a cancelled one the reason. See Work order statuses.

Priority icon	Priority
Red square with an exclamation mark	1 - Critical
Amber square with an up arrow	2 - High
Green square	3 - Normal
Blue square with a down arrow	4 - Low
Grey square with a down arrow	5 - Very Low
Grey pause icon	6 - On Hold

Tabs

The first tab is Header. The other tabs depend on the workflow: an administrator chooses them for each workflow. They come in this order: Events, Data, Items, Documents, KPIs, Comments, Photos and Yard Moves, then Audit Log if your role can view the audit log. Yard Moves also needs Read in the Yard Moves section. Swipe the tab strip sideways to see all the tabs.

Most tabs show a count, for example Events (12). Documents shows an amber icon when there are no documents. KPIs shows a red icon when a KPI alert is active, an amber one when alerts are snoozed, and a grey one otherwise.

The page opens on Events, or on the first tab if the workflow has no Events tab. Each tab loads the first time you select it and then stays as it is, except after your own changes. To see changes that other people made since you opened the work order, reload the page.

If your role cannot see what a tab holds, the tab shows Permission denied: followed by what is missing, for example Permission denied: view documents.

Header tab

The Header tab shows the work order’s details, its remarks, and if the workflow uses them, its assets and linked work orders. Only the remarks can be changed here.

The first box lists the work order’s fields:

• Workflow and Responsible Person.
• The header fields the workflow shows, under the names the workflow gives them: for example the customer, shipper, receiver and carrier, the container number, load type, seal number, size, weight and volume, the job type, countries and incoterms. See The header fields. Invalid next to the container number means the number is not valid for the workflow.
• Created By, with when the work order was created, and Last Event, the latest event with its date. If the workflow shows the customer, Customer Status shows the latest event the customer can see.
• Location List: the locations the work order goes to, in order, if the workflow uses location lists. [ No locations added ] means the list is empty. To change the list, use the desktop location list.
• Services: the work order’s services.
• Quotation: the quotation linked to the job, if there is one.

If the workflow shows some events or data fields in the header, the Data Display box lists them with their values. It leaves out the fields your role cannot see.

Remarks

Three boxes show the Internal Remarks, the Remarks For Customer and the Remarks For Job, or None. They work as on the desktop: see Remarks.

To change remarks:

1. Select the pencil next to Internal Remarks, Remarks For Customer or Remarks For Job.
2. Enter the remarks.
3. For internal and customer remarks, if the job has more than one work order, select Apply to Job to write the same remarks on all the work orders of the job. This replaces their remarks.
4. Select Save.

Remarks for the job are shared by all its work orders. The pencil appears if your role has Update Remarks and the work order is active or abandoned. Unlike the desktop, the mobile app does not email the new remarks to anyone.

Assets

If the workflow uses assets, the Assets box lists the assets on the work order, such as trucks, trailers or equipment, by type and name, or says No Assets. Without the View Assets permission, it says You do not have the permission to view work order assets. To add or remove assets, use the desktop: see Assets.

Linked work orders

If the work order was created from another one, or other work orders were created from it, the Linked Work Orders box shows them:

• Parent: the work order this one was created from.
• Child Work Orders: the work orders created from this one, with their container number or load ID. It leaves out work orders you do not have access to.

Select a work order to open it. See Linked and child work orders.

Events tab

The Events tab lists the work order’s events: the steps of the workflow, each recorded with a date and time. For what events are and how TrakIT checks them, see the desktop Events tab.

Each event is a card with its name, its value, its remarks, and who last changed it and when.

• The first card, WO Created, shows when the work order was created and by whom. For a closed or cancelled work order, the last card, WO Closed or WO Cancelled, shows when and by whom, or Auto-closed if TrakIT closed it.
• A star means the event is required. An event in italics with * is for information only.
• A lightning icon means the event triggers actions.
• A small coloured square before the name shows the field’s background colour, if it has one.
• A lock icon means you can see the event but not change it.
• Turn on Show descriptions to show each event’s description under its name. TrakIT remembers the setting on your device.

To record an event, select its card: see Record an event or change a data field.

Read only at the top means you cannot change any event on this work order: your role does not have Update Events & Data, or the work order is closed or cancelled. The workflow can also make some events view only, or hide them, for your role.

Data tab

The Data tab lists the work order’s data fields, such as reference numbers, names or amounts, and works like the Events tab. Select a field’s card to change it.

Computed fields are worked out by TrakIT and cannot be changed. For a location or an entity, if you may also use TrakIT on a computer, View opens the location or the entity on the desktop in a new tab.

Record an event or change a data field

1. On the Events or Data tab, select the card of the event or data field. The editor opens, with the field’s description at the top.
2. Enter the value. What you enter depends on the field: see the table below.
3. In Remarks, enter remarks if needed, or choose them from the list if the workflow gives one. Remarks required if Value entered means you must enter remarks with a value.
4. If the job has more than one work order, select Apply to Job to record the same value on all the job’s open work orders. It starts selected for fields that apply to the whole job.
5. Select Save.

Field	What you enter
Event	The date and the time under Date and Time: both are needed. The date can be up to 2 years back, or any past date for an event for information only, and no later than today. Now fills in the current date and time.
Date	The date under Date. A time box appears if the field already has a value, or after you select Now.
Location or entity	Type at least 2 characters under Value and choose from the list. The cross in the box empties it.
Place	Start typing an address under Place and choose one of the suggestions: a place you type without choosing it is not saved. Open on map shows the saved place on Google Maps.
List	Choose the value under Value, or several values if the field allows it. Some lists let you type a value that is not in the list.
Link	A web address under Link. Open opens it.
Number or amount	A number under Value.
Text	Text under Value.

For an event or a date, NA records Not Applicable and TBA records To Be Advised, unless the field does not allow them. Clear empties the date.

Times are in the time zone of your TrakIT user, and Now takes the time from your phone or tablet, so keep your device’s time zone the same as TrakIT’s: see Your device’s time zone.

TrakIT checks the value as it does on the desktop, for example events must be recorded in order: see When a value is not saved. If the value is refused, the reason shows in the editor and nothing is saved. If someone else saved the field after you opened the tab, TrakIT says so, reloads the tab with their value, and asks you to close the editor and try again.

When the save completes the work order’s required events and data, the work order closes automatically: TrakIT says Saved successfully and Work Order Closed and the cards become read only. See the desktop Events tab for the rule.

While the editor is open, leaving the page makes your browser ask you to confirm, because the change is not saved yet.

Items tab

The Items tab lists the warehouse items of the work order, read only. Items are added, changed and committed on the desktop: see Items tab.

Each item shows its name and code, the quantity and unit, the weight in kg and volume in m³, its serial and HS code, the area and storage location if the workflow uses warehouses, its reference and remarks, and who last changed it and when. A reference in grey is the warehouse transaction’s reference, shown when the item has none of its own. The total weight and volume are at the bottom.

Documents tab

The Documents tab lists the documents of the work order and of its job: first those for the whole job, under For Job, then those for this work order only, under For this Work Order only.

Each document shows its title, file name and size, the checklist items it is linked to, and who uploaded it and when. (external) after the name means an external user uploaded it.

• Ext means external users, such as the customer, can see it.
• Cancelled documents are faded.
• Fixed documents cannot be deleted.
• View opens the document in a new window, and the download icon downloads it. They are missing if your role may not open the document, for example a document limited to roles you do not have.

Add a document

1. Select Add Document.
2. Choose where the document comes from:
   • Upload File: any file on your phone or tablet.
   • Upload from Gallery: photos and videos from your gallery.
   • Take a Photo: takes one photo with the camera. If your browser cannot show the camera in the page, your phone’s own camera opens instead.
   • Upload Signature: see Add a signature.
3. In Upload Document, check the Title. It starts as the file name. When you upload several files at once, each one is titled with its file name.
4. To add the document for the whole job, so that it appears on every work order of the job, select Share with Job.
5. To let external users, such as the customer, see it, select External Access.
6. Under Document Checklist, select the checklist items the document is for, if any, then choose their new status: Have Original, Have Copy, Have Draft, Have Telex, Need Stamp, Paid, Partial or Requires Validation. TrakIT starts with the status you used last.
7. Select Upload.

Each file can be up to 20 MB, of a type your installation allows. If you do not choose checklist items, TrakIT links the document to the items whose name pattern matches the file name. When Take a Photo shows the camera in the page, the photo is titled Img followed by the date and time.

On a closed or cancelled work order you can add only documents for the whole job: Share with Job starts selected, and Add Document appears only if your role has Allow Shared Document. Share with Job cannot be selected if your role does not have Allow Shared Document, and External Access if it does not have Allow External Access to Document.

To change a document’s details, email documents, or update or request the document checklist, use the desktop.

Add a signature

You can have someone sign on the screen, for example to confirm a delivery, and add the signature as a document.

1. Select Add Document, then Upload Signature.
2. Sign in the box with your finger or a stylus. Clear empties the box.
3. Select Use Signature.
4. In Upload Document, choose the options as for any document: see Add a document.
5. Select Upload.

The signature is saved as a PNG image titled Signature.

Cancel, reinstate or delete a document

• To cancel a document, select Cancel on it, then Yes. Cancelling also removes its external access and its checklist links. To make a cancelled document active again, select Reinstate, then Yes.
• To delete a document, select the delete icon on it, then Yes. This cannot be undone. If someone else uploaded the document, they receive an email. The delete icon does not appear for fixed documents, or if the workflow prevents deleting documents.

KPIs tab

The KPIs tab lists the work order’s KPIs: the time allowed between events and the time taken. See the desktop KPIs tab.

Each KPI shows:

• An alert icon: red when the KPI is over its target, amber when the alert is snoozed, grey otherwise.
• Its name, and whether it counts Business Hours or Calendar Hours.
• The times it runs between. Current means it counts up to now.
• Target, the time allowed, and Actual, the time taken, in red when over the target. A business day is 8 hours. Closed means the KPI is complete.
• Snoozed till, with who snoozed it, if the alert is snoozed.

Snooze an alert

If your role has KPI Snooze, a KPI with an alert on an active work order has a date and a time box.

1. Choose the date and the time until which to snooze the alert.
2. If the job has more than one work order, select Apply to Job to snooze the same KPI on all the job’s open work orders.
3. Select Save.

To end a snooze, empty the date and select Save. You can snooze an alert for at most the number of days set in Snooze Limit for KPIs in Application settings; a later date gives Date Too Far.

Comments tab

The Comments tab holds the job’s comments: the same comments appear on the job and on all its work orders. The newest come first, 10 at a time: select Load more to see older ones.

Each comment shows its text, who posted it and when, and its status: Active, Pending, Resolved or Cancelled. [Visible to Customer] means the customer can see it in the portal. A spoken comment shows as Audio comment (play it on the desktop).

• To post a comment, write it under Add a comment, select Visible to Customer if the customer should see it, and select Post. Posting adds you to the comment recipients; see Who is told about new comments.
• If your role can update comments, choose a comment’s status in the list on the comment. It is saved at once.
• To delete your own comment, select its delete icon, then Yes. You can delete a comment within 30 minutes of posting it, unless it has already been emailed.

On the phone, comments are plain text; you cannot record a spoken comment or change the comment recipients.

Photos tab

The Photos tab shows the work order’s photos, with their titles. Select a photo to see it full size in a new tab.

Add photos

• To add photos from your gallery, select Add Photos and choose one or more photos. They upload at once.
• To take photos, select Take Photo. Select Take photo for each shot: each one uploads at once, and its thumbnail at the bottom is faded while it uploads, then outlined in green, or in red if it failed. Select Close when you are done. Where your phone allows it, icons at the top right turn on the flash and switch between the cameras.

Take Photo appears only if your browser can use the camera in the page. The first time, your browser asks for permission to use the camera; if you refuse, TrakIT says Please allow camera permission. See Features that use your browser or device.

Each photo can be up to 20 MB. Photos are titled with the date and time they were added: photos you take start with Img, and photos from your gallery with Upl.

To delete a photo, select the red cross on it, then Yes.

Photos can be added and deleted while the work order is active or abandoned.

Yard Moves tab

The Yard Moves tab lists the yard moves linked to the work order, read only. Each move shows the kind of move, such as Gate In or In Stack, and its move ID; when it was done, or Planned; the container and its type; the direction (Import, Export or Other); Full or Empty; the mode (Truck or Rail); the area and position; the services; the remarks; who recorded it; and how many photos it has. Cancelled moves are faded, with a cancelled icon.

Audit Log tab

The Audit Log tab lists what was done to the work order, newest first: what kind of change, when, the details, and who did it. It shows 50 entries at a time: select Load more to see older ones.

Changes made to the whole job, such as events saved with Apply to Job, are on the job’s audit log: see the job. To filter or export the log, use the desktop Audit Log tab.

Messages

Message	What it means
Invalid Resource	The work order does not exist, or you do not have access to its workflow. See In the mobile app.
Saved successfully and Work Order Closed	Your save completed the work order, and TrakIT closed it.
Event Changed or Data Changed	Someone else saved the field after you opened the tab. TrakIT reloads the tab: close the editor and try again.
No changes to save	The value and remarks are the same as before.
Time is required	You chose a date for an event, or a snooze date, without a time.
Place must be selected from the list	Choose the place from the suggestions as you type.
File size cannot exceed 20MB	Choose a smaller file.
Invalid File Extension	Your installation does not allow this type of file.
Document with same title, file name and size already exists	The document is already there.
Work Order is Closed.	On a closed or cancelled work order, add the document for the whole job, with Share with Job.
Date Too Far	The snooze date is beyond the snooze limit.
Unable to reach the server	TrakIT could not be reached, for example because your phone or tablet has no connection. Try again when it is back online.

Who can use this page

• Your user needs the PWA access mode: see User access.
• Your role needs Read in the Work Orders section, and you must have access to the work order’s workflow: see Workflow Access. Without Read, the page shows Authorization Failed: see In the mobile app.
• External users who open a work order link are taken to the work order in the portal instead.

Each part of the page needs its own permission in the Work Orders section:

For	Permissions
Remarks	Update Remarks
Assets	View Assets
Events and data	View Events & Data to see them, Update Events & Data to change them. Workflow access can hide events and data fields from your role, or make them view only.
Documents	View Document List, Upload Document (Add Document), Allow Shared Document (Share with Job), Allow External Access to Document (External Access), Preview/Download Internal Document and Preview/Download External Document (View and download), Cancel Document, Reinstate Document, Delete Document, View Document Checklist (the checklist when adding documents)
KPIs	View KPIs, KPI Snooze
Comments	View Comments, Add Comments, Update Comments (to change a comment’s status), Delete Comment
Photos	View Photos, Add Photos, Delete Photos
Audit log	View Audit Log

The Yard Moves tab needs Read in the Yard Moves section. The View links of locations and entities appear only if your user may also use TrakIT on a computer.