Bulk create

The Bulk Create page creates jobs and work orders in one workflow from an Excel file: one row per work order, grouped into jobs by the job reference. TrakIT imports the file in the background and emails you the results.

To open it, select Operations > Bulk Operations > Bulk Create.

Create work orders from a file

1. Select the workflow in [ Select a Workflow ]. The rest of the page appears.
2. If the workflow has services, select the services of the new work orders under Select Services, or select No Services.
3. Select Download to download the Excel template for the workflow.
4. Fill in the template, one row per work order. See The file.
5. Under MS-Excel File Upload, choose the file.
6. Select Upload.

When TrakIT has accepted the file, it shows File upload successful!. The results arrive by email when the import is done.

The file

Start from the downloaded template: it has one column for each header field, event and data field of the workflow, with the headings TrakIT expects. Mandatory header fields are shaded red.

• The file must be an Excel .xlsx file of 2 MB or less. TrakIT reads the first worksheet.
• The first row holds the headings. Each following row is a work order.
• The job reference column is required: its heading is your installation’s name for the job reference, for example Transport Document. Rows with the same reference go into the same job. Rows without one are skipped.
• Delete the columns you do not need. TrakIT ignores columns whose heading it does not recognize.

Column by column:

Column	What to enter
Header fields	The value. For entities such as the customer or carrier, the name, code or registration number. If several entities match, TrakIT uses the first whose responsible company is your primary company.
Events	An Excel date, or NA or TBA.
Data fields	The value.
Country of Origin, Final Destination	The country’s name.
Location List	Locations in City - Location form or by location code, separated by semicolons.
Incoterms	One or more of EXW, FCA, FAS, FOB, CFR, CIF, CPT, CIP, DPU, DAP, DDP, separated by commas.
Shipper Container	yes or true for a container the shipper owns.
Zone, Position	For workflows with yard moves: to plan the gate-in move, enter the zone and the position, with the container number and load type.

For a new job, the job’s fields are taken from its first row. When the job reference already exists in the workflow, the work order is added to that job, and the job’s fields are not changed.

Options

Select Ignore event sequence to record events even when earlier events of the work order are empty. It needs the Ignore Event Sequence permission.

The results email

The email Bulk Creation Result lists every row as:

• Success: the job or work order was created, with its number.
• Warning: it was created, but some fields were not filled in, with the reason.
• Error: it was not created, with the reason.

The attached _Results.xlsx file adds a Status and a Remarks column to the rows of your file.

Each row is created or rejected on its own: a row with an error does not stop the others. Common errors:

Error	Reason
job reference belongs to workflow …	The job reference exists in another workflow.
field is not specified.	A mandatory header field is empty.
WO already exists	The job already has a work order with this container.
Invalid field	The value of a mandatory field was not found. For a field that is not mandatory, the row is created with a warning instead.

Who can use this page

Your role needs:

Section	Permission
Bulk Updates	Upload, and Ignore Event Sequence to use that option
Work Orders	Create, Update and Update Events & Data

You can choose only the workflows you have access to.