Create a job

The Create New Job page creates a job in a workflow, with one work order for each container or load. You can also use it to add work orders to a job that already exists.

To open it, select Create on the Jobs page. For what happens once the job exists, up to its closed work orders, see From job to closed work order.

The fields on this page depend on the workflow you choose: an administrator sets which header fields each workflow shows and which are required. Required fields are marked on the page.

Create a job

1. Select the workflow in [ Select a Workflow ]. The rest of the form appears.
2. Fill in the job header. Keep Create New selected.
3. Select the Job Types and Services that apply, if the workflow has them.
4. Fill in the job data fields that you know.
5. Under Work Orders, enter the containers or loads, one work order each, with a form or from Excel or CSV.
6. Select Create.

TrakIT creates the job and its work orders, opens the first work order in a new browser tab, and takes you back to the Jobs page. To leave without creating anything, select Cancel.

If something is missing or wrong, a message tells you what to correct, and nothing is created.

Add work orders to an existing job

1. Select the workflow of the existing job.
2. Enter the job reference of the existing job.
3. Select Add To Existing. TrakIT finds the job in the selected workflow and fills in the header fields from its work orders.
4. Check the header fields, then enter the new work orders.
5. Select Create.

The new work orders also get the job-level events and data of the job’s existing work orders.

Job header

Field	What to enter
Job reference	The reference of the job, for example the bill of lading number. Its label is set up for your company, for example Transport Document. If the workflow numbers jobs automatically, the next number is filled in; select Re-generate for a new one. A new job cannot reuse an existing reference.
Responsible Person	The user responsible for the work orders. It starts with your name, or the workflow’s default responsible person. Type a name and select the user from the list. If the workflow always assigns its default responsible person, TrakIT uses that person.
Customer	The customer.
Shipper, Receiver	The shipper and the receiver. Same as Customer is selected by default; clear it to choose a different entity.
Carrier	The carrier.
Country of Origin, Final Destination	The countries.
Origin Location, Destination Location	The first and last locations of the work orders.
Commodity	The goods. If the workflow has a list of commodities, choose one from the list.
Incoterms	One or more Incoterms.
Bond Agent, Clearing Agent, Transporter	The entities that handle the work orders. A second transporter field, for the return transporter, can also appear; its label is set up for your company.
Cargo Type	The type of cargo.
Remarks For Job	Remarks about the job.
Select Job Types	The job types that apply, or No Job Types. If the workflow requires a job type, No Job Types does not appear.
Select Services	The services that apply, or No Services. If the workflow requires a service, No Services does not appear.

The customer, shipper, receiver, incoterms, cargo type, job types, services, remarks and job data belong to the job, so they appear only when you create a new job.

Depending on your role, a plus icon next to a field’s name lets you add an entity or a location that is not in the list yet.

Job data

Job Data lists the events and data fields of the workflow that are recorded once for the whole job. The list can change when you select the customer, the job types or the services.

• Enter a Value, and Remarks if needed. Some fields let you choose from a list.
• Some fields need remarks when you enter a value: their placeholder says Remarks required if Value entered.
• Fields you cannot change are greyed out.

Values that fail the field’s validation are discarded without a warning, so check them in the work order after you create it.

Work orders

Choose how to enter the work orders in Select Input Method: Form or Excel/CSV. You can create up to 100 work orders at a time.

Enter work orders in a form

1. Select Form.
2. In Number of Work Orders, select how many to create. A row appears for each.
3. Fill in each row. The columns depend on the workflow:
   • Container Nr.: when you leave the field, TrakIT fills in the Type if it knows the container.
   • The load ID, for loads without a container. Its label is set up for your company.
   • Weight in kilograms and Volume in cubic metres.
   • Seal Number.
   • Type: the container type code. Select the search icon to choose it from a list.
   • Shipper Owned, for containers the shipper owns.

In the first row, the copy icon next to Weight, Volume or Type copies the value to all rows. To remove a row, select the red cross at its end.

Paste work orders from Excel or CSV

1. Select Excel/CSV.
2. In Enter or Paste Data, enter one work order per line, with the fields separated by commas or tabs, in the column order shown next to the box. Leave a field empty if you do not have the information. You can copy and paste rows directly from Excel.
3. To start from a spreadsheet with the right columns, select Download Sample Excel.

The columns can include the container, the load ID, Weight (kg), Volume (m3), Seal Number, Load Type and Shipper Owned (Y/N), depending on the workflow. If some lines have errors when you select Create, the Work Order Error List shows them by row.

Checks on each work order

Before it creates anything, TrakIT checks each work order:

• The container number is valid, if the workflow checks container numbers.
• Container numbers, load IDs and seal numbers are not repeated in the list.
• The container or load ID is not already in an active work order. To skip this check, select the option Allow Container/… already active in another workflow under Options (its label includes your company’s name for the load ID). Container numbers starting with TBA are not checked.
• The weight is a number from 0 to 50,000,000, and the volume a number greater than 0 and below 1,000,000.
• The workflow’s required fields are filled in.

Fill in the form from a bill of lading PDF

If your company has set it up and your role allows it, AI PDF Extraction… appears after you select the workflow. It reads a bill of lading PDF and fills in the form for you.

1. Select AI PDF Extraction….
2. In Upload File, select the PDF of the bill of lading.
3. Select the checkbox to confirm that you agree to upload the document to the GetBL.ai platform for OCR and automated field extraction.
4. Select Extract.

TrakIT fills in what it finds: the job reference, the customer, shipper, receiver and carrier, the countries, the workflow’s data fields that are enabled for extraction, and one work order row per container, with its number, seal and weight. Fields it fills replace what you had entered; fields it does not find stay empty.

Caution

The extraction may not be accurate for every document. Check every field before you select Create.

Who can use this page

Your role needs these permissions in the Work Orders section:

Permission	Allows you to
Create	Open the page and create jobs and work orders.
Update Events & Data	Enter job data. Without it, the job data fields are greyed out.
AI PDF Extraction	See AI PDF Extraction…, if your company has set it up.

The plus icons need permissions in other sections: Create in the Entity Management section to add an entity, and Create Location in the Geo Data & Locations section to add a location. The Create New Location popup also needs Read in that section, and saving the location needs Create there.

You can choose only the workflows you have access to.