Documents

The Workflow Documents page lists the documents attached to jobs and work orders in all the workflows you have access to. From it you can find documents, preview them, download several at once as a zip file, email them and export the list to Excel.

To open it, select Operations > Documents.

Find documents

Set the filters.
Select Search.

The list opens with the filters you used last. Reset clears them and selects all workflows.

Filter	Finds
Title, File Name	Documents whose title or file name contains the text.
Uploaded By	Documents uploaded by a user whose name or user ID contains the text.
Uploaded Date	Documents uploaded between the From and To dates. The arrow next to the label offers ranges such as This Month or Last Quarter.
Show Cancelled	Also shows cancelled documents.
Job reference	Documents of jobs whose reference contains the text, or whose job ID is the number. The label is set up for your company, for example Transport Document.
Work Order	Documents of one work order, by its ID.
Container Number	Documents of work orders whose container number contains the text.
Document Checklist	Documents linked to a checklist item whose name contains the text.
Customer	Documents of jobs whose customer’s name contains the text.
Document Type	For Job: documents attached to a job as a whole. For Work Order: documents attached to one work order.
Push Status	Whether the document was sent to another system: Push Success, Push Failed, Pending Response or Not Pushed.
Workflows	The workflows to search. Type in Search to shorten the list; the check icon selects all or none.
Multi-Value Search	A list of up to 100 Job ID, job reference or Work Order ID values, separated by commas, semicolons, tabs or new lines.

If an administrator has limited the documents you can see, the filter panel shows Custom Filters Active.

The list

The list shows 20 documents per page, newest first. Select the heading of the job reference, Work Order, Container Number or Title column to sort by it.

Column	Shows
Checkbox	Selects the document, to download or email it.
Magnifier icon	Opens a preview of the document.
Job reference	The job. Select it to open the job.
Customer	The job’s customer.
Work Order, Container Number	The work order, for documents attached to a work order. Select the ID to open the work order.
Title, File Name, Size (KB)	The document.
Checklist	The document checklist items the document is linked to.
External Access	Yes if external users, such as the customer, can see the document.
Push Status, External Doc ID	Whether a workflow action sent the document to another system, and the ID it received there.
Uploaded By	Who uploaded the document, and how long ago. Select the time to see the date.

Cancelled documents are shown in red. Documents in grey are limited to roles you do not have: you cannot preview or select them. The checkbox and the preview also need the permissions listed under Who can use this page.

Download documents as a zip file

Select the checkbox of each document to download. Selection works on the current page only, so you can download up to 20 documents at a time.
Select Download Zip….
In Download Zip File, under Select File Name Prefix, choose what to add in front of each file name: the upload date and time, the Document ID, the Workorder ID or the job reference.
Select Download.

The selected documents together must be 100 MB or less.

Email documents

Select the checkbox of each document to email, on the current page.
Select Email….
In Email Documents, enter the recipients’ email addresses in Select Recipients, separated by commas or semicolons. Select Add Myself to add your own address.
Enter a Subject and a Message. With no subject, the email is titled Documents.
If the documents are larger than 20 MB in total, select Send links instead of attachments.
Select Send.

The email lists the documents with their title, file name, size and who added them. With Send links instead of attachments, each document has a download link instead of an attachment; the links work for 7 days, without signing in to TrakIT.

Export the list

Select Export to download an Excel file of all the documents that match your filters, not only the selected ones.

Who can use this page

Your role needs these permissions in the Work Orders section:

Permission	Allows you to
View Document List	Open the page.
Export	See Download Zip… and Export, and select and preview documents.
Email Documents	See Email…. You also need Export to select the documents to email.
Preview/Download Internal Document	Select and preview documents external users cannot see.
Preview/Download External Document	Select and preview documents external users can see.

You see the documents of the workflows you have access to.