Events & data

The Events & Data page lists the events and data fields of open work orders, one row per field per work order. Use it to find values across many work orders, to see which events are overdue, and to update many values at once without opening each work order.

To open it, select Operations > Events & Data.

The page shows only active and abandoned work orders, one workflow group at a time: select a tab at the top to change the group. TrakIT opens the page on the group you used last.

Find events and data

1. Set the filters.
2. Select Search.

The list opens with the filters you used last. Reset clears the filters and selects all owner roles; it keeps your selection of workflows.

Filter	Finds
Event/Data Name	Fields whose name contains the text.
Event/Data Code	Fields with exactly this code.
Value Type	Empty Only, Non-Empty Only, NA Only or TBA Only values.
Value	Values that contain the text. It appears with – Any Value – and Non-Empty Only.
Event Date	Event and date values between the From and To dates. The arrow offers ranges such as This Month.
Job reference	Jobs whose reference contains the text. The label is set up for your company, for example Transport Document.
Work Order ID	One work order.
Container	Work orders whose container number contains the text.
Customer, Shipper/Receiver	Jobs whose customer, shipper or receiver name contains the text.
Workflows	The workflows to include. With all selected, all your workflows are included.
Owner Roles	Fields owned by the selected roles. Select My Roles to select only your roles.
Event/Data Type	Events Only or Data Only.
Event/Data Due Date	Fields that are due: Overdue, Overdue + Due within 2 days or Overdue + Due within 5 days.
Other Data Value	Work orders that have any event or data field with exactly this value.

If an administrator has limited the work orders you can see, the filter panel shows [ User Filter Active ] or Custom Filters Active.

How many rows

The list shows the newest values first, up to the number you choose in Display First … Rows Only: 50, 100, 200 or 500. To keep searches fast, the list has no pages, no total and no sorting; (Found N only) appears when there are fewer rows than the limit.

The list

Column	Shows
Workflow, Customer	The work order’s workflow and customer.
Job reference	The job. Select it to open the job.
Workorder ID	The work order. Select it to open the work order. A red ! means it is abandoned.
Container	The container number.
Event/Data	The field’s name and description, in the field’s colour. A star means the field is required; * after the name means it is for information only.
Code	The field’s code.
Owner Role	The role responsible for the field.
Due By	When an empty or TBA field is due, and the event it is counted from. It is red when overdue.
Date/Value	The value, which you can change if you are allowed to.
Remarks	The remarks.
Apply To Job	Y if the field applies to the whole job.
Updated By	Who last changed the value, and how long ago. Select the time to see the date.

The owner role, the due days and who can see or change each field are set up in the workflow.

Update values

1. Find the fields to update.
2. Change the values in Date/Value, and the Remarks if needed:
   • For an event or a date, select the box to open the date picker. Under Quick Select, choose Current Date/Time, Not Applicable (NA), To Be Advised (TBA) or Clear, or pick the time and date. The clock icon next to an event sets it to now.
   • For a location or an entity, type at least 2 characters and choose from the list.
   • For a field with a list, select the box and choose one value, or several if the field allows it.
3. Select Save. When you scroll down, a second Save stays at the top right of the page.

TrakIT checks and saves each changed row on its own, and shows the result in the row: Saved! or the reason it could not save. What you typed stays in the rows that failed, so you can correct them and save again. If you leave the page, change tab or search again before saving, TrakIT asks you to confirm that you want to lose your changes.

A value is saved to its own work order. Location and entity fields that apply to the whole job are saved to all the open work orders of the job.

Grey values cannot be changed: computed fields, fields your role can only view, and all values if your role cannot update events and data.

When a value is not saved

Common reasons, as shown in the row:

Message	Reason
Out of sequence	Earlier events of the work order are still empty. See the General FAQ.
Chronological order	The workflow requires events in date order, and the date is before an earlier event or the work order’s creation.
Future Time/Date	The event is more than 5 minutes in the future.
Allowed Offset: N mins	The event is further from the current time than the field allows.
‘NA’ not allowed, ‘TBA’ not allowed	The field does not accept NA or TBA.
Remarks are required	The field needs remarks with its value.
Value must be numeric, Invalid Date/Time	The value is not the right type.
Value not from list	The field accepts only values from its list.
Value is not unique	The field must be unique, and another work order already has this value.
Empty not accepted	You cleared an event, but later events are filled in.
Event Changed, Data Changed	Someone else changed the value after you opened the page. Search again to see it.

What happens after you save

• The workflow’s actions for the updated events and data run, and computed fields are recalculated.
• When you save an event and all the work order’s required events and data are filled in, the work order closes.
• Users who subscribed to a field receive an Event/Data Update Notification email.
• Each change is recorded in the work order’s audit log.

Values saved through the integration API are handled a little differently: see the notes of SaveSeqData.

Export

Select Export to download the rows in the list as an Excel file. The file also has a Responsible column with each work order’s responsible person.

Who can use this page

Your role needs these permissions in the Work Orders section:

Permission	Allows you to
Read and View Events & Data	Open the page and see values.
Update Events & Data	Change values and see Save.
Export Events & Data	See Export.

Each field can also be hidden, view only or editable for each role, in the workflow. You see only the workflow groups and workflows you have access to.