Work order

The work order page shows one work order: one container or load of a job. It shows the work order’s header, its tasks, and tabs for its events, data, documents and more. Which parts appear depends on the workflow and on your permissions.

To open a work order, select its ID on the Jobs page, on its job, or anywhere else TrakIT shows it. To jump to another work order, open the tasks menu (see Tasks) and enter a job reference, container, load ID or work order ID. On a phone, see Work order in the mobile app.

The top of the page

The first line shows the job: its reference, which opens the job, a copy icon, the number of work orders in the job that are not cancelled, and the job ID.

On the right:

Control	What it does
Flag	Marks the work order with a coloured flag: Red, Amber, Green, Blue or Gray, or Clear. Flags are personal: only you see yours.
PDF	Creates a PDF of the work order.
Share	Shares the link to the work order, or copies it. The link needs a TrakIT sign-in.
Actions	Runs an action that your company has set up for work orders. TrakIT asks you to confirm first; actions cannot be undone.
Status	Active, Abandoned, Cancelled or Closed, with the date it was closed or cancelled. For a cancelled work order, the tip icon shows the reason.

A work order becomes Abandoned when it gets no new event for a number of days set for your installation or its workflow, counted from its latest event that is not for information only, or from its creation if it has none. Your installation can also have abandoned work orders closed automatically: every Sunday, TrakIT closes those whose last event is older than a set number of days, at least 90. For how work orders move between statuses, see Work order statuses.

Tasks

Point to the work order number, or select it, to open the tasks menu. The icon before the number shows the work order’s priority. Tasks you cannot use are grey.

Task	What it does
Modify Header	Opens Edit work order.
Reset Work Order	Rebuilds the events and data.
Change job reference	Changes the job reference, or moves work orders to another job.
Change Workflow/Services	Changes the workflow or the services.
Duplicate Work Order	Creates copies of the work order.
Close or Cancel Work Order, Re-open Work Order	Closes, cancels or re-opens the work order.
Delete Work Order	Deletes a work order created less than 96 hours ago that has no documents and no items committed to a warehouse.
Create Location	Adds a location to TrakIT. The job’s customer, when there is one, is filled in as the location’s owner; change or clear it before saving.
Location List	Opens the location list.
Job Finance, WO Finance	Open the finance pages of the job and of the work order, if the workflow has finance.
Measurements	Opens the measurement log.
Create PDF	Creates a PDF of the work order.

Most tasks work only while the work order is active or abandoned.

The Header box shows the work order’s details. Select its title to fold it away or open it again; the pencil opens Edit work order.

The fields depend on the workflow’s header fields: 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. An information icon next to an entity or a person shows their details. An amber warning icon next to the container number means the number is not valid for the workflow. Last Event and Customer Status show the latest event, and the latest event the customer can see.

Below them:

Services: the work order’s services. Select a service to see what it includes; the truck icon changes them.
Internal Remarks, Remarks For Customer and Remarks For Job: see Remarks.
Quotation: the quotation linked to the job. See Link a quotation.
Events and data fields set to be shown in the header, if any.

Remarks

Select the pencil next to Internal Remarks, Remarks For Customer or Remarks For Job.
Enter the remarks.
For internal and customer remarks, select Apply to Job to write the same remarks on all the work orders of the job, replacing theirs.
In Notify Users, choose the users to email the new remarks to.
Select Save.

Remarks for the job are shared by all its work orders. Changing remarks needs the Update Remarks permission, and the work order must be active or abandoned.

Link a quotation

Select the pencil next to Quotation.
In Link to Quotation, choose the quotation in Select Quotation, or — to unlink it. The list shows the approved, generated and finalised quotations of the workflow’s company that fit the workflow and the customer, including those made for no workflow or no customer.
Select Save.

The quotation is linked to the whole job.

Load type details

Select the information icon next to Load Type to see the length, height, width and description of the load type.

Location list

The Location List field shows the locations the work order goes to, in order. It appears if the workflow uses location lists.

To change the list, select the map icon next to it, or Location List in the tasks menu:

In Selection Type, choose where to look for locations: Global, Company, Workflow or Entities (the locations of the job’s and work order’s entities).
Type in Select Location, choose a location, and select the plus icon to add it.
Use the icons on each location to move it up or down or to delete it.
To give all the work orders of the job the same list, select Apply to Job.

Each location is a numbered card with its city, and its address, contact, phone and special instructions if they are filled in. Between the cards, the page shows the distance and travel time from one location to the next, and at the top, the total. Select the red pin on a card to show the location on the map beside the list.

To correct a location’s details, such as its address or contact, select the pencil icon on its card to open Modify Location. Save or Cancel takes you back to the list. The pencil appears if your role has Update in the Geo Data & Locations section, and the popup also needs Read there.

Assets

If the workflow uses assets, the Assets box lists the assets on the work order, such as trucks, trailers or equipment.

Add an asset

Select the plus icon (Add Asset).
Choose the Company, the Asset Type, who the asset Belongs To, and the Asset Name. TrakIT shows whether the asset is already on other active work orders.
In If an asset of same type already exists, choose Do not add, Replace asset of same type or Allow multiple assets of same type.
Select Save.

Assets linked to the asset are added too. Some data fields of the work order can be filled in from the asset.

Asset details

Select the information icon next to an asset to see its type, category, serial, owner, remarks and fields. For a GPS asset, and if your role allows it, the details also show its last position on a map.

Remove an asset

Select the red cross on the asset, then Yes. Assets linked to it are removed too.

Linked and child work orders

If the work order was created from another one, Parent Work Order shows that work order, with the job detail columns set up for its workflow. If other work orders were created from this one, Child Work Orders lists them. Select either title to fold the table away or open it again.

Child Work Orders leaves out work orders that your work order lists would not show you, and a parent you cannot see is shown by its ID only.

Change the job reference

Change job reference in the tasks menu changes the job reference of the work order’s job, or moves some of its work orders to another job. Once the work order is more than a number of days old, set for your installation (3 unless changed), only TrakIT Support can change the reference.

Enter the New job reference.
If the job has several work orders, choose the scope in Select Scope:
- All work orders in job: changes the reference of the whole job.
- This work order only: moves this work order to a new job.
- Selected work orders only: moves the work orders you select to a new job. You can paste a list of work order IDs or container numbers, one per line, and select Select.
To move the work orders to a job that already exists, select Allow joining with existing job.
Select Apply Change.

A new job gets the customer, shipper, receiver, cargo type, commodity and currency of the old one, and a copy of its job-level financials. The work orders’ own financials move with them. Comments are not copied. A job with no work orders left is deleted. Work orders cannot be moved to a job of another workflow or job type, or when their accounts are on an approved invoice or bill. If one of the selected work orders cannot be moved, none are moved, and the list shows why.

Change the workflow or services

Select Change Workflow/Services in the tasks menu, or the truck icon next to Services.
Choose the workflow in Select Workflow, or the services in Select Services.
In Applies To, choose Whole Job or This WO Only. A new workflow always applies to the whole job.
Select Save.

Measurements

The Measurement Log records measurements taken for the work order, with their time and who added them.

Choose the measurement type, if the workflow has more than one.
Under Add New Measurement, enter the time and the value.
Select the plus icon.

The value must be within the limits set for the measurement type. Measurement types are allocated to the workflow by an administrator.

Reset events and data

Reset Work Order rebuilds the work order’s events and data from the workflow’s current definition, for example after the workflow has changed.

Select Reset Work Order in the tasks menu.
To also empty the event dates and the values entered, select Clear event dates and user data. Otherwise the values are kept.
Select Reset.

Duplicate a work order

Select Duplicate Work Order in the tasks menu.
Enter the number of copies, from 1 to 200.
To create the copies without their events and data, select Clear Events/Data for duplicate WO.
To create them in another workflow, select Change Workflow, choose the Target Workflow, and enter the New job reference.
Select Create.

In the same workflow, the copies join the same job, without the container number and load ID, and they get the work order’s own financials. With a new job reference or another workflow, TrakIT creates one new job for all the copies; if that workflow numbers its jobs automatically, it uses its own number. The copies get the location list, the services, and the event and data values that apply to the whole job.

Each copy is saved on its own. If a copy fails, the ones created before it stay, and TrakIT says how many were created.

Close, cancel or re-open

Select Close or Cancel Work Order in the tasks menu, or Re-open Work Order for a closed or cancelled work order.
To close or cancel, choose Close Work Order or Cancel Work Order. To cancel, also choose the Reason for Cancellation and enter the details.
To do the same for the other work orders of the job, select Apply to all open WO in Job, or when re-opening, the option to re-open all of the job’s closed or cancelled work orders.
Select Yes.

A work order with warehouse items that are not committed cannot be closed, and one with committed items cannot be cancelled. When you cancel a work order on this page, its responsible person receives an email, unless that is you. A cancelled work order leaves delay tracking, and its yard moves are no longer linked to it. A work order whose container is in use in another active work order of the workflow cannot be re-opened.

Create a PDF

Select PDF, or Create PDF in the tasks menu.
Under Select sections to include in PDF, clear the sections you do not want: Internal Remarks, Customer Remarks, Remarks for Job, Events, Data, Items, Documents, KPIs and Alerts, Comments and Job Details (the job’s other work orders).
Select Create.

The PDF downloads as WO followed by the work order number.

Delete a work order

You can delete an active or abandoned work order within 96 hours of creating it, if it has no documents and no items committed to a warehouse.

Select Delete Work Order in the tasks menu.
Select Delete.

This cannot be undone. A job with no work orders left is deleted too. If you opened the work order from a list, TrakIT refreshes the list and closes the work order’s tab; otherwise it takes you to the Jobs page.

Tabs

The tabs below the header depend on the workflow: an administrator chooses them for each workflow. Audit Log appears if your role can view the audit log. Most tabs show a count, for example Events (12); the Events and Data counts include only the rows your role can see. Documents shows an amber icon when there are no documents, and KPIs a coloured alert icon. The page opens on Events, or on the first tab if the workflow has no Events tab.

If you have unsaved changes when you change tab, TrakIT asks you to confirm.

Events tab

The Events tab lists the work order’s events: the steps of the workflow, each recorded with a date and time. The first row shows when the work order was created, and for a closed or cancelled work order, the last row shows when it was closed or cancelled.

A star means the event is required. Events in italics with * are for information only.
A lightning icon means the event triggers actions.
Use Search to find an event by name. Show Codes adds the codes and Show Descriptions adds the descriptions; TrakIT remembers both.

To record events:

Select the date box of the event. In 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 sets the event to the current time in your time zone.
Enter Remarks if needed.
If the job has several work orders, select Apply To Job to record the same event on all its open work orders. It starts selected for events that apply to the whole job.
Select Save. When you scroll down, a second Save stays at the top right.

TrakIT checks and saves each changed row, and shows Saved! or the reason in the row. The checks are the same as on the Events & data page: for example, events must be recorded in order, and cannot be more than 5 minutes in the future unless they are for information only. A row that is not saved keeps what you entered, except one marked Event Changed or Data Changed: someone else saved it after you opened the page, and it now shows their value. If the workflow’s own checks refuse the save, nothing is saved.

When all the required events and data of the work order are filled in with a value other than TBA, the work order closes automatically. NA counts as a value.

You can change events while the work order is active or abandoned, if your role can update events and data. Without that permission, the tab says No permission to update below the list. The workflow can also make some events view only, or hide them, for your role.

Export downloads the tab as an Excel file.

Event and data details

Select the information icon on a row to see the event or data field’s description. More Info shows its code, the services it belongs to, how it is computed or checked, and the actions it triggers, with when each ran and the result.

Update several work orders at once

If the job has several work orders, the Edit Multiple WO icon on a row opens that event or data field for all the work orders of the job.

Enter the value and remarks for each work order. To copy one row’s value and remarks to the others, select the green copy icon on that row.
Clear the checkbox of any work order you do not want to change.
Select Save.

Closed and cancelled work orders are shown in grey and cannot be changed.

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: enter the Value and Remarks, then select Save.

Depending on the field, you type the value, choose a date, choose a location or an entity from a list (type at least 2 characters), or choose one or more values from a list. Computed fields are worked out by TrakIT and cannot be changed.

Items tab

The Items tab lists the warehouse items of the work order. For how warehousing works, see Warehouses and Warehousing: receiving and issuing items.

The list shows each item’s quantity, unit, weight, volume, serial, storage location, HS code, reference and remarks, with the totals at the bottom. Select an item’s name to open the item. Export downloads the list as an Excel file.

If the workflow uses warehouses, choose the warehouse and the direction (Inbound or Outbound) above the list before you add items. They cannot be changed once the work order has items.

Add an item

Select Add Item.
Choose the Area and the Item. For outbound items, only items in stock are shown.
In Storage Owner, choose Not Owned, or the customer, to list the storage locations reserved for them.
Choose where the item goes, under Select Storage, or where to take it from, under Select Source: By Storage, By Transaction or By Customer. With By Transaction, select Same Job Only to see only stock received on this job. The list shows the stock and its age.
Enter the Quantity, and if needed the Total Weight, the Total Volume and, for inbound items, the Reference. For an item with serial numbers, enter the Serial No instead. Add Remarks if needed.
Select Save.

To change or delete an item that is not committed yet, select its pencil or cross icon.

Commit the items

Adding items does not change the stock. When the items have moved, select Commit Inbound or Commit Outbound:

Every item needs a storage location and a quantity.
The workflow can require an event to be completed first.
Inbound items must fit in their storage locations, counting all the items for the same location together. Outbound items must be in stock.

After the commit, the items cannot be changed, and the work order cannot be cancelled or deleted. To undo the commit, select Cancel Inbound or Cancel Outbound; an inbound commit can be cancelled only while none of its stock has been taken out.

Documents tab

The Documents tab has two parts: Documents Uploaded, the work order’s documents and the job’s, and Document Checklist, the documents the job needs.

Documents Uploaded

The list shows the documents for the whole job first, under For Job, then the documents for this work order only, under For this Work Order only. To narrow it, choose a document type, such as Uploaded By User or External Access, or type part of a title or file name, and select the funnel icon.

For each document, the list shows its title, file name and size, the checklist items it is linked to, its Expiry date (red once expired) and who uploaded it. Ext means external users, such as the customer, can see it; a transporter sees only the work order’s own documents, not those for the whole job. Cancelled documents are faded. Icons let you download, preview and print a document, and show on a map where it was captured, if it has a location.

Point to the menu icon at the end of a row for more:

Menu item	What it does
Modify	Changes the document’s details.
Share Link	Shows a link to the document that works for 7 days, without signing in to TrakIT. Select Copy Link to copy it.
Cancel Document, Reinstate Document…	Cancels the document, or makes a cancelled one active again. Cancelling also removes its external access and its checklist links.
Delete Document	Deletes the document for good, and emails the person who uploaded it, if that was someone else. Some documents, such as those generated from certain forms, cannot be deleted, and a workflow can prevent deleting documents.

Documents limited to certain roles are grey if you do not have one of those roles, and you cannot open them.

Add documents

Select Add Documents.
In Select Document Scope, choose the job reference (for the whole job) or This Work Order Only.
In External Access, choose Internal Only or Allow Access. The rest of the form appears.
Fill in what you need:
- Notify Users: users to email about the new documents, with an optional message in Instructions.
- Role Access: the roles that can see the documents. Leave it empty for all roles.
- Update Document Checklist: the checklist items the documents are for, and their new status.
- Document Title: a title for the documents. Without one, each document is titled with its file name.
- Expiry Date.
Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed on the form. If you do not choose checklist items, TrakIT links the documents to the items whose name pattern matches the file name. You can also email documents to TrakIT: see Upload documents.

Modify a document

Point to the document’s menu icon and select Modify.
Change the New Title, the File Name (without its extension), the Role Access, the checklist items it is linked to and their Checklist Status, the Expiry Date, or Allow External Access.
Select Save.

Email documents

Select the checkbox of each document to email.
Select Email Docs.
In Email Document(s), enter the Subject and the Message.
Choose the Recipients:
- Under Myself, tick your own address.
- The job’s customer, transporter and agents that have email addresses are listed with their General, Finance and Management addresses. Tick the addresses to email. A party with nothing ticked is not emailed.
- Other Emails: other addresses, separated by commas or semicolons.
To send download links instead of files, select Send links instead of attachments. The links work for 7 days.
Select Send.

TrakIT remembers your recipients and options for the next time.

Document Checklist

The checklist lists the documents the job needs, from the workflow and any added for this job, with whether each requires an Original or a Copy, its Status and who last updated it. A star marks a required document; a badge shows how many documents are linked to it. The checklist is the same on all the work orders of the job.

To change a checklist item’s status, select its row, then choose the status in Update Document Status. It is saved at once.

To add a document to this job’s checklist, select Add, enter the Document Name and select Add. To change or delete one added for this job, select its pencil icon. Checklist items that come from the workflow cannot be changed here.

Request documents

You can ask for the documents on the checklist by email.

Select the checkbox of each checklist item to request.
Select Request Documents.
Check the Subject and the Message, and choose the Recipients.
In Options, choose Include Upload Links for each document, or Request to email documents to me.
Select Send Request.

With upload links, recipients can upload each document without signing in to TrakIT, for 24 hours. An uploaded document becomes a job document with external access, and its checklist item gets the status Requires Validation. You receive an email for each one.

KPIs tab

The KPIs tab lists the work order’s KPIs: the time allowed between events and the time taken. For KPIs across work orders, see KPI reports.

Column	Shows
Alert icon	Red when the KPI is over its target, amber when the alert is snoozed, grey otherwise.
KPI, Type	The KPI, and whether it counts Business Hours or Calendar Hours.
Start, End	The times the KPI runs between. Current means it counts up to now.
Target, Actual	The time allowed and the time taken, in days and hours. Actual is red when over the target. A business day is 8 hours.
Closed	Yes when the KPI is complete.
Snooze Till, Ack By	Until when the alert is snoozed, and who snoozed it.

To snooze an alert:

In Snooze Till, choose the date until which to snooze it. It can be up to a number of days set for your installation in Application settings.
To snooze the same KPI on all the job’s open work orders, select Apply to Job.
Select Save.

To end a snooze, clear the date and select Save.

Forms tab

The Forms tab creates PDF documents from the forms set up for the workflow, filled in with the work order’s details. How administrators set up these forms is covered in Setting up document templates.

Choose the form in Select Form. The preview shows it on the right; you can type in the fields that can be edited. Save and Load keep the typed values in your browser for later.
For a job form sent to one entity, choose it under Filter.
Set External Access to let external users, such as the customer, see the document. It starts from the form’s Default External Access setting each time you choose a form; that setting is off unless it was turned on in the form’s definition.
If the form uses your signature, turn on Signature Permission.
In Select Option, choose Generate PDF Only or Generate PDF & Email.
Select Generate, or Generate & Email.

The PDF is added to the work order’s documents, or the job’s for job forms, unless the workflow says otherwise; in that case it downloads. The workflow can also record an event when the form is generated. Some forms can be generated only once, only after certain events or fields are filled in, or only by certain roles; the page explains why a form cannot be generated.

With Generate PDF & Email, choose the recipients: Myself, the customer, the transporter, the bond agent and the clearing agent, or other addresses. For each of those parties, tick the email addresses to use: General, Finance or Management. A party with no email addresses is not listed. Check the Email Subject and Message, and select Send. For a work order form, you can also generate it for all the open work orders of the job.

Comments tab

The Comments tab holds the job’s comments: the same comments appear on the job and on all its work orders.

Sort shows the newest or the oldest first; Show shows only comments with one status.
Each comment has a status: Active, Pending, Resolved or Cancelled. If your role can update comments, select the status to change it.
Select the expand icon to read a long comment full screen.

Who is told about new comments

Comment Recipients lists the users who are told about new comments. You are added when you post a comment. A recipient receives an email only if they have subscribed to comment notifications, under System > Notifications.

If your role can add comments, you can change the list:

To add a user, select Add, choose the user in Add New User and select Add User. The list offers the active internal users with an email address who can open the job: the users of its workflow and the system administrators.
To remove a recipient, select the red cross next to their name.

Yard Moves tab

The Yard Moves tab lists the yard moves linked to the work order: planned moves in grey, done moves, and cancelled moves in red. For each move it shows the Move ID, when it was done, the container and type, the kind of move (such as Gate In or In Stack), the direction, whether the container was full or empty, the mode, the zone and position, photos and remarks.

Move location

Select the red map pin next to a position to see on a map where the move was recorded.

Photos tab

The Photos tab shows the work order’s photos, with their titles and who added them. Select a photo to see it full size, and use Search Title to find photos by title.

Add photos

Select Add Photos.
Drag the photos onto the box, or select the button to choose them. The upload starts at once.

Each photo can be up to 20 MB. Each photo is titled with its file name.

To take a photo with your device’s camera, select Take Photo.

If the page has been open for more than a day, the upload stops with You do not have permission to add files here. Please reload the page and try again. Reload the page and add the photos again.

Change or delete a photo

Select the photo’s title.
In Modify Title, change the Title and select Update, or select the delete icon to delete the photo.

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

Audit Log tab

The Audit Log tab lists what was done to the work order: who did it, when and what, such as events updated, documents added or the work order closed. Changes made to the whole job, such as events saved with Apply To Job, are on the job’s audit log.

Filter the list by User, Action or Information, and select Search. Select Show Exact Time to see dates instead of how long ago. Export downloads the list as an Excel file.

Who can use this page

Your role needs Read in the Work Orders section to open a work order, and you must have access to its workflow. Everything else needs its own permission in the Work Orders section:

For	Permissions
Header and tasks	Update (Modify Header, location list, Actions), Update Remarks, Change job reference, Change Workflow, Change Services, Duplicate, Close/Cancel, Re-open, Reset, Delete, PDF Create
Assets	View Assets, Assign Asset, Remove Asset
Measurements	View Measurement, Add Measurement, Delete Measurement
Events and data	View Events & Data, Update Events & Data, Export Events & Data
Items	Add Item, Delete Item (also needed to change an item), Commit Items, Cancel Items, Export
Documents	View Document List, Upload Document, Allow Shared Document (for job documents), Allow External Access to Document, Allow Rename Document Title, Preview/Download Internal Document, Preview/Download External Document, Cancel Document, Reinstate Document, Delete Document, View Document Checklist, Update Document Checklist, Email Documents
KPIs	View KPIs, KPI Snooze
Forms	Generate Form
Comments	View Comments, Add Comments (also to add or remove recipients), Update Comments (to change a comment’s status), Delete Comment
Photos	View Photos, Add Photos, Delete Photos (deleting also needs Add Photos)
Audit log	View Audit Log

Other sections: Read in Job Finance for the finance links, Read in Yard Moves for the Yard Moves tab, and in Geo Data & Locations, Create Location for Create Location (saving the new location also needs Create), Update to correct a location’s details from the location list, and Read to open the location popup for either.