Roles and permissions

This page lists every permission you can give a role, section by section, and what each one allows. It is the reference behind the Who can use this page section of each help page. To create roles, choose their permissions and give them to users, see Role management. When your roles do not allow a page or an action, TrakIT shows Authorization Failed: see Access denied.

How roles work

A role is a named set of permissions. Users are given roles, and their roles decide what they may do.

• Roles add up. An internal user can hold several roles, and can do anything that any of them allows. Taking a permission away from one role does not take it from a user who has it through another role.
• Changes apply at once. A change to a role, or to a user’s roles, applies from the next page the user opens. They don’t need to sign in again.
• No role, no permissions. A user who holds no role can use only the pages that need no permission, such as My reports and My training.

Global and company roles

• A global role is for every company. A company role belongs to one company, chosen when the role is created; it cannot be changed later. Role management shows the company in brackets after the role’s name.
• A company role can be given only to users whose own company it is. If a user’s company changes, TrakIT removes the roles of other companies from them.
• A company role’s permissions are not limited to its company: they apply wherever the user works, like those of a global role. Which companies’ records a user sees depends on their companies: see Company Assignment.
• A global role and a company role can have the same name, but a user can hold only one of them.

Sections and actions

Permissions are grouped into sections, such as Invoices, and the sections into groups, such as Finance, as on the Role Customisation tab. Each permission is an action in its section. This page follows the same groups and sections.

Most sections have these four actions:

Action	Usually allows
Read	Opening the section’s pages and records. Most other actions of the section need it.
Create	Adding records. In some sections, also changing drafts.
Update	Changing records.
Delete	Deleting records.

Some sections leave some of these out, or label them differently, such as View Dashboards for Read in Dashboards. Most sections also have actions of their own, such as Export, Approve or Finalise. What an action allows depends on its section: see its row below.

Some actions need another one. Turning an action on in Role management also turns on the action it needs, and turning an action off turns off the ones that need it. Most actions need Read; the tables below say when an action needs another one.

A few actions are not used by any page, so giving them to a role has no effect. Their rows say Nothing.

What else limits a user

A permission says what a user may do. Other settings decide which records they may do it on, and what they see:

• Workflows. Jobs and work orders, and most of their finance, documents and reports, are limited to the workflows the user has access to: see Workflow Access on the user’s record.
• Companies. Users see the records of their own company and of the companies they are given access to: see Company Assignment.
• Custom filters. A role’s custom filters can limit the records its users see further. A user sees only the records that pass the filters of all their roles. See Custom filters.
• Workflow access of a role. In each workflow, every event and data field is Hidden, View Only or View & Update for a role. View & Update leaves it to View Events & Data and Update Events & Data in Work Orders. A user with several roles gets the most access any of them gives. See Workflow Access tab.
• Menu access. An internal role can hide top-level menus. A menu is hidden only when every role the user holds hides it, and hiding a menu takes no permission away. See Menu Access.
• Owners. Some things are changed by their owner rather than through a permission: for example dashboards, user groups, requests and reports.

Some features can check a permission from any section. A dashboard’s data sources can each need a permission, and some notifications need permissions of the user they are for.

System administrators

A system administrator is a user marked as one on their record. Only TrakIT Support makes a user a system administrator: see Who sets TrakIT up.

• A system administrator has every permission of every internal section, and needs no role.
• They see every menu, every workflow and every company, and custom filters and workflow access do not limit them.
• Many pages have parts that only system administrators can use, such as adding currencies on Finance masters. Each page’s Who can use this page says so.
• Some pages check that you are a system administrator rather than a permission, so no role can give access to them: Role management, Companies, Company, Data fields, Workflow groups, Integrations, Interface log, Event/data action log, User action log, and the pages of SysAdmin pages except Shared links.
• System administrators cannot open an employee’s page: see Employee Master.

TrakIT Support

TrakIT Support’s users are system administrators. They also keep what nobody else can change with roles:

• restricted roles: only TrakIT Support can change one, give it to users or take it away;
• sections marked Access Restricted, such as Employee Master: only TrakIT Support can change their permissions on a role;
• the default page of a role;
• giving a user a role of a company other than the user’s own, or taking it away.

See Role management for how these show on the page.

Sections

Each section below has a table of its actions, in the order Role management lists them:

• Action: the action’s label in Role management.
• Allows: what the action lets a user do.
• Help pages: the help pages whose Who can use this page section names the action.

Group	Sections
Admin	Chat, Finance Masters, Form Definitions, Masters, Message Log, User Groups, User Management, WorkFlow Definitions
CRM	Leads
Finance	Bills, Exchange Rates, Financial Reports, Internal Posting, Invoices, Job Finance, Journal Entries, Payments, Quotations, Rate Management, Receipts
HR	Employee Attendance, Employee Master, Employee Training, Leave Management
Operations	Activities, Bulk Updates, Container Master List, Delay Tracking, Work Orders, Yard Moves
Reports	Advanced Reports, Interactive Reports, Query Reports, Report Queue, WorkFlow Reports
System	Asset Management, BroadCast Messages, Chart of Accounts, Charts, Country Holidays, Dashboards, Documents, Email Notifications, Entity Management, Geo Data & Locations, Geo Distance, News, Request Management
Warehousing	Item Master, Warehouse Transactions
Portal	Dashboard, Documents, Invoices, Jobs & Work Orders, Profile, Reports, Transporter Work Orders, Vendor Bills

Admin group

Chat

The chat bar is on the TrakIT pages for computers, not in the mobile app.

Action	Allows	Help pages
Chat with Support	Chat with TrakIT Support from a live chat window on the TrakIT pages, if the support chat is turned on for your installation.	Chat
Internal Chat	See the chat bar and use TrakIT Chat, and get notifications by chat.	Chat, Notifications

Finance Masters

Action	Allows	Help pages
Read	Open the finance masters, see every tab, and open account masters to see their details.	Finance masters
Create	Use Create Sub Account and Duplicate Account. Also needs Update.	Finance masters
Update	See Select Action in the account popup, and use Modify Account and Move Account.	Finance masters
Delete	Use Delete Account. Also needs Update.	Finance masters
Open/Close Financial Year	Create and close financial years.	Finance masters
Create/Modify Taxes	Add taxes to a country and change them.	Finance masters

Form Definitions

This section has only its own two actions.

Action	Allows	Help pages
View Form History	Open the form history of the workflows you have access to. Downloading the documents also needs Preview/Download Internal Document or Preview/Download External Document in Work Orders.	Form history
View Form Definitions	Open the form definitions and the forms, and see their preview, settings, workflows, access, header and footer. Creating and changing forms is for system administrators.	Form, Form definitions

Masters

This section has Read and one action of its own.

Action	Allows	Help pages
Read	Open the master tables, see every table and export the load types. Changing the tables is for system administrators.	Master tables
View Warehouses & Yards	Open the warehouses and yards, and see their areas, storage locations, zones and yard positions. Changing them is for system administrators.	Warehouses & yards

Message Log

This section has Read only.

Action	Allows	Help pages
Read	Open the message log and its four tabs, and open the emails, for your companies and workflows.	Message log

User Groups

This section has Create only.

Action	Allows	Help pages
Create	Create user groups with New Group. Every internal user can see, join and leave the groups open to them; managing a group is for its owner and system administrators.	User groups

User Management

Action	Allows	Help pages
Read	Open the users list and users’ pages, and see their details, linked entities, data and files. Also needed to find users in Quick Search.	Quick search, User, User management
Create	Create users.	User management
Update	Change users with Modify User, Menu Access, User Level Filters, Add Entity and Actions, and add, change and delete their files.	User
Delete	Delete users.	User
Export	Export the users list.	User management
Lock User	Lock and unlock users. Needs Update.	User
Reset Password	Reset users’ passwords. Needs Update.	User
Change Email	Change a user’s Email in Modify User. Needs Update.	User
Assign/Remove User Roles	See and change a user’s Roles or Portal Role, and assign and remove their workflows. Needs Update. Changing roles on Role management itself is for system administrators.	Role management, User
Unlink Entity	Remove a user’s entity links. Needs Update.	User
View Session & Action Log	See a user’s Session Log and Action Log tabs.	User
View Devices & Locations	See a user’s Devices tab.	User
Update User Data	Change a user’s User Data fields.	User

WorkFlow Definitions

Most workflow pages also need access to the workflow, unless you are a system administrator.

Action	Allows	Help pages
Read	Open the workflows list and the workflows you have access to, with their event and data definitions, and compare workflows with Compare.	Compare workflows, Event and data definitions, Workflow, Workflow definitions
Create	Create workflows.	Workflow definitions, Workflow settings
Update	Change a workflow’s set-up on all its tabs and its settings, and create, change and delete its events and data fields, their actions and due days.	Event and data definitions, Workflow, Workflow settings
Delete	Delete workflows.	Workflow, Workflow settings
Export	Export the workflows list, and a workflow’s events, data fields and KPIs.	Workflow, Workflow definitions
Duplicate	Duplicate workflows. Needs Create.	Workflow

CRM group

Leads

Action	Allows	Help pages
Read	Open the leads list, leads and the lead contacts, and export leads.	Contacts, Lead, Leads
Create	Create leads.	Lead, Leads
Update	Change leads, their contacts, files and data fields, post comments and change their status, and convert leads into entities, which also needs Create in Entity Management.	Contacts, Lead
Delete	Delete a lead’s contacts and files.	Contacts, Lead
Change Stage	Change a lead’s status with Change Status. Needs Update.	Lead

Finance group

Bills

This section has no Update.

Action	Allows	Help pages
Read	Open the bills list and bills, see their tabs, and download and preview their files. Also the Bills tab of a finance job, bills in Quick Search, and bill notifications.	Bill, Bills, Finance job, Notifications, Quick search
Create	Add bills, also from a job’s actuals, and change them: Modify, allocate accounts, add adjustments, accept submitted bills, add files, change data fields and run Actions.	Accounts, Bill, Bills, Finance job, Work order finance
Delete	Delete bills that are not validated, and their files. Change and delete adjustments, with Create.	Bill
Export	Export the bills list and a bill’s accounts.	Bill, Bills
Validate	Validate bills, one at a time or several with Tasks, and restore rejected bills.	Bill, Bills, Finance job, Work order finance
Finalise	Finalize bills, one at a time or several with Tasks.	Bill, Bills
Unvalidate	Un-validate bills. Needs Validate.	Bill
Reset	Reset finalized bills. Needs Validate.	Bill
Reject	Reject bills.	Bill
Clear Sync Ref	Clear a bill’s sync reference with your external accounting system. Needs Unvalidate.	Bill, Bills
Set X-Rate Date	Choose a Custom exchange rate date. Needs Validate.	Bill

Exchange Rates

This section has no Update.

Action	Allows	Help pages
Read	Open the exchange rates and see the rates.	Exchange rates
Create	Add rates, by hand or by upload.	Exchange rates
Delete	Delete rates.	Exchange rates
Update Historic	Change rates dated less than 29 days ago. Saving the change also needs Create.	Exchange rates

Financial Reports

This section has Read only.

Action	Allows	Help pages
Read	Open the balance sheet, the profit and loss and the trial balance, for the companies you have access to.	Balance sheet, Profit & loss, Trial balance

Internal Posting

This section has no Update.

Action	Allows	Help pages
Read	Open the internal postings list and postings, and download and preview their files.	Internal posting, Internal postings
Create	Add postings and change drafts: allocate lines, change data fields and add files. Also the IPost ID column of a bulk update on the accounts list.	Accounts, Internal posting, Internal postings
Delete	Delete draft postings and their files.	Internal posting
Export	Export the internal postings list.	Internal postings
Approve	Approve postings.	Internal posting
Finalise	Finalize approved postings.	Internal posting
Reset	Reset approved or finalized postings. Needs Finalise.	Internal posting
Clear Sync Ref	Clear a posting’s sync reference with [Clear]. Needs Finalise.	Internal posting

Invoices

This section has no Update. An invoice must belong to one of your companies.

Action	Allows	Help pages
Read	Open the invoices list and invoices. Also the Invoices tab of a finance job and of an entity, the entity’s payment reminders, invoices in Quick Search, invoice notifications and some finance reports.	Entity, Finance job, Finance reports, Interactive reports, Invoice, Invoices, Notifications, Quick search
Create	Create invoices and debit notes, and change drafts: Modify, Allocate, Add Account, Refresh, adjustments, Duplicate, Actions, data fields and files. Also the Invoice Number column of a bulk update on the accounts list.	Accounts, Finance job, Invoice, Invoices
Delete	Delete drafts and their files, and change and delete adjustments.	Invoice
Cancel	Cancel drafts.	Invoice
Export	Export the invoices list.	Invoices
Preview	Download, view, print and email invoice PDFs and generated files, also from the list, and issue invoice statement links from an entity.	Entity, Invoice, Invoices
Generate Proforma	Generate pro-formas. Needs Create.	Invoice
Generate Invoice Doc	Generate other documents with Generate Doc. Needs Create.	Invoice
Approve	Approve invoices, one at a time or several with Tasks, and set Tax Exemption in Modify. Without it, users see Request Approval. Needs Generate Proforma.	Invoice, Invoices
Un-Approve	Take approved invoices back to draft with Un-Approve, when they are not finalized or sent to an external accounting system. This releases the invoice number and can cause issues with e-invoices: give it to few users. Credit notes also need Allow Credit Notes. Needs Approve.	Invoice
Finalise	Finalize approved invoices, one at a time or several with Tasks. Needs Generate Proforma.	Invoice, Invoices
Change Credit Days	Change the Credit Period and the Tax Deduction in Modify, and the credit period from a finance job.	Finance job, Invoice
Allow Credit Notes	Create credit notes, and generate pro-formas for, approve, finalize and email them.	Finance job, Invoice, Invoices
Allow Back-dating	Change the Date and the Exchange Rate Date in Modify, and the Credit Note Date when reversing. Needs Approve.	Invoice
Reverse Invoice	Reverse invoices. Needs Approve.	Invoice
Mark as Paid/Unpaid	Mark invoices as paid or unpaid.	Invoice
Write Off	Write off invoices and remove write-offs. Needs Finalise.	Invoice
Clear Sync Ref	Clear an invoice’s reference from your external accounting system. Needs Generate Proforma.	Invoice

Job Finance

This section has no Create, Update or Delete. Finance pages also need access to the job’s workflow.

Action	Allows	Help pages
Read	Open finance jobs and work order finance, the accounts list and workflow finance, and the finance jobs tab of bulk actions. Also the finance links on work orders, Accounts fields in advanced reports, finance job notifications, some finance reports, and revenue and gross profit on top entities.	Accounts, Advanced report, Bulk actions, Finance job, Finance pending, Finance reports, Interactive reports, Notifications, Top entities, Work order, Work order finance, Workflow Finance
Export	Export the accounts list, workflow finance, finance pending and the Analyse tab.	Accounts, Finance job, Finance pending, Work order finance, Workflow Finance
Access Income Accounts	See income accounts, income totals and margins wherever finance is shown: finance jobs, work order finance, the finance lists, internal postings, receipts and payments, quotations, rates, finance reports and top entities.	Accounts, Finance documents, Finance job, Finance pending, Finance reports, Interactive reports, Internal posting, Quotation, Rate management, Receipt or payment, Top entities, Work order finance, Workflow Finance
Initialize Accounts	Initialize the estimates.	Finance job, Work order finance
Add Account	Use Add Account… and Actions, and on the actuals Quick Edit, Duplicate Accounts and Delete Accounts. Also needed to apply rates to estimates with Get Rates.	Finance job, Rate management, Work order finance
Read Estimates	See the estimates, and the estimate figures of Job Profitability.	Finance job, Finance reports, Interactive reports, Work order finance
Update Estimates	Change estimates and use the estimates’ tasks, change the finance currency, and use Export in the account summary. Needs Initialize Accounts.	Finance job, Work order finance
Request Estimate Approval	Request approval of the estimates, and cancel the request.	Finance job, Workflow Finance
Read Actuals	See the actuals. Also needed for finance pending, some finance reports, and revenue and gross profit on top entities.	Finance job, Finance pending, Finance reports, Interactive reports, Top entities, Work order finance
Approve Estimate	Approve and reject estimates and approve accounts, on finance jobs, work order finance, the accounts list and workflow finance. Needs Access Income Accounts.	Accounts, Finance job, Work order finance, Workflow Finance
Update Rev/Exp	Set a job’s recognition date.	Finance job
Reverse Approval	Reverse approved estimates with Reverse Approved. Needs Approve Estimate.	Finance job
Update Actuals	Change actuals, and use Assign Entity, Set Amount/Tax, Create Bill and Refresh Quantity. Also Assign Entity, Assign Bill, Set/Remove Tax and Delete on the accounts list, and its bulk update.	Accounts, Finance job, Work order finance
Modify Taxes	Add, remove and reset the taxes of an account. Needs Update Actuals.	Finance job, Work order finance
Close Job	Close finance jobs and reject closing requests, also from workflow finance and bulk actions.	Bulk actions, Finance job, Workflow Finance
Cancel Job	Cancel finance jobs, also with bulk actions.	Bulk actions, Finance job
Re-open Job	Reopen finance jobs, also with bulk actions.	Bulk actions, Finance job
Upload Document	Add, edit, cancel and restore a finance job’s documents.	Finance job
View Audit Log	See the Audit Log tab of finance jobs and work order finance.	Finance job, Work order finance
Request Closing	Request closing of a finance job and cancel the request, also from workflow finance.	Finance job, Workflow Finance
View All Documents	Open the finance documents and export the list, and attach a job’s finance documents to emails.	Finance documents, Invoice

Journal Entries

Action	Allows	Help pages
Read	Open the journal entries list, journal entries and the opening balances. Also open a journal entry from a ledger account.	Chart of accounts, Journal entries, Journal entry, Ledger account, Opening balances
Create	Post journal entries and opening balances, and run the FX revaluation.	Chart of accounts, Journal entries, Journal entry, Opening balances
Update	Nothing: no page checks it.	-
Delete	Nothing: no page checks it.	-

Payments

This section has no Update. The Receipts section has the same actions for receipts.

Action	Allows	Help pages
Read	Open the Payments tab of receipts and payments and the payments, and see their tabs. Also payment notifications.	Notifications, Receipt or payment, Receipts & payments
Create	Add payments, also from a bill, and change drafts: add and remove bills, add and change adjustments, and change data fields.	Bill, Receipt or payment, Receipts & payments
Delete	Delete draft payments.	Receipt or payment
Upload File	Add, change and delete a payment’s documents and photos.	Receipt or payment
Download File	Download and preview a payment’s documents, and see its photos.	Receipt or payment
Approve	Approve payments, one at a time or several with Tasks. Needs Create.	Receipt or payment, Receipts & payments
Reset	Reset payments. Needs Approve.	Receipt or payment
Export	Export the payments list.	Receipts & payments
Finalise	Finalize payments, one at a time or several with Tasks. Needs Create.	Receipt or payment, Receipts & payments
Generate	Generate payment vouchers.	Receipt or payment

Quotations

This section has no Update.

Action	Allows	Help pages
Read	Open the quotations list, quotations and the quotation status. Also an entity’s Quotations tab and quotation notifications.	Entity, Notifications, Quotation, Quotation status, Quotations
Create	Create quotations, also from a finance job and an entity, and change them: header, title, workflow data, accounts and documents, Duplicate, Request Approval and Actions. Also needed to apply rates with Get Rates.	Entity, Finance job, Quotation, Quotations, Rate management
Delete	Delete draft quotations.	Quotation
Export	Export the quotations list and the quotation status list.	Quotation status, Quotations
Approve	Approve quotations.	Quotation
Generate	Generate quotations.	Quotation
Finalise	Finalize quotations, and use Ops Assigned and Un-Finalise.	Quotation
Reject	Reject quotations.	Quotation
Revise	Revise quotations and change their accounts, data and documents, and apply rates with Get Rates.	Quotation, Rate management
Cancel	Cancel quotations and restore them.	Quotation
Create Template	Create templates and change their accounts, data and documents. Needs Create.	Quotation, Quotations
Finalise Template	Finalize templates. Needs Create.	Quotation
UnFinalise Template	Un-finalize templates and change their accounts, data and documents. Needs Create.	Quotation
Cancel Template	Cancel templates and restore them. Needs Create.	Quotation

Rate Management

Action	Allows	Help pages
Read	Open rate management, its Rate cards and Reports tabs, and the rate cards of the companies you have access to.	Rate card, Rate management
Create	Create rate cards and copy them.	Rate card, Rate management
Update	Edit a card’s details, terms and notes, open, change and discard drafts, and deactivate and reactivate cards.	Rate card
Delete	Delete cards that were never published. Works only with Update too.	Rate card
Publish	Publish and withdraw versions. Needs Update.	Rate card
Import	Upload rate files, and send rates by email or SFTP. Needs Update.	Rate card
Export	Download the Excel and CSV files, the blank template and rate sheets.	Rate card
View Buy Rates	See, create and change buying cards, and see costs and vendors in Find rates, Get Rates and the reports.	Rate card, Rate management
Global Cards	Create and change cards for all companies, and margin rules for all companies. Needs Update.	Rate card, Rate management
Margin Rules	See the Margin rules tab, and add, change and delete margin rules.	Rate management
Get Rates	See the Find rates tab, and use Get Rates on quotations and finance jobs.	Finance job, Quotation, Rate management

Receipts

This section has no Update. The Payments section has the same actions for payments.

Action	Allows	Help pages
Read	Open the Receipts tab of receipts and payments and the receipts, and see their tabs. Also receipt notifications.	Notifications, Receipt or payment, Receipts & payments
Create	Add receipts, also from an invoice’s Payments Received tab, and change drafts: add and remove invoices, add and change adjustments, and change data fields.	Invoice, Receipt or payment, Receipts & payments
Delete	Delete draft receipts.	Receipt or payment
Upload File	Add, change and delete a receipt’s documents and photos.	Receipt or payment
Download File	Download and preview a receipt’s documents, and see its photos.	Receipt or payment
Approve	Approve receipts, one at a time, several with Tasks, or from an invoice. Needs Create.	Invoice, Receipt or payment, Receipts & payments
Reset	Reset receipts. Needs Approve.	Receipt or payment
Export	Export the receipts list.	Receipts & payments
Finalise	Finalize receipts, one at a time or several with Tasks. Needs Create.	Receipt or payment, Receipts & payments
Generate	Generate receipt vouchers.	Receipt or payment

HR group

Employee Attendance

This section has no Create or Delete.

Action	Allows	Help pages
Read	Open the attendance of the companies you have access to, and export it.	Attendance
Update	Start, refresh and change today’s attendance.	Attendance
Update Past	Together with Update, start, refresh and change the attendance of earlier days.	Attendance

Employee Master

This section is marked Access Restricted: only TrakIT Support can change it on a role, and system administrators see it greyed out. System administrators can use the employee master but cannot open an employee’s page.

Action	Allows	Help pages
Read	Open the employee master and employees’ pages, and download, preview and print their files.	Employee, Employee master
Create	Add employees.	Employee master
Update	Change employees, their status, photo, tags and data fields, and add, change, cancel and delete their files.	Employee, Employee master
Export	Export the employee list.	Employee master

Employee Training

Action	Allows	Help pages
Read	Open training compliance, training records and the training master, and download certificates. Training assignments also needs Assign.	Training, Training assignments, Training compliance, Training master, Training records
Create	Nothing: the training pages do not use it.	-
Update	Assign trainings and change due dates, add and change trainings, and mark trainings complete, approve, waive and reset them.	Training, Training assignments, Training master, Training records
Delete	Remove assignments and delete trainings.	Training, Training assignments, Training master
Assign	Together with Read, open the training assignments.	Training, Training assignments

Leave Management

Applying for leave also needs the user to be set up as an employee, with a Manager on their employee record.

Action	Allows	Help pages
Read	Open My Leaves and see your own applications, balance and calendar.	My leaves
Create	Apply for leave and save drafts.	My leaves
Update	Nothing: no page checks it.	-
Delete	Nothing: no page checks it.	-
Approve/Reject Leave	Open leave approval, approve and reject the applications waiting for you, and add and end your own delegations. Everyone who approves leave needs it.	Leave approval
View Team Leave	Run the leave reports for your direct reports.	Leave reports
Adjust Balance	Run every leave report for the employees of your companies, and stage and commit opening balance files on leave configuration, which opens with Configure Leave Policy.	Leave configuration, Leave reports
Configure Leave Policy	Open leave configuration and set up leave types, policy versions, approval levels and payroll periods, and run every leave report, for your companies.	Leave configuration, Leave reports

Operations group

Activities

Action	Allows	Help pages
Read	Open the activities list and activities, and download, preview and print their files. Also an asset’s Activities tab.	Activities, Activities (mobile app), Activity, Activity (mobile app), Asset
Create	Create activities, also with Add Activity on entities, assets and leads.	Activities, Activities (mobile app), Asset, Entity, Lead
Update	Change activities and their status, add and change files, and post comments.	Activity, Activity (mobile app)
Delete	Delete activities you created.	Activity, Activity (mobile app)
Export Activities	Export the activities list.	Activities

Bulk Updates

This section has no Read, Update or Delete.

Action	Allows	Help pages
Create	Nothing: no page checks it.	-
Upload	Open bulk create and bulk update, and upload files. The changes also need permissions in Work Orders.	Bulk create, Bulk update
Ignore Event Sequence	Use Ignore Event Sequence in bulk create and bulk update. Needs Upload.	Bulk create, Bulk update
Overwrite Existing Data	Use Overwrite Existing Data in bulk update. Needs Upload.	Bulk update
Overwrite With Blanks	Use Overwrite With Blanks in bulk update. Needs Upload.	Bulk update

Container Master List

This section has Read and Update only.

Action	Allows	Help pages
Read	Open the container master, see the containers and their moves, and export them. Also export a truck’s container moves on yard trucks.	Container master, Yard trucks
Update	Change a container’s type code and default grade, and block or unblock it.	Container master

Delay Tracking

This section has no Create.

Action	Allows	Help pages
Read	Open delay tracking.	Delay tracking
Update	Change containers.	Delay tracking
Delete	Delete containers.	Delay tracking
Export	Export the list.	Delay tracking

Work Orders

Every work order page also needs access to the work order’s workflow. Workflow access on Role management can hide events and data fields from a role or make them view only.

Action	Allows	Help pages
Read	Open the jobs list, jobs and work orders, and the work orders tab of bulk actions. Also the work orders of entities, assets, locations and items, work orders in Quick Search, job notifications, and the asset map view.	Asset, Asset map view, Bulk actions, Entity, Events & data, Item, Job, Job (mobile app), Jobs, Jobs (mobile app), Location, Notifications, Quick search, Work order, Work order (mobile app)
Create	Create jobs and work orders, also with bulk create and with Create Job on a quotation.	Bulk create, Create a job, Jobs, Quotation
Update	Change a work order with Modify Header, the location list and Actions, change entities and the load type of a job’s work orders, and change header fields with bulk create and bulk update.	Bulk create, Bulk update, Edit work order, Job, Work order
Delete	Delete work orders.	Work order
Export	Export the jobs list, a job’s work orders, a work order’s items, and the work orders of entities and assets. On the documents page, Download Zip… and Export.	Asset, Documents, Entity, Job, Jobs, Work order
Duplicate	Duplicate work orders. Needs Update.	Work order
Close/Cancel	Close and cancel work orders, also from a job and with bulk actions. Needs Update.	Bulk actions, Job, Work order
Re-open	Re-open work orders, also from a job and with bulk actions. Needs Update.	Bulk actions, Job, Work order
Reset	Reset work orders, also with bulk actions. On a job, also needed to change services. Needs Update.	Bulk actions, Job, Work order
View Audit Log	See the Audit Log tab of jobs and work orders.	Job, Job (mobile app), Work order, Work order (mobile app)
Change job reference	Change the job reference of a work order’s job, or move work orders to another job. The label ends with your installation’s name for the job reference, for example Change Transport Document. Needs Update.	Work order
Change Services	Change a work order’s services. Needs Update.	Work order
Change Workflow	Move a work order to another workflow. Needs Update.	Work order
View Assets	See a work order’s assets, and the asset map view.	Asset map view, Work order, Work order (mobile app)
Assign Asset	Assign assets to work orders. Needs View Assets.	Work order
Remove Asset	Remove assets from work orders. Needs Assign Asset.	Work order
View Events & Data	See the events and data of work orders, the events and data page, and the event calendar’s events. A role also needs it before it can be given workflow access.	Event calendar, Events & data, Work order, Work order (mobile app)
Update Events & Data	Change events and data on work orders and the events and data page, enter job data when creating a job, use Track now on a job, and change events and data with bulk create and bulk update.	Bulk create, Bulk update, Cargo ops (mobile app), Create a job, Events & data, Gate in (mobile app), Gate out (mobile app), Job, Work order, Work order (mobile app)
Export Events & Data	Export events and data.	Events & data, Work order
Update Remarks	Change a work order’s remarks.	Work order, Work order (mobile app)
Add Item	Add items to work orders.	Work order
AI PDF Extraction	See AI PDF Extraction… when creating a job, if your company has set it up. Needs Create.	Create a job
Delete Item	Change and delete items. Needs Add Item.	Work order
Commit Items	Commit items. Needs Add Item.	Work order
Cancel Items	Cancel items. Needs Add Item.	Work order
View Document List	See the documents of jobs and work orders, and open the documents page.	Documents, Job, Job (mobile app), Work order, Work order (mobile app)
Upload Document	Add documents to work orders and jobs. Needs View Document List.	Job (mobile app), Work order, Work order (mobile app)
Allow External Access to Document	Choose Allow Access in External Access when adding documents, so that external users can see them. Needs View Document List.	Job (mobile app), Work order, Work order (mobile app)
Allow Shared Document	Choose the job reference in Select Document Scope when adding documents, to add them for the whole job. Needs View Document List.	Job (mobile app), Work order, Work order (mobile app)
Allow Rename Document Title	Change a document’s details with Modify. Needs View Document List.	Work order
Preview/Download Internal Document	Download and preview documents that external users cannot see, on work orders, jobs, the documents page and form history. Needs View Document List.	Documents, Form history, Job (mobile app), Work order, Work order (mobile app)
Preview/Download External Document	Download and preview documents that external users can see, in the same places. Needs View Document List.	Documents, Form history, Job (mobile app), Work order, Work order (mobile app)
Cancel Document	Cancel documents. Needs Upload Document.	Job (mobile app), Work order, Work order (mobile app)
Reinstate Document	Reinstate cancelled documents. Needs Upload Document.	Job (mobile app), Work order, Work order (mobile app)
Delete Document	Delete documents. Needs Upload Document.	Job (mobile app), Work order, Work order (mobile app)
View Document Checklist	See the document checklist.	Job (mobile app), Work order, Work order (mobile app)
Update Document Checklist	Update the document checklist. Needs View Document Checklist.	Work order
Email Documents	Email the documents of jobs and work orders, from the work order and the documents page, and attach them to invoice emails.	Documents, Invoice, Work order
View KPIs	See a work order’s KPIs and KPI alerts.	Work order, Work order (mobile app)
KPI Snooze	Snooze KPI alerts.	Work order, Work order (mobile app)
Generate Form	Generate documents from forms on work orders and jobs.	Form definitions, Work order
Add Comments	Post comments on jobs and work orders, and add or remove their recipients.	Job, Job (mobile app), Work order, Work order (mobile app)
Update Comments	Change a comment’s status.	Job (mobile app), Work order, Work order (mobile app)
View Comments	See the comments of jobs and work orders, and a finance job’s Comments tab.	Finance job, Job, Job (mobile app), Work order, Work order (mobile app)
Delete Comment	Delete your own comments within 30 minutes of posting, on jobs and work orders and on the other pages with comments, such as invoices, bills, quotations, entities and requests. Needs Add Comments.	Bill, Entity, Invoice, Job (mobile app), Quotation, Request, Work order, Work order (mobile app)
View Measurement	See a work order’s measurements.	Work order
Add Measurement	Add measurements.	Work order
Delete Measurement	Delete measurements.	Work order
View Event Calendar	Open the event calendar. Its events also need View Events & Data.	Event calendar
PDF Create	Create a PDF of the work order.	Work order
Change Yard Position	See Yard Position on a work order with a container number, where the workflow shows the yard position, and open it.	-
View Photos	See a work order’s photos.	Work order, Work order (mobile app)
Add Photos	Add photos.	Work order, Work order (mobile app)
Delete Photos	Delete photos, together with Add Photos.	Work order, Work order (mobile app)

Yard Moves

Moves in yards of companies you have no access to open read-only, unless you are a system administrator.

Action	Allows	Help pages
Read	Open yard moves, moves, yard planning, the yard inventory, yard stock, yard trucks and the device app. Also a work order’s Yard Moves tab.	Cargo ops (mobile app), Device app, Equipment move (mobile app), Gate in (mobile app), Gate out (mobile app), Rail in / out (mobile app), Work order, Work order (mobile app), Yard inventory, Yard move, Yard moves, Yard operations (mobile app), Yard planning, Yard stock, Yard trucks
Create	See Import/Update on the yard inventory, delete planned moves, and generate yard documents in the device app, by hand or automatically.	Cargo ops (mobile app), Device app, Equipment move (mobile app), Gate in (mobile app), Gate out (mobile app), Rail in / out (mobile app), Yard inventory, Yard move, Yard operations (mobile app)
Update	Modify moves, link and unlink work orders, change their photos, files and data fields, and use Bulk Update. Also change zones and positions with Import on yard planning, record trucks leaving on yard trucks, and delete planned moves.	Cargo ops (mobile app), Equipment move (mobile app), Gate in (mobile app), Gate out (mobile app), Rail in / out (mobile app), Yard inventory, Yard move, Yard moves, Yard operations (mobile app), Yard planning, Yard trucks
Delete	Delete executed and planned moves.	Cargo ops (mobile app), Gate out (mobile app), Rail in / out (mobile app), Yard move
Export	Export yard moves, a move’s history, yard planning and the yard inventory.	Yard inventory, Yard move, Yard moves, Yard planning
Gate Operations	See the Gate Moves tab of yard moves and yard planning, and the move types of the Gate tab in the device app.	Device app, Yard moves, Yard operations (mobile app), Yard planning
Equipment Moves	See the Equipment Moves tab of yard moves and yard planning, and the move types of the Equipment tab in the device app.	Device app, Equipment move (mobile app), Yard moves, Yard operations (mobile app), Yard planning
Cargo Operations	See the Cargo Ops tab of yard moves and yard planning, and the move types of the Cargo tab in the device app. With Gate Operations and Equipment Moves too, also – All Moves – on yard moves.	Device app, Yard moves, Yard operations (mobile app), Yard planning
Plan Moves	Save moves as planned in the device app, together with Create or Update, and delete planned moves.	Cargo ops (mobile app), Device app, Equipment move (mobile app), Gate in (mobile app), Gate out (mobile app), Rail in / out (mobile app), Yard move, Yard operations (mobile app)
Execute Moves	Carry out moves in the device app, together with Create or Update, and delete planned moves.	Cargo ops (mobile app), Device app, Equipment move (mobile app), Gate in (mobile app), Gate out (mobile app), Rail in / out (mobile app), Yard move, Yard operations (mobile app)
Backdate Move	Change Executed of executed moves, one at a time or with Bulk Update. Needs Execute Moves.	Yard move, Yard moves
Cancel Move	Cancel executed moves. Needs Execute Moves.	Yard move

Reports group

Advanced Reports

This section has no Update: changing a report is for its owner and system administrators.

Action	Allows	Help pages
Read	Open advanced reports and the reports, preview the subscriptions you were given access to, and request access to the others.	Advanced report, Advanced reports
Create	Create reports, and copy the reports you own.	Advanced report, Advanced reports
Delete	Delete the reports you own.	Advanced report, Advanced reports

Interactive Reports

This section has Generate Report only.

Action	Allows	Help pages
Generate Report	Open interactive reports and run them. The finance reports also need permissions in Job Finance and Invoices.	Data and user reports, Interactive reports

Query Reports

This section has Read only. Creating query reports and changing their query is done by TrakIT Support.

Action	Allows	Help pages
Read	Open query reports and the reports on the list. What else you can do depends on whether you own a report or were given access to it.	Query report, Query reports

Report Queue

This section has Read only. Skipping and re-queuing items is for system administrators.

Action	Allows	Help pages
Read	Open the report queue and the subscription summary, and export them.	Report queue, Subscription summary

WorkFlow Reports

This section has no Update: changing a report is for its owner and system administrators.

Action	Allows	Help pages
Read	Open the workflow reports of the workflows you have access to, preview the subscriptions you have access to, and request access to the others.	Workflow report, Workflow reports
Create	Create reports, and change and duplicate the reports you own.	Workflow report, Workflow reports
Delete	Delete the reports you own.	Workflow report

System group

Asset Management

Action	Allows	Help pages
Read	Open the assets list and assets of the companies you have access to. Also an entity’s Assets tab, assets in Quick Search, and asset notifications.	Asset, Asset management, Entity, Notifications, Quick search
Create	Add assets, on the page or by import, and add or remove tags.	Asset, Asset management
Update	Change assets, link and unlink them, change Per Company, files and Actions, add or remove tags, and update assets by import.	Asset, Asset management
Delete	Delete assets.	Asset
Update Asset Data	Change values on the Asset Data tab, also by import. Needs Update.	Asset, Asset management
Export	Export the assets list and an asset’s Geofence Logs tab.	Asset, Asset management
Import	See Import on the assets list and import files. Needs Create.	Asset management
View Positions	See asset positions: an asset’s Positions tab, View Map, and the asset map view.	Asset, Asset management, Asset map view
Add Positions	Add positions on an asset’s Positions tab.	Asset
Retire	Retire assets, also by import. Needs Update.	Asset, Asset management

BroadCast Messages

This section has Read and Create only. Cloning sent messages is for system administrators.

Action	Allows	Help pages
Read	Open broadcast messages and the messages, and download and preview their attachments.	Broadcast message, Broadcast messages
Create	Create messages; change, save, preview, send and delete drafts and their attachments; and send again to failed recipients with Retry Failed.	Broadcast message, Broadcast messages

Chart of Accounts

You open and create accounts only in the companies you have access to.

Action	Allows	Help pages
Read	Open the chart of accounts and ledger accounts, and see their balances.	Chart of accounts, Ledger account
Create	Initialize the chart of accounts, and add accounts with Add New and Add….	Chart of accounts, Ledger account
Update	Change accounts, see and save the Auto-Posting Default Accounts, and open Opening Balances.	Chart of accounts, Ledger account, Opening balances
Delete	Delete accounts.	Chart of accounts, Ledger account

Charts

This section has Create only. It controls the page where system administrators choose the charts on the portal home page.

Action	Allows	Help pages
Create	Open portal charts and see the charts and their roles. Adding, changing and deleting charts, and assigning roles, is for system administrators.	Portal charts

Country Holidays

Action	Allows	Help pages
Read	Open country holidays, and see the holidays and weekend days.	Country holidays
Create	Add holidays.	Country holidays
Update	Change holidays.	Country holidays
Delete	Delete holidays.	Country holidays

Dashboards

There is no permission to change or delete a dashboard: you change and delete your own, and change those shared with you with can edit. What a widget shows also needs the permissions of its data source.

Action	Allows	Help pages
View Dashboards	Open dashboards you own or that are shared with you, filter and refresh them, and edit those shared with you with can edit.	Dashboards
Create Dashboards and Widgets	Create dashboards, add and duplicate widgets, and copy dashboards with Copy and Save as my copy.	Dashboards
Share with Users	Share your dashboards and widgets with a person.	Dashboards
Publish to Roles, Companies or Everyone	Share your dashboards and widgets with a role, a company or everyone, and make templates. Needs Share with Users.	Dashboards
Export Data	Use Export CSV in a widget’s menu.	Dashboards

Documents

This section has no Update.

Action	Allows	Help pages
Read	Open documents, and download and preview them.	Documents
Create	Add and modify documents, and create, rename and delete folders.	Documents
Delete	Delete the documents you added.	Documents

Email Notifications

This section has Update only. Some notifications also need other permissions of the user they are for.

Action	Allows	Help pages
Update	Open notifications and change your own notifications.	Notifications

Entity Management

Changing or approving an entity, issuing its links and sending its payment reminders also need access to its responsible company, unless you are a system administrator.

Action	Allows	Help pages
Read	Open the entities list, entities and top entities. Also entity contacts, entity information on assets, entities in Quick Search, and entity notifications.	Asset, Contacts, Entity, Entity management, Notifications, Quick search, Top entities
Create	Create entities, also when creating a job and converting a lead.	Create a job, Entity management, Lead
Update	Change entities, their contacts, extra types and company settings, see the API Key, post comments and change their status, and update entities by import.	Contacts, Entity
Delete	Delete entities whose responsible company is your own.	Entity
Approve	Approve entities of the types that need approval.	Entity
Export	Export the entities list, and download the top entities ranking.	Entity management, Top entities
Import	Import entities with Import. Needs Create.	Entity management
Upload Document	Add documents to entities.	Entity
Preview/Download Document	Download and preview an entity’s documents.	Entity
Delete Document	Modify and delete an entity’s documents. Needs Update.	Entity
Update Entity Data	Change an entity’s data fields.	Entity
Link/Unlink User	Link users to entities and remove them, on the entity or the user. Needs Update.	Entity, User
Add Credit History	Add credit status entries.	Entity
Add/Update Tax Status	Change Tax Exempt on an entity’s Per Company tab.	Entity
Manage Share Links	Open shared links, and issue and revoke the links TrakIT gives to people without a sign-in.	Shared links

Geo Data & Locations

System administrators can assign and unassign users anywhere in the tree.

Action	Allows	Help pages
Read	Open geo data, the location list, locations and the geofence log, and the Create New Location and Modify Location popups wherever they open. Also an entity’s Locations tab.	Create a job, Entity, Geo data, Geofence log, Location, Location list, Work order
Create	Add places and locations, and save a new location in Create New Location.	Create a job, Entity, Geo data, Location list, Work order
Update	Modify and move places, modify locations and their geofence triggers, and correct a location from a work order’s location list.	Geo data, Location, Work order
Delete	Delete places.	Geo data
Export	Export the geo data tree and the location list.	Geo data, Location list
Assign User	Assign users to places within the places you are assigned to, also from the user’s record.	Geo data, User
UnAssign User	Unassign users from places within the places you are assigned to.	Geo data, User
Create Location	See Create New… on the location list, Create Location on work orders, and the plus icon that adds a location when creating a job. Saving the location also needs Create.	Create a job, Location list, Work order
Update Location Data	Change values on a location’s Data tab.	Location

Geo Distance

Action	Allows	Help pages
Read	Open distances, see them and export them.	Distances
Create	Add and change distances, and import them.	Distances
Update	Nothing: no page checks it. Create adds and changes distances.	-
Delete	Nothing: no page checks it. Deleting distances is for system administrators.	-

News

This section has no Update. External users cannot open the news.

Action	Allows	Help pages
Read	Open the news and read the articles.	News
Create	Post articles for the companies you have access to.	News
Delete	Delete the articles you posted.	News

Request Management

This section has Create and Submit only.

Action	Allows	Help pages
Create	Create requests with Create, and change your drafts. Every internal user can open request management and the requests.	Request, Request management
Submit	Nothing: the owner of a draft can submit it without it.	-

Warehousing group

Item Master

Action	Allows	Help pages
Read	Open the item master and items.	Item, Item master
Create	Add items, on the page or by import.	Item, Item master
Update	Change items, on the page or by import.	Item, Item master
Delete	Delete items.	Item
Export	See Export and Stock Report… on the item master.	Item master
Import	See Import on the item master. Needs Create.	Item master
Update Item Data	Change an item’s data fields. Needs Update.	Item

Warehouse Transactions

This section has no Update or Delete.

Action	Allows	Help pages
Read	Open warehouse transactions, and see an item’s In Stock and Transaction History tabs.	Item, Warehouse transactions
Create	Nothing: no page checks it.	-
Cancel	Nothing: no page checks it.	-
Export	Export warehouse transactions, and an item’s Work Orders and Transaction History tabs.	Item, Warehouse transactions
Move Stock	Move an item’s stock with Move Stock.	Item
Adjust Stock	Adjust an item’s stock with Adjust Stock.	Item

Portal roles

External users sign in to the external portal, and hold External roles. On Role management, choose External at the top of the page to see and change these roles.

• An External role has only the sections of the Portal group, below. An internal role has none of them, and the permissions of each side never apply to users of the other side.
• An External user holds one role at most: their Portal Role, set on their record (see Roles or Portal Role) or on User Role Assignment.
• An External user sees only the records of the entities they are linked to. Jobs need a link as a customer, and transporter work orders a link as a transporter. See Linked Entities.
• Menu access and workflow access are for internal roles only.

Dashboard

The charts each role sees are chosen on Portal charts.

Action	Allows
View Dashboard	See the charts on the portal home page that are assigned to the role. Portal charts calls this permission Charts (Read).
Configure Own Dashboard (Future)	Nothing yet: the portal does not offer it.

Documents

Documents need this section as well as the section of the job, work order or bill they belong to.

Action	Allows
Preview/Download	See, download and preview the documents of the jobs, work orders and bills the user can open.
Upload	Upload documents to them; to a bill only while it is a draft or has been rejected.
Delete Own Document	Delete the files the user added to a bill, while it is a draft or has been rejected. Needs Upload.
Rename Own Document	Rename the files the user added to a bill, while it is a draft or has been rejected. Needs Upload.

Invoices

Action	Allows
Read	See Invoices in the portal menu and the Outstanding Invoices box on the home page, and open the invoices of the entities the user is linked to.
Export	Nothing yet: the portal does not use it.
Download Invoice PDF	Download an invoice’s PDF.
View Payments & Adjustments	See an invoice’s payments received and its adjustments. Without it, the invoice still shows what was paid and what is outstanding.
View Entity Statement	Nothing yet: the portal pages do not show statements.

Jobs & Work Orders

Action	Allows
Read	See Jobs in the portal menu and the Jobs box on the home page, if the user is linked to an entity as a customer, and open those jobs and their work orders.
Export	Nothing yet: the portal does not use it.
View Events	See a work order’s events.
View Data Fields	See a work order’s data fields.
View Tracking Map	See a tracked work order on a map.
View Comments	See a job’s comments.
Add Comment	Post comments on a job. Needs View Comments.
Delete Own Comment	Delete their own comments within 30 minutes of posting, unless the comment was emailed. Needs Add Comment.

Profile

Action	Allows
View Own Profile	Nothing on its own, but Update Own Profile and Customise Own Columns need it.
Update Own Profile	Keep the light or dark theme chosen in the profile menu for the next visit. Without it, the choice lasts for the visit only. Needs View Own Profile.
Customise Own Columns	Choose the columns of the jobs list and of a job’s work orders with Columns. Needs View Own Profile.

Reports

Action	Allows
List Subscribed Reports	See Reports in the portal menu and the reports the user subscribes to.
Generate/Download	Generate and download those reports.

Transporter Work Orders

The work orders a transporter hauls, with no job above them.

Action	Allows
Read	See Work Orders in the portal menu and the Open Work Orders box on the home page, if the user is linked to an entity as a transporter, and open the work orders they haul.
View Events	See a work order’s events.
View Data Fields	See a work order’s data fields.
View Tracking Map	See a tracked work order on a map.

Vendor Bills

Action	Allows
Read	See Bills in the portal menu and the Bills box on the home page, and open the bills of the entities the user is linked to, with their items and payments.
Create	Create bills.
Update	Change draft bills. Needs Create.
Delete	Delete draft bills. Needs Create.
Submit Bill	Submit draft bills. Needs Create.
Export	Nothing yet: the portal does not use it.
View Comments	See a bill’s comments.
Add Comment	Post comments on a bill. Needs View Comments.