Advanced report

The Advanced Report page shows one advanced report: its settings, and tabs for its fields, filters, subscriptions and history. The report’s owner sets it up here; other users can see how it is set up, and generate the subscriptions they were given access to.

To open a report, select it on the Advanced reports page. Back to List takes you back there.

How an advanced report works

Rows. A By Work Order report has one row per work order; a By Job report has one row per job, combining its work orders (see By Job reports).
Fields are the columns: header details, events, data, KPIs and more. A report needs at least one.
Filters choose the work orders. Filters on the Filters tab apply to every subscription; each subscription can add its own. A report with no active filter at all is not generated (No filters found).
Subscriptions say how the report is generated and delivered: the file format, who receives it or where it is posted, and on which days and at which hours.

Unless a filter on the work order’s creation date (WO Created Date) is set, a report only includes the work orders whose latest event, or creation if they have no event yet, is within the last 12 months.

The top of the page

The box at the top shows the report’s name and description. It is pink when the report is inactive.

Field	Shows
Report Type	By Work Order or By Job.
Report Owner	The user who owns the report.
History Mode	No History, Sent Only or Sent or Previewed: which generated files are kept on the History tab.
Auto disable	Yes if the report’s unused subscriptions are switched off automatically: see Modify the report.

Below them are when the report was created, and when and by whom it was last updated.

Tags label the report, and the Advanced reports list can be filtered by them. The owner and system administrators can add one: type a tag of at least 3 letters or numbers, without spaces, in Add a Tag and press Enter. To remove one, select the cross next to it.
The speech-bubble icon (Change Log) opens the report’s change log: notes about changes to the report, which system administrators can add.

The owner and system administrators also see these icons at the bottom right of the box:

Icon	What it does
Pencil (Modify Report)	Changes the report’s settings.
Plus (Duplicate Report)	Copies the report. Needs the Create permission.
Bin (Delete Report)	Deletes the report.

Modify the report

Select the pencil (Modify Report).

In Modify Report, change what you need:

Field	What to enter
Report Name	Up to 100 characters. Required.
Report Description	Optional.
Report Owner	The user who owns the report. You can choose a user of your company; a system administrator can choose any user.
File History	No History, Sent Only or Sent or Previewed. See History tab.
Active	Clear it to stop the report: an inactive report is not sent, and other users no longer see it.
Auto Disable	Switch off the report’s subscriptions that have not generated a report for 6 months.

Select Save.

TrakIT says Report updated successfully. The report type can’t be changed.

With Auto Disable on, TrakIT checks every Sunday and makes inactive each subscription whose last report was generated more than 6 months ago, whether it was sent, previewed or fetched through the API. A subscription that has never generated a report is left as it is.

Copy the report

Select the plus icon (Duplicate Report).
Confirm. TrakIT warns that all fields and subscriptions, without their recipients, are copied too.

TrakIT opens the copy, named after the report with - Copy at the end. You are its owner. The copy has the same report type, history mode, fields, report filters and subscriptions with their filters. Its subscriptions have no recipients, no users with access and no send days, so nothing is sent until you set them up again.

Check each copied subscription before you schedule it: not all of its settings are copied. Tags are not copied either.

Delete the report

Select the bin (Delete Report).
Confirm.

The report’s fields, filters and subscriptions are deleted with it, and this can’t be undone. You need the Delete permission.

A report with files on its History tab can’t be deleted (Cannot delete report with history). To stop it, make it inactive instead.

Fields tab

The Fields tab lists the report’s fields: its columns, in the order they appear in the report. The number next to the tab name is how many there are.

Column	Shows
Field Name	The column heading in the report.
Source	Where the value comes from: see Sources.
Field Code	For a header field, its database column, such as `CONTNUM` for the container number; otherwise the event, data, account or asset code. A field TrakIT Support wrote as a database expression shows [ Custom Field ].
Option	Which part of the value is shown, for example Date Only or Remarks Only.
Align	Left, Right or Center, if set.
Width	The column width, if set.
Sort	The sort priority, for example 1st Asc.
Separator	Group or Sheet, if the field splits the report.
Aggregate	How a data field is totalled or combined, if set.
ID	The field’s ID, starting with F.

The owner and system administrators can change the order of the columns by dragging a field by its arrows (Re-Order). To change or delete a field, they point to the menu icon at the end of its row and select Modify or Delete. A report always keeps at least one field (At least one field is required in the report.).

Add a field

The report’s owner and system administrators can add fields.

Select Add Field.
In Add New Field, choose the Source. The rest of the popup depends on it: see Sources.
Choose or enter the field: for example the header field, or the event or data code.
Choose the option, if the source has one, for example Event Date Only.
Check the Field Name: the column heading, up to 50 characters. When you choose the field from a list, it is filled in with the field’s name.
Set the formatting you need: see Formatting and sorting.
Select Add.

To change a field, open its menu and select Modify. In Edit Field, change what you need, then select Save. The source can’t be changed. To delete it, select Delete in its menu, then Delete in Confirm Delete Field.

The same field can be added twice only with a different option (Field already exists!).

Sources

Source	The field shows	You choose
Header	A detail of the work order or job: for example the job reference, customer, container number, workflow, last event, status, or the work order ID.	The Field from the list.
Events	An event of the work order or job.	The Event Code, and an option.
Data	A data field of the work order or job.	The Data Code, an option, and in some cases an Aggregation.
Assets	An asset on the work order. By Work Order reports only.	The Asset Type, then in Asset Selection: Single Asset (and in Asset Data: Asset Name, Asset Serial, Asset Owner, Asset Value, Asset Responsible, Latest Location, or Asset Data with its Asset Code and an option), Asset List, or Asset Count.
Delay Tracking	A delay tracking figure for the work order. Use it only in By Work Order reports: in By Job reports its column stays empty.	The Tracking Type, and in Select Data: Free Days, Actual Days or Total Cost.
KPIs	A KPI of the work order or job.	The KPI in Field Name, and in KPI Option: Actual in Hours, Actual in Days, Target in Hours or Target in Days.
Accounts	The total of the job’s actual accounts with that account code, from its job finance. By Job reports only, and you need Read in the Job Finance section.	The Account Code, and Base Amount or Alternate Amount.
Special Data	A link, or the location of the work order’s asset.	In Select Option: Work Order Link, Asset Location Lat/Lng or Asset Location Map Link in a By Work Order report; Job Link or Finance Link in a By Job report. Links open TrakIT and need a sign-in.
SQL Column	A value TrakIT Support writes as a database expression. Only TrakIT Support can add or change one.	-

The options of an event field are:

in a By Work Order report: Event Date Only, Event Time & Date, Event Updated Time & Date (when it was last entered), Event Updated By or Remarks Only;
in a By Job report: Latest Date, Earliest Date, Latest Time & Date, Earliest Time & Date, Event Updated By, Event Completed Count, Earliest Remark or Latest Remark. See By Job reports.

The options of a data field are Data Value, Remarks Only, Data Updated Time & Date and Data Updated By.

A By Job report offers fewer header fields, since some, such as the container number, belong to one work order. Instead it offers totals over the job’s work orders, such as Total WO, TEU, FEU, Total Weight, Total Volume, Average Weight, Average Volume, No. of 20’ and No. of 40’, and Work Order Ref., the job’s lowest work order ID.

By Job reports

A By Job report has one row for each job with at least one work order that matches the filters. Its fields combine the job’s work orders:

Header totals, such as Total WO or TEU, count the job’s work orders that match the filters.
Events look at all the job’s work orders that are not cancelled, whether they match the filters or not. The option chooses what is shown, for example the latest date, or Event Completed Count: how many of the work orders have the event filled in with a value other than TBA.
Data fields look at the job’s work orders that match the filters and are not cancelled. With no Aggregation, the column shows the value when all those work orders have the same one, and {Various} when they differ. An Aggregation combines them instead:

Aggregation	The column shows
Sum, Average	The total or average of the numbers. Only for a number, currency or compute data code with the Data Value option. A job-level data code, which has the same value on every work order, counts once.
Minimum, Maximum	The smallest or largest value: numbers as numbers, dates as dates, other text alphabetically.
Per First WO, Per Last WO	The value of the job’s lowest or highest work order ID.
Earliest Updated, Latest Updated	The value of the work order where it was updated first, or last.
Count Distinct	How many different values there are, leaving empty ones out.
Count Empty	How many of the work orders have it empty.

In a By Work Order report, a data field can only have Sum, Minimum or Maximum: they add a Totals row at the bottom of the report. In a By Job report, these three also add the Totals row. The Totals row appears in CSV, HTML and Excel reports; in HTML and Excel, only when the report has no separator.

Message	What to do
Work Order reports can only use Sum, Minimum or Maximum	Choose one of these, or none.
Sum needs the Data Value option (or Average …)	Set the option to Data Value.
Sum needs a Number, Currency or Compute data code (or Average …)	Use another aggregation, such as Count Distinct, for a text or date code.

Formatting and sorting

Field	What it does
Color Expression	Colours the value with a short expression that uses $VALUE$ and returns a colour name or a hex code. Start the colour with `bg-` to colour the background instead. For example: `$VALUE$<50?'red':'green';` or `$VALUE$=='Fail'?'bg-red':'bg-#ccffcc';`. Used in Excel reports, and in HTML reports for event and data fields. The expression must finish at once: one that loops or runs long is refused when you save the field (Color Expression is invalid: …), and gives no colour in the report.
Column Width	The width in Excel units, from 0 to 999. In HTML reports, the column is 8 pixels wide per unit.
Column Format	How numbers and dates are shown, for example `#,##0.00` or `dd-MMM-yyyy`.
Alignment	None, Left, Right or Center.
Separator	Splits the report by this field’s value: Group adds a grey heading row before each value, and Sheet starts a new Excel worksheet, or a new table in HTML, for each value. The separator field itself is not shown as a column. Offered for header, data and asset fields.
Sort Priority	First, Second or Third, then Ascending or Descending in Sort Order.
Wrap Data	Lets long values wrap in Excel reports. Not offered for events and KPIs.

A report has at most one field of each sort priority, one Group separator and one Sheet separator: giving one to a field takes it from the field that had it.
Rows are sorted by the Sheet separator first, then the Group separator, then the sort priorities.
A separator can’t also have a sort priority (Cannot set Sort Priority if column is a separator.).
An Excel report can have up to 100 worksheets (More than 100 worksheets! Please check your Sheet Separator column.).

Message	What to do
Select Select Option: or Select KPI Option:	Choose an option for the event, data or KPI field.
Code ‘…’ does not exist. or Code is invalid	Check the event or data code. Codes have no spaces, commas or quotes.
Account Code does not exist	Check the account code.
Column Name must be specified	Enter the Field Name.
Column Width must be between 0 to 999	Enter a smaller width.
Color Expression is invalid: …	Correct the expression.
You do not have the permission to add accounts	Your role needs Read in the Job Finance section.

Filters tab

The Filters tab holds the report filters: they apply to every subscription of the report. A subscription can add its own filters on top: see Subscription filters. The number next to the tab name is how many report filters there are.

The list shows each filter’s Type, its Description, and when and by whom it was Updated. An inactive filter is shown in red, and is ignored.

The report’s owner and system administrators can add and change filters; other users only see them.

Add a filter

Select Add Filter.
In Add Filter, choose the filter in Select Filter.
Set it, as described below.
Select Add.

Each type of filter can be added once to the same report or subscription (This filter already exists.), except Event/Data Values.

Filter	Keeps the work orders
Workflow	Of the selected workflows. Company narrows the list to one company’s workflows.
Entity filters: customer, carrier, transporter, return transporter, agents, shipper, receiver	Whose entity of that type is one of those selected. Country narrows the list. [Not Assigned] stands for work orders with no entity of that type.
Job Type, Service, Cargo Type, Load Type	With one of the selected values.
Customer Group	Whose customer is in one of the selected groups.
Status	With one of the selected statuses: Active, Abandoned, Cancelled or Closed.
Created By, Responsible	Created by, or the responsibility of, the selected users.
Last Event	Whose latest event is one of those selected.
Country of Origin, Final Destination	From or to the selected countries.
First Location, Location	Whose first location, or any of whose locations, is one of those selected.
WO Created Date	Created within the period chosen in Select Date Filter, for example Created Last 3 Months or Created Between two dates. Adding it removes the 12-month limit described in How an advanced report works.
Event/Data Values	With an event or data value that meets a condition: see below.

For a filter with a list, select the items, then All selected to keep those, or All except selected to keep all the others (except for Workflow). When the list has more than 5 items, you can’t select all of them (Cannot add filter with all selected): leave the filter out instead.

Event/Data Values

In Specify Event/Data Codes, enter one or more event or data codes, separated by commas. If you enter several, a work order matches when any one of them meets the condition.
In Value is, choose the condition, for example not empty/TBA, a date this month, a date within last a number of days, an exact match, from list (a list of values separated by commas), or a number in range. Enter the date, text or number the condition needs; the tip next to it explains the condition.
Select Negate Condition to keep the work orders that don’t meet it.
Select Include Closed WO to also look at the values of closed and cancelled work orders. This can make the report much slower. Without it, only active and abandoned work orders can match, and the description ends with [Active WO Only].

Change, deactivate or delete a filter

A filter can’t be changed once it is added: to change it, delete it and add it again.

Select the filter’s row.
In Filter Detail, clear Active to make the filter inactive, or select it to make it active again, then select Update. Or select the cross at the bottom left (Delete Filter) to delete it.

Custom filters

A [Custom Filter] is a condition TrakIT Support writes directly for the database. Its description is grey. Only TrakIT Support can add, change or delete one.

Subscriptions tab

A subscription is one way of generating and delivering the report: its file format, its recipients or destination, its schedule and its own filters. A report can have many, for example one per customer or per team.

To find a subscription, type part of its title in Search Title and select the funnel (Filter). The cross (Clear Filter) shows all of them again.

Column	Shows
Title	The subscription’s title, with its description under it.
Delivery Mode	Email, FTP or API.
Type	The file format: Form PDF, CSV, HTML, XLSX, TXT or JSON.
Template	The form template of a PDF report, or the Excel template.
Zip	Yes if the file is sent zipped.
User Access	How many users can generate it themselves. See User access.
Recipient(s)	For email, how many recipients it has; for FTP, the FTP server.
Days	The days it is sent on: weekdays such as `MTWTF__` (Monday to Friday), or dates of the month such as `1,15`. Only underscores if it has no send days.
Time	The hours it is sent at, in UTC, for example 6,14 Z.
Entity Type	For a subscription sent separately to several entities, their type and how many there are.
Last Queued, Last Sent	When it was last put in the report queue, and when it was last sent.
Highlights	Which changes are highlighted: Last Email, or Last 24 hrs for example.
Last Gen	How long the last report took to generate. Red above 3 minutes.
Updated By	Who last changed the subscription, and when.

An inactive subscription is shown in red. If you are not the owner, a subscription shown in grey is one you can’t generate.

What you can do with a subscription

Point to the menu icon at the end of a subscription’s row. The owner and system administrators see:

Item	What it does
Filters	Opens the subscription’s filters.
Recipients	Opens its recipients.
User Access	Opens the list of users who can generate it.
Copy Subscription	Copies it.
Send Now	Sends it now. Grey when the report is inactive.
Preview	Generates it now and downloads the file.
Modify	Changes it.
Delete	Deletes it.

Other users see Preview on the subscriptions they can generate, and Request Access on the others.

Create a subscription

The report’s owner and system administrators can add subscriptions, once the report has at least one field.

Select Add Subscription.
In Create New Subscription, fill in the settings described below.
Select Save.

Then add its recipients if it is sent by email, and its own filters if it needs them.

Title and delivery

Field	What to enter
Subscription Title	Up to 100 characters. Required. An emailed report’s subject is the report name followed by this title in parentheses. To put the date in it, write a date format between two `\|` characters, for example `Status \|dd MMM yyyy\|`: TrakIT replaces it with the date in UTC each time it generates the report.
Subscription Description	Optional, up to 2,000 characters.
Delivery Mode	Email, FTP or Web API.
Content Type	For email: Simple Message, then type the Custom Message in Email (up to 500 characters); or Message Template, then choose the Email Template. The message appears in the email above the report.
FTP Server	For FTP: the server the file is saved to, from those set up for your installation.
API Post URL	For Web API: the web address TrakIT posts the file to, a full `http://` or `https://` address on the internet. Addresses on the local or private network are refused, and so is an address that redirects elsewhere: give the final address. When you save, TrakIT posts a small test file (`TrakITAPITest.txt`) to the address, and the subscription is saved only if the address accepts it.

Report file

Field	What to enter
Report Type	Form Template PDF, Comma Separated Values (CSV), HTML File (HTM), Excel Spreadsheet (XLSX), Plain Text (TXT) or JSON.
Select Form Template	For PDF and plain text: the report form template that lays out the data. Required.
Select Excel Template	For Excel: optionally, an Excel layout set up for your installation, which the data is written into.
Report Title As	Which title an Excel template shows: the Subscription Title, the Report Title, or both (Report & Subscription Title).
Report Options	For Excel: Apply Header Filter turns on filtering in the heading row, and Transpose Data swaps rows and columns. For HTML, the first box reads HTML in Email: the report is put in the body of the email instead of being attached.
Highlight Events/Data	For Excel and HTML: highlights in pink the event and data values entered Since last Report email (max 7 days), or in the last 6 to 48 hours.

Schedule

Field	What to enter
Report Frequency	Weekly, then tick the Send on Days; or Monthly, then enter the Send on Dates, from 1 to 30, separated by commas and in increasing order, for example `1,10,20`. With no days or dates, the subscription is never sent on its own: you can still preview it or send it now.
At Hour(s)	The hours to send it at, in UTC, from 0 to 23, separated by commas and in increasing order, for example `6,12,18`. Required when days or dates are set. The report is queued at that hour, and may be generated a little later if other reports are waiting.
Report Time Zone	The time zone event and data times are shown in. It starts on yours. A custom filter or SQL Column that TrakIT Support wrote can also use it, as the offset from UTC in minutes.

Options

Field	What it does
Zip Report (.zip format)	Sends the file zipped. Selected for a new subscription. Not allowed with HTML in Email. A file you preview is not zipped.
Show <Void> for non-existent fields	Shows <Void> in an event or data column when the work order or job has no such event or data field.
Disable hyperlinks	Leaves out the links, for example on work order IDs, in Excel and HTML reports. Selected for a new subscription.
Enable API Access	Lets another system fetch the report file through the TrakIT API, with an API key (see `AdvReport`). Copy ID copies the subscription’s ID that the call needs: copy it from Modify, once the subscription is saved. Not allowed with an entity type.
Excel Auto Fit	Fits the Excel columns to their contents.
Generate Empty Report	Generates and sends the report, with its headings only, when no work order matches. Otherwise nothing is generated or sent.
Active	Shown when you modify a subscription. Clear it to stop sending this subscription on its schedule.

When you create a subscription, the Restrict Access box under the options has no effect: who can generate a subscription is set under User access.

Entity type subscriptions

A subscription can be generated separately for several entities, for example one report per customer, each with only that customer’s work orders.

In Entity Type Subscription, choose the type of entity, for example Customer.
In Entity Emails, for email delivery, tick which of each entity’s email addresses receive its report: General, Finance and Management. When those are empty for an entity, its General addresses are used.
In Entity List, tick the entities, up to 100. Search Entity narrows the list, and the check icon selects all or none.

Each entity’s report is filtered on that entity, and sent to the subscription’s recipients and to the entity’s own addresses. Its file name ends with the entity’s code. Inactive entities are skipped.

Message	What to do
Please select Report Type	Choose a report type.
Please select a Form Template	Choose a template for a PDF or text report.
Template must be selected	Choose the email template, or switch to Simple Message.
Please select FTP Server	Choose the FTP server.
API Response: … or API Error: …	The API Post URL did not accept the test file. Check the address with whoever runs it.
The API URL must be a full http:// or https:// address	Enter the whole address, starting with `https://` or `http://`.
The API URL’s server could not be found	Check the server name in the address.
The API URL must be an internet address, not a local or private one	The address is on your local or private network. Use an address on the internet.
Hour(s) must be specified	Enter the hours, since days or dates are set.
Hour(s) specified are invalid. or Hours must be in increasing order.	Enter hours from 0 to 23, smallest first.
Day(s) specified are invalid. or Days must be in increasing order.	Enter dates from 1 to 30, smallest first.
Cannot apply Header Filter With Transpose Data Option	Clear one of the two.
Cannot Zip report if HTML In Email is selected	Clear Zip Report or HTML in Email.
Cannot enable API access when Entity Type is selected	Clear Enable API Access, or the entity type.
Cannot select more than 100 entities	Split the entities over two subscriptions.
Subscription Title is required.	Enter a title.
… contains html tags. or … contains possible html tags or disallowed text.	Remove characters such as `<` from the title, description or message.

Modify or delete a subscription

To change a subscription, select Modify in its menu, change the settings in Modify Subscription, and select Save.

To delete it, select Delete in its menu, then Delete in Delete Subscription. Its filters and user access are deleted with it.

Select Filters in a subscription’s menu to open Advanced Report Filters:

Report Filters lists the report’s own filters, if it has any. They can’t be changed here, only on the Filters tab.
Subscription Filters lists the subscription’s filters. Add, change and delete them as on the Filters tab: see Add a filter.

When the subscription has no WO Created Date filter, the list ends with a grey Default filter: Latest Events within last 12 months.

To use a subscription filter for every subscription, select it, then Transfer to Report Filter in Filter Detail, and confirm. TrakIT moves it to the report filters, and removes the same filter from the report’s other subscriptions.

Select Close when you are done.

Recipients

The recipients receive the report when an email subscription is sent. Select Recipients in a subscription’s menu. The Set Recipients popup has three lines: To:, Cc: and Bcc:.

To add a recipient:

In the box of the line you want, type part of a name, user ID or email address.
Choose a user or a user group from the list, or choose what you typed to add an email address.

The recipient is added at once (Recipient was added successfully). To remove one, select the red x next to it.

An external user is added by their email address. If their portal role allows it, they can also download the report from the portal’s Reports page.
A user group’s email goes to the recipients set up for the group. A group marked (archived) reaches nobody.
Locked users don’t receive the report.
Recipients don’t need access to generate the report; to let them download it themselves, add them under User Access too.

Message	What to do
No matching user found	Check the name, or enter a full email address.
Matching users profile is locked	The user’s account is locked: they can’t receive reports.
… matching users were found for ‘…’. Please be more specific.	Type more of the name, or choose the user from the list.
Recipient already present	They are already a recipient.

Users can see the reports they receive on My reports.

User access

Users given access to a subscription can generate it themselves: with Preview on this page, and from My reports. They don’t receive it when it is sent; for that, add them as recipients.

Select User Access in the subscription’s menu. The Set User Access popup lists the users who have access.
Under Add User, choose the company. It starts on yours; the list shows your own companies (all companies for a system administrator).
Choose the user. They are added at once.

To remove a user, select the red X next to their name.

The owner always has access to all the report’s subscriptions and doesn’t need to be added. If you choose yourself, TrakIT says You already have access to this report.

Preview a subscription

Preview generates the subscription’s report now, with its filters, and downloads the file in a new browser tab. Nothing is sent to its recipients. If the report can’t be generated, the tab shows The report could not be generated! with the reason, for example No filters found or No data found for export. Please check filters.

If the report’s History Mode is Sent or Previewed, the file is also kept on the History tab.

A subscription can’t be generated twice at the same time. If it is already being generated, TrakIT says Report generation is already in progress, with when it started and by whom: try again shortly.

Select Entity to Preview

When the owner or a system administrator previews an entity type subscription, Preview first opens Select Entity to Preview:

Choose the Entity. The report is filtered on that entity.
Select Preview.

If you don’t choose one, TrakIT says Please select an entity to preview report.

Send now

Select Send Now in the subscription’s menu.
Confirm.

TrakIT puts the subscription in the report queue (Report Queued Successfully), which sends it shortly, as it would on its schedule. Send Now is grey when the report is inactive. An entity type subscription can’t be sent this way (A subscription with multiple entities cannot be queued directly): it is sent on its schedule.

Copy a subscription

Select Copy Subscription in its menu. TrakIT adds a copy, titled with the first 23 characters of the title followed by - Copy (Subscription Copied). The copy keeps the filters and the entities, but has no send days or hours, no recipients and no users with access. Check its settings before you schedule it: not all of them are copied.

Request access

On a subscription you can’t generate, point to the menu icon and select Request Access. TrakIT emails the report’s owner a Report Access Request, with a Grant Access button. When the owner selects Grant Access, within 7 days of your request, you are added to the subscription’s user access and receive a Report Access Granted email. The button works only for the report’s owner or a system administrator, signed in to TrakIT: anyone else gets You do not have the permission to give access to this report.

Change several subscriptions at once

The owner and system administrators can change several subscriptions together:

Select the checkbox of each subscription. The icon in the heading selects all or none.
Select Tasks, then Add Recipients, Modify Details or Modify Schedules.
Fill in the popup, and select Add or Save.

TrakIT changes the subscriptions one by one and says how many were updated and how many were not changed. The subscriptions stay selected; one that could not be changed is shown in red: point to it to see why. While some could not be changed, the popup stays open.

Add Recipients

In Add Recipients, enter the recipients to add in To:, Cc: and Bcc:: user IDs, email addresses, or user groups written as [G-CODE] with the group’s code. Separate them with commas. They are added to each selected subscription’s existing recipients.

Message	What to do
Please enter any recipient to add	Enter at least one recipient.
… list contains invalid recipient …	Use a user ID, an email address or a group code.
… list contains locked user …	Remove the locked user.
The recipient … specified more than one time.	Enter each recipient once, in only one of the three boxes.

Modify Subscriptions

Modify Details and Modify Schedules both open Modify Subscriptions. Tick the box of each setting you want to change: the others stay as they are on each subscription.

Modify Details: Delivery Mode (with the custom message, the FTP server or the API post URL), and Report Type (with its report options, template and highlighting; JSON is not offered here). The settings work as in Create a subscription.
Modify Schedules: Report Frequency (with the days or dates), At Hour(s) and Report Time Zone.

If you tick no box, TrakIT says Select a field to modify.

How subscriptions are sent

Twice an hour, TrakIT looks for the subscriptions that are due: the report and the subscription are active, it has send days and at least one filter, today is one of its days or dates, and the current hour (UTC) is one of its hours. A subscription is queued once per hour. Due subscriptions join the report queue, which generates and sends them one after another; an entity type subscription is queued once for each of its entities.

When a subscription is sent:

Email: the email’s subject is the report name, with the subscription title in parentheses. It shows the title, the message, and the name and size of the attached file, or the report itself for HTML in Email. It goes to the recipients, and for an entity type subscription to the entity’s addresses too.
FTP: the file is saved on the FTP server.
Web API: the file is posted to the API post URL.

Nothing is sent when no work order matches (unless Generate Empty Report is selected), or when an email subscription has no recipients. The report queue shows the reason.

Each Sunday, system administrators receive a list of the reports that took over a minute to generate in the past week, so that their filters or fields can be reviewed. Subscriptions that have not generated a report for a number of months set in your installation’s data retention policy are deleted automatically.

History tab

The History tab lists the files kept for the report, newest first, 20 per page. It appears when the report keeps history, or still has files from before. With No History, it says [History is disabled] in red.

Column	Shows
(icons)	Download the file, or preview it in your browser.
Title	For a file that was sent, the report name with the subscription title in parentheses. For a preview, the subscription title.
File Name	The file’s name.
File Size	Its size, in KB.
Recipients	The To: and Cc: addresses it was emailed to, Delivered to FTP, Posted to API with the address, or Download By User Only for a preview.
Initated By	System for a file sent by schedule or Send Now, or the user who previewed it, and when.

Which files are kept depends on the History Mode: Sent Only keeps the files that were sent, and Sent or Previewed also those users generated. A sent file is kept unzipped, even when it was sent zipped. History files are deleted automatically after the number of months set in your installation’s data retention policy.

Who can use this page

Section	Permission	Allows you to
Advanced Reports	Read	Open the page and see how the report is set up; preview the subscriptions you were given access to; request access to the others. You can open an inactive report only if you own it.
Advanced Reports	Create	Copy the reports you own.
Advanced Reports	Delete	Delete the reports you own.
Job Finance	Read	Add Accounts fields.

Changing a report - its settings, tags, fields, filters, subscriptions, recipients and user access - is for its owner and system administrators. A system administrator can open, change, copy and delete every report.