Workflow report

The Workflow Report Detail page shows one workflow report and is where its owner sets it up: the fields that make its columns, the subscriptions that email it on a schedule, who receives each one, and who else may generate it. It also keeps the history of the files generated, if the report is set to.

To open a report, select its row on the Workflow Reports page. ◄ Back to List takes you back.

How a workflow report works

A workflow report lists the work orders of one workflow:

By Work Order reports have one row per work order, By Job reports one row per job.
Its fields are the columns, in the order you set.
Each subscription produces one file from the report and emails it on its own schedule, in its own format, to its own recipients. There are two kinds:

	Customer subscription	User subscription
For	One customer.	Your own users, for example a team.
Work orders	The open work orders of the workflow where the customer is the work order’s customer, shipper or receiver, and, if you choose, those closed recently.	All the open work orders of the workflow.
Name	The customer’s name.	A title you give it.
Email subject	The report name, then the workflow.	The subscription title, then the workflow.
Formats	Excel, CSV or HTML.	Excel, CSV or HTML.

Open work orders are those that are not closed or cancelled. Both kinds can be narrowed further by an event that must be completed, or not yet completed.

The user who created the report is its owner. Only the owner and system administrators can change the report and its subscriptions. Other users can see how it is set up, and preview the subscriptions they have been given access to: see User access.

The top of the page

The report name appears in bold, with:

Field	Shows
Report Type	By Workflow for a report with one row per work order (shown as By Work Order on the list), or By Job.
Report Owner	The user who owns the report.
History Mode	No History, Sent Only or Sent or Previewed: see History.
Auto disable	Yes if subscriptions that stop producing files are turned off: see Automatic clean-up.

Below them, TrakIT shows when the report was created, and when and by whom it was last updated. An inactive report has a shaded box.

The owner and system administrators also see three icons at the right: the pencil (Modify Report), the copy icon (Duplicate Report) and the bin (Delete Report).

Tags at the top right label the report, and can be used to filter the Workflow Reports list. To 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. Only the owner and system administrators can change tags.

Modify the report

Select the pencil (Modify Report).
In Modify Report, change the fields you need.
Select Save.

TrakIT says Report was successfully updated. The workflow and the report type cannot be changed.

Field	What to enter
Report Name	Up to 50 characters. Required. It starts the subject of the emails to customers.
File History	Which generated files TrakIT keeps on the History tab: No History, Sent Only or Sent or Previewed. Workflow reports keep previewed files only, so only Sent or Previewed adds files to the history.
Report Owner	The user who owns the report. The list shows the active users of your company and the system administrators; a system administrator can choose any active user. If you give the report to someone else, you can no longer change it: Changing owner will revoke your access to this report reminds you.
Active	Off: no subscription is sent, Send Now is not available, and only the owner and system administrators see the report.
Auto Disable	On: TrakIT turns off the subscriptions of this report that have not produced a file for six months. See Automatic clean-up. New reports start with it on.

Duplicate or delete the report

To duplicate the report, select the copy icon (Duplicate Report), then confirm. TrakIT creates a new report named after this one with -Copy at the end, for example Daily status-Copy, with the same workflow, type, settings, owner and fields. Subscriptions and recipients are not copied. The page stays on this report: find the copy on the Workflow Reports list.

To delete the report, select the bin (Delete Report), then confirm. Its fields and subscriptions are deleted with it, and this cannot be undone. A report that has files in its history cannot be deleted (Cannot delete report with history).

Fields tab

The Fields tab lists the fields of the report: the columns of the file, in order. The page opens on this tab, and the number of fields appears on the tab.

Column	Shows
(arrows icon)	Re-Order: drag a field up or down to change the order of the columns. Only for the owner and system administrators, when there are two or more fields.
Column Name	The heading of the column in the file.
Source	Where the value comes from: Header, Events, Data or KPIs.
Field Code	The code of the field, event, data field or KPI. For a header field, its database column, such as `CONTNUM` for the container number.
Option	Which part of the value is shown, for example Date Only or Actual Days.

To change or delete a field, point to the menu icon at the end of its row and select Modify or Delete. A report must keep at least one field: deleting the last one is refused with At least one field is required in the report.

Add a field

On the Fields tab, select Add Field.
In Add New Field, choose the Source.
Choose the Field. The list depends on the source and on the report type.
Choose the option, if the source has one: Select Option, or KPI Option for a KPI.
Check the Column Name. TrakIT fills it in with the name of the field you chose; change it if you need to.
Select Wrap Data if the column may wrap long text onto several lines.
Select Add.

The field is added as the last column. To change a field later, select Modify in its menu: the popup is called Edit Field, and you can change all its settings.

Source	Fields	Options
Header	Work order or job details: for example the job reference, container number, customer, shipper, receiver, commodity, last event, status or Serial Number (the row number in the file). Some header fields are listed only if your workflow uses them, and the labels use your company’s names, for example for the job reference. A By Job report also offers totals over the job’s work orders: Total WO, No. of 20’, No. of 40’, TEU, FEU, Total Weight, Total Volume, Average Weight and Average Volume.	None.
Events	The events of the workflow.	By Work Order: Event Date Only, Event Time & Date, Event Updated Time & Date, Event Updated By or Remarks Only. By Job: Latest Date, Earliest Date, Latest Time & Date, Earliest Time & Date, Event Updated By, Event Completed Count, Earliest Remark or Latest Remark, over the job’s work orders.
Data	The data fields of the workflow.	By Work Order: Data Value, Remarks Only, Data Updated Time & Date or Data Updated By. By Job: none; the value is shown.
KPIs	The KPIs of the workflow.	Actual in Hours, Actual in Days, Target in Hours or Target in Days.

For events, data and KPIs, see Events, Data and KPIs on the work order page. In a By Job report, TEU counts a 20’ container as 1 and a 40’ or 45’ container as 2, FEU is half the TEU, and the averages leave out work orders with no weight or volume.

Delay Tracking and, for By Job reports, Accounts also appear in Source, but workflow reports cannot use them: TrakIT does not let you add account fields, and it does not fill in delay tracking columns. Use an advanced report for these.

Field	Notes
Column Name	Up to 50 characters: letters, numbers, spaces and `, - / ' ( ) [ ] $ + : " # . _ ~`. Required.
Wrap Data	For HTML files: long text in the column may wrap onto several lines, instead of each value staying on one line. Not available for events and KPIs.

Customer Subscriptions tab

The Customer Subscriptions tab lists the customers who receive the report, in order of their names. The number of subscriptions appears on the tab. Each customer can have one subscription per report.

Column	Shows
Customer	The customer the subscription is for.
Recipients	How many recipients it has: see Recipients.
User Access	How many users have been given access to generate it: see User access. Empty when none.
Type	The file format: XLSX, CSV or HTML.
Zip	Yes if the file is zipped in the email.
Days	For a weekly schedule, the days of the week, as M, T, W, T, F, S and S, with _ for a day it is not sent, for example M_W_F__; for a monthly schedule, the dates, for example 1,15. A subscription with no schedule shows only underscores.
Time	The hours it is sent at, in UTC, for example 6,12 Z.
Last Queued	When it was last put in the report queue, by its schedule or by Send Now.
Last Sent	When it was last emailed.
Updated By	Who last changed the subscription, its recipients or its user access, and when.

A subscription in red is inactive. For users other than the owner, a subscription in grey is one they do not have access to.

The owner and system administrators can add subscriptions with Add Subscription (see Add or change a subscription), and point to the menu icon at the end of a row for:

Menu item	What it does
Preview	Generates the file now and downloads it. See Preview and send now.
Recipients	Opens Set Recipients. See Recipients.
User Access	Opens Set User Access. See User access.
Send Now	Emails the subscription now. See Preview and send now.
Modify	Changes the subscription. See Add or change a subscription.
Delete	Deletes the subscription and its recipients, after you confirm.

Other users see Preview on the subscriptions they have access to, and Request Access on the others.

User Subscriptions tab

The User Subscriptions tab lists the subscriptions for your own users, in order of their titles. It works like the Customer Subscriptions tab, with the subscription’s Title in the first column. Type can also show XML for an old subscription that still uses that format: see The report file.

Add or change a subscription

Select the Customer Subscriptions or User Subscriptions tab.
Select Add Subscription, or Modify in the menu of an existing subscription.
Fill in the fields below. The popup is called Add New Customer Subscription, Edit Customer Subscription, Add New User Subscription or Edit User Subscription.
Select Add or Save.

A new subscription is active, and has no recipients other than the customer, if you chose to add them. Add recipients with Recipients in its menu: a subscription without recipients is not sent.

Fields of a customer subscription only:

Field	What to enter
Select Entity	The customer. Choose the country, then type the customer’s name and choose it from the list. The country starts on the workflow’s country.
Entity Type	Which party of the work order the customer must be: your company’s name for the customer (for example Customer), Shipper or Receiver.
Add Customer as Recipient	New subscriptions only, on by default: adds the customer’s General Emails as To recipients.
Closed Work Orders	Do Not Include, or also list the work orders closed or cancelled whose last event was within the last month, 2, 3, 6, 9 or 12 months.

Fields of a user subscription only:

Field	What to enter
Title	Up to 100 characters. Required. It starts the subject of the email. To put the date in it, write a date format between two vertical bars: `Open containers \|dd MMM yyyy\|` gives Open containers 25 Oct 2026 on the day it is sent, and `\|ww\|` gives the week number of the year. The date is in UTC.

Fields of both:

Field	What to enter
Custom Message	Up to 500 characters, shown in the email above the details of the report.
Completed / NA Events	< All Events >, or an event: only the work orders where that event is completed or marked not applicable are listed.
Non-Completed / TBA Events	< None >, or an event: only the work orders where that event is not completed yet (empty, or set to TBA) are listed. It cannot be the same event as in Completed / NA Events.
Report Type	The file format: Excel Workbook (XLSX), which new subscriptions start on, Comma Separated Values (CSV) or HTML File (HTM). See The report file.
Report Options	For Excel: Apply Header Filter adds filter buttons to the column headings. For HTML: HTML in Email puts the report in the email itself, instead of attaching it.
Select Excel Template	For Excel: – None –, or one of the Excel templates installed for your company. They cannot be added from TrakIT’s pages.
Zip Report	On by default: the file is zipped before it is attached to the email. Not with HTML in Email.
Report Frequency, Send on Day(s), At Hour(s)	When it is sent. See Schedule.
Active	When you change a subscription: off, it is not sent on its schedule.

Schedule

Weekly: tick the days in Send on Day(s). The check icon selects all or none.
Monthly: in Send On Date(s), enter the dates of the month, from 1 to 30, in increasing order and separated by commas, for example 1,10,20. A date a month does not have is skipped.
At Hour(s): the hours of the day, from 0 to 23, in increasing order and separated by commas or semicolons, for example 6,12,18. Required when you choose days.

Days, dates and hours are in UTC, so a late or early hour can fall on another day in your own time zone. Leave the days empty for a subscription you only send with Send Now or generate by hand.

On each day and hour of the schedule, TrakIT puts the subscription in the report queue shortly after the hour starts (it checks every half hour), and the queue sends it within the next few minutes. A subscription is sent at most once in an hour: if you used Send Now earlier in the same hour, the scheduled send is skipped.

Nothing is sent when the report or the subscription is inactive, when the report has no fields, when the subscription has no recipients, or when no work order matches. The Report Queue shows what was sent and why a report was not. When sending fails for another reason, the queue tries again, up to five attempts.

Recipients

Recipients in a subscription’s menu opens Set Recipients, with three rows: To:, Cc: and Bcc:. Each row shows its recipients.

To add a recipient, type at least two characters in the box of the row, then choose from the list:

a user, by name, user ID or email address;
a user group you can choose, marked as a group;
or what you typed, to add an email address of someone who is not a TrakIT user.

To remove a recipient, select the red x next to it (Remove Recipient).

When the subscription is sent, TrakIT uses each user’s current email address and leaves out locked users. A user group sends to its address or its members, depending on how the group is set up; an archived group reaches nobody ((archived)). Changes apply to the next email; close the popup to see the new count in the Recipients column.

Message	Means
Recipient was added successfully, Recipient was removed successfully	Done.
Recipient already present	That recipient is already in the list.
No matching user found, Matching users profile is locked	No active user matches what you typed. To send to an address, type the full email address.
… matching users were found for ‘…’. Please be more specific.	What you typed matches several users: choose the user from the list instead.

User access

User access lets other users generate a subscription themselves, whenever they need it: from this page with Preview, and from My Reports. It does not let them change the report.

User Access in a subscription’s menu opens Set User Access. It lists the users who have access, and how many there are.

To give access, choose the company, then the user in Add User. The company list shows your own companies (all companies for a system administrator), and the user list the active users of the company you chose. TrakIT adds them at once.
To take access away, select the red X next to the user.

Request access

If you are not the owner, a subscription you have no access to is shown in grey, and its menu has Request Access. Selecting it emails the report owner a request, with a Grant Access button. If the owner selects it within seven days, you are given access to that subscription, and TrakIT emails you Report Access Granted. The button works only for the report’s owner or a system administrator, signed in to TrakIT: anyone else who opens it gets You do not have the permission to give access to this report.

Preview and send now

Preview generates the subscription’s file now and downloads it, so you can check it. It is the same file the subscription would email now, but never zipped. If the report keeps history with Sent or Previewed, a copy is added to the History tab.

Send Now emails the subscription to its recipients straight away, whatever its schedule. Confirm with OK: TrakIT says Report was successfully queued., and the report queue sends it within a minute or so. Send Now is greyed out while the report is inactive (Report is not active).

If the file cannot be generated, a page says The report could not be generated! with the reason, for example Nothing to export when no work order matches, or Report generation is already in progress when the same subscription is being generated at that moment. Try again shortly.

The report file

Which work orders

A customer subscription lists the work orders of the report’s workflow:

whose customer, shipper or receiver is the subscription’s customer, depending on Entity Type;
that are not closed or cancelled, plus, with Closed Work Orders, those closed or cancelled whose last event was within the period you chose;
that pass the Completed / NA Events and Non-Completed / TBA Events filters.

A user subscription lists all the work orders of the workflow that are not closed or cancelled and that pass the two event filters.

In a By Work Order report, each work order is a row. In a By Job report, the work orders of each job make one row. Rows are sorted by progress: the work orders, or jobs, whose last completed event comes earliest in the workflow come first. The columns are the fields, in their order, with their column names as headings.

Formats

Format	What you get
Excel Workbook (XLSX)	An Excel file with the column headings on the first row, which stays in view when you scroll. With Apply Header Filter, the headings have filter buttons. With a template, the file takes the template’s layout, for example a title above the data, with the report name or subscription title and the date filled in; for a customer subscription it can also show the customer’s logo.
Comma Separated Values (CSV)	A text file with the headings on the first line, then one line per row, with values separated by commas.
HTML File (HTM)	A web page headed Consignment Report, with the date it was generated, the customer (or the subscription title) and the workflow, then a table. In a By Work Order report, each row has the colour of the work order’s last event, if that event has one. With HTML in Email, the report is put in the body of the email without its heading, and nothing is attached.

XML Spreadsheet (XML) is still listed for user subscriptions, but TrakIT no longer generates it: it says XML Spreadsheets are deprecated. Please use Excel format for export. Choose Excel instead.

Emailed files are named TrakITReport_ followed by the date and time in UTC, for example TrakITReport_2610250601.xlsx for 25 October 2026 at 06:01, with .zip added when zipped. A previewed file of a user subscription is named after the report and the subscription title instead, for example Daily status (Operations team)_2610251432.xlsx.

The email

Subject: for a customer subscription, the report name and then the workflow in brackets; for a user subscription, the title and then the workflow. Your installation may add a prefix, such as TrakIT -.
Body: the report name or title in bold, the Custom Message, the customer (or the report title) and the workflow, then Attachment: with the file name and size, or the table itself with HTML in Email.
Sender: the email is sent with the email settings of the report owner’s company.

Last Sent on the subscription shows when it last went.

History tab

The History tab lists the files kept for the report, 20 per page, with the number of files on the tab. It appears when File History is not No History, or when the report already has files. If history has been turned off since, [History is disabled] appears in red.

TrakIT keeps a file here each time someone uses Preview on a subscription, when File History is Sent or Previewed. Files emailed by the schedule or by Send Now are not kept on this tab.

Column	Shows
(icons)	Download or preview the file.
Title / Customer	The customer of the subscription, or the user subscription’s title.
File Name, File Size	The file’s name and size, in KB.
Recipients	Download By User Only for a previewed file.
Initated By	Who generated the file, and when.

Files older than the period set in your installation’s data retention policy are deleted automatically. While the report has files here, it cannot be deleted.

Automatic clean-up

With Auto Disable on, TrakIT turns off each subscription of the report whose last file was produced more than six months ago, for example because no work order has matched since. It checks once a week. You can turn the subscription on again in Modify, but it is turned off again at the next check unless it produces a file before then.
Whatever Auto Disable says, subscriptions whose last file is older than the period set in your installation’s data retention policy for workflow reports are deleted.

A file counts as produced when the subscription is sent, or previewed.

Messages

Message	What to do
Customer must be specified., Customer specified not found., Customer specified matches more than one.	Choose the customer from the list as you type, in the right country.
Selected Customer is already subscribed.	The customer already has a subscription on this report: change that one instead.
Title is required., Title cannot exceed 100 characters	Enter a title of up to 100 characters.
Cannot select same event for Completed and Non-Completed filter.	Choose a different event in one of the two lists.
Cannot Zip report if HTML in Email is selected	Turn off Zip Report or HTML in Email.
Day(s) specified are invalid., Days must be in increasing order.	Enter dates from 1 to 30, smallest first.
Hour(s) must be specified, Hour(s) specified are invalid., Hours must be in increasing order.	Enter hours from 0 to 23, smallest first.
Select Option is required, KPI Option is required	Choose an option for the field.
Field already exists!	The report already has this field with this option.
Field Name contains invalid characters	Use only letters, numbers, spaces and `, - / ' ( ) [ ] $ + : " # . _ ~` in the Column Name.
You do not have the permission to add accounts	Account fields cannot be added to workflow reports.
Permission Denied	Your role cannot do this: see below.

Who can use this page

Section	Permission	Allows you to
WorkFlow Reports	Read	Open a report of a workflow you have access to, and see its fields, subscriptions and history; preview the subscriptions you have access to, and request access to others.
WorkFlow Reports	Create	On the reports you own: save changes in Modify Report, and duplicate the report.
WorkFlow Reports	Delete	Delete the reports you own.

Everything else on a report is for its owner and for system administrators: fields, subscriptions, recipients, user access, Send Now and tags. System administrators can do all of it on any report. A report opens only for users who have access to its workflow (system administrators open every report), and an inactive report only for its owner and system administrators. Users given access to a subscription can no longer generate it once the report is made inactive.