Workflow reports

A workflow report is a file of the work orders of one workflow, with the columns you choose, that TrakIT emails on a schedule. It can go to a customer, about that customer’s work orders, or to your own users, about all the open work orders of the workflow. The Workflow Reports page lists these reports and is where you create a new one.

To open it, select Reports > Workflow. To compare the kinds of report, see Choose the kind of report.

Each report is set up on its own page, Workflow report:

• A report belongs to one workflow, and has one row per work order (By Work Order) or one row per job (By Job).
• Its fields are the columns of the file.
• Its customer subscriptions send one customer the work orders of that customer, and its user subscriptions send your own users all the open work orders of the workflow. Each subscription has its own format, schedule and recipients.
• The user who created the report is its owner. Only the owner and system administrators can change it.

Workflow group tabs

If your workflows are organized in more than one workflow group, a tab appears for each group, plus All. The list and the Workflows filter show only the workflows of the selected group.

Find a report

1. If the page shows tabs, select the workflow group to search in, or All.
2. Select Filters to open the filter panel, if it is closed.
3. Enter or select the filters you need.
4. Select Search.

The number of matches appears above the list, for example Reports Found - 12. TrakIT remembers your filters and the workflow group for the next time you open the page. Reset clears the filters and selects all the workflows and tags again.

Filter	Finds
Workflows	Reports of the selected workflows. The list shows the workflows you have access to, active or not. The check icon selects all or none.
Report Name	Any part of the report name.
Report Type	By Work Order or By Job reports, or – Any Type –.
Report Owner	Any part of the owner’s name.
Show Accessible Only	Only the reports you own, or that have a subscription you have been given access to. It makes no difference for system administrators.
Subscription Title	Reports with a customer subscription whose customer name contains the text, or a user subscription whose title contains it.
Modified By	Reports last changed by the user, or with a subscription last changed by them. Enter any part of the user’s name or user ID.
Recipients	Reports with a subscription that is sent to a matching recipient: any part of an email address, of a user’s name or email address, or of a user group’s name or code.
Scheduled (UTC)	Reports with a subscription scheduled to go at that hour, from 0 to 23, in UTC. — for any hour.
Tags	Reports with the selected tags. [No Tags] includes reports without tags. The check icon selects all or none.

The list

The list shows 20 reports per page, sorted by workflow and report name. Select a row to open the report.

Column	Shows
Workflow	The workflow of the report.
Report Name	The name of the report. It also starts the subject of the emails sent to customers.
Report Owner	The user who owns the report.
Report Type	By Work Order or By Job.
Fields	How many fields (columns) the report has.
Customers	How many customer subscriptions it has.
Users	How many user subscriptions it has.
Last Changed By	Who last changed the report, and when.

Inactive reports are shown in a lighter colour. You see them only if you own them, or if you are a system administrator. A report shown in grey is one you neither own nor have access to: you can open it and see how it is set up, and ask its owner for access to a subscription (see User access).

You see only the reports of the workflows you have access to. Reports of archived workflows are not listed.

Create a workflow report

1. Select Create.
2. In Create New Workflow Report, fill in the fields below.
3. Select Create.

Field	What to enter
Workflow	The workflow whose work orders the report lists: one of the active workflows you have access to. Required.
Report Name	Up to 50 characters. Required. It is included in the subject of the emails to customers.
File History	Whether TrakIT keeps a copy of generated files on the report’s History tab: No History, Sent Only or Sent or Previewed. You can change it later.
Report Type	By Work Order: one row per work order. By Job: one row per job, with totals such as the number of work orders or TEU. It cannot be changed later.
Active	On by default. An inactive report is not sent, and only its owner and system administrators see it.
Restricted	Not in use: TrakIT does not save this option, so it does not hide the report from other users. To control who can generate a subscription, use User access.

TrakIT says Report was created successfully and adds the report to the list, with you as its owner. A new report has no fields and no subscriptions: open it, then add its fields and its subscriptions.

To create a report like an existing one, open that report and duplicate it: see Duplicate or delete the report.

Messages

Message	What to do
Report Name contains possible html tags or disallowed text	Remove the < signs from the name, and do not start it with =, + or @.
Subscription filter contains possible html tags or disallowed text, and the same for Recipients, Report Name, Report Owner and Modified By	Remove the < signs from the filter, and do not start it with =, + or @.
Permission Denied	Your role cannot create workflow reports.

Who can use this page

Section	Permission	Allows you to
WorkFlow Reports	Read	Open the page and see the reports of the workflows you have access to.
WorkFlow Reports	Create	Create reports, with Create.

System administrators see the reports of all workflows, active and inactive.