Distances

The Distances page lists the distance and travel time from one location to another. TrakIT uses them in a work order’s location list, which shows the distance and travel time from each location to the next and the total.

To open it, select System > Distances.

A distance goes one way: from the From location to the To location. The way back is a separate row.

Where distances come from

You add them on this page, one at a time or by importing an Excel file.
On most installations, TrakIT also adds them by itself. When a location is added to a work order’s location list and the distance from the location before it is not listed here, TrakIT asks Google Maps for the driving distance and time, as long as both locations have a position. It saves the answer here, with System in Updated By and the remark Updated via Google API.

A work order takes the distance and travel time from this page when a location is added to its location list. If you change a distance here, work orders that already have it keep the old one until a location is removed from their list or the list is reordered: TrakIT then takes all the distances again.

Find a distance

Select Filters to open the filter panel, if it is closed.
Enter or select the filters you need.
Select Search.

Reset clears the filters.

Filter	Finds
From	Any part of the name of the location the distance starts from. Locations are named with their city in front, so you can also type the city.
To	The same, for the location the distance goes to.
Country	Distances that start or end in one country.

TrakIT remembers the From and To filters for the next time you open the page.

The list

The number of matches appears above the list. The list shows 20 distances per page, in order of the From location, then the To location. Select a row to change it: see Change or delete a distance.

Column	Shows
From Country, From Location	Where the distance starts.
To Country, To Location	Where it ends.
Distance (Kms)	The distance, in kilometres.
Duration (Hrs)	The travel time, in hours, or - if not known.
Remarks	Any remarks, such as Updated via Google API.
Updated By	Who last changed it, or System if TrakIT added it, and how long ago.

Add a distance

Select Add Distance.
In Add Depot Distance, in From, start typing the name or code of the location the distance starts from, and choose it. The list shows active locations.
In To, choose the location it goes to in the same way.
Enter the Distance in kilometres: more than 0 and less than 10,000. TrakIT keeps one decimal.
Enter the Duration in hours, if you know it: less than 10,000. You can use decimals, for example 1.5 for an hour and a half.
Enter any Remarks.
Select Add.

If the pair already has a distance, Add replaces it.

Change or delete a distance

Select the distance in the list.
In Update Distance, change the Distance, Duration or Remarks. The locations can’t be changed: to use other locations, add a new distance.
Select Update.

System administrators see a cross (Delete) at the bottom left of Update Distance. Select it and confirm to delete the distance.

Export the list

Select Export to download the distances that match the filters, on all pages, as an Excel file. It has the From Country, From Location Code, From Location, To Country, To Location Code, To Location, Distance (in kilometres), Duration (in hours), Remarks, Updated and Updated By columns. Export appears only when the search finds distances.

The export is the easiest starting point for an import: change the rows in Excel and import them back.

Import distances

Import adds or updates many distances at once from an Excel file. The popup is titled Import Assets, but it imports distances.

Prepare an Excel file (.xlsx). The first row must hold the column headings. TrakIT reads the first visible sheet and these columns, in any order:

Column	What to enter
From Location Code	The code of the location the distance starts from. Required.
To Location Code	The code of the location it goes to. Required.
Distance	In kilometres, more than 0 and less than 10,000. Required.
Duration	In hours, less than 10,000. Optional.
Remarks	Optional.

Keep only the rows you want to add or update. Other columns, such as those of the export, are ignored.

Select Import.
In Import Assets, under MS-Excel File Upload, choose the file.
Select Upload.

TrakIT imports the file in the background and emails you the result of each row. A row whose pair of locations already has a distance updates it; any other row adds one. A row with a missing or invalid location code or distance is skipped and the email says why. The locations must already exist: an import doesn’t create them.

If the file has no Duration or Remarks column, or a cell in it is empty, the imported row has no duration or remarks, even if the distance had them before.

TrakIT runs one bulk import or update at a time, across all its import pages. If another is running, TrakIT says which, who started it and when: wait and try again.

Messages

Message	What to do
From is required, To is required	Choose both locations.
Invalid Distance	Enter a number of kilometres more than 0 and less than 10,000.
Invalid Duration	Enter a number of hours less than 10,000, or leave it empty.
Permission Denied	Your role can’t add or change distances.
Select a file to import, Selected file is empty	Choose a file that is not empty.
MS-Excel 2007 or higher file format is required.	Save the file as .xlsx.
File size exceeds 2 MB	Split the file.
File upload successful. You will receive import results by email.	The import has started: wait for the email.

Who can use this page

Your role needs these permissions in the Geo Distance section:

Permission	Allows you to
Read	Open the page, see the distances and export them.
Create	Add and change distances, and import them.

Only system administrators can delete distances.