Geo data

The Geo Data page holds the tree of places TrakIT works with: Global at the top, then regions, clusters, countries, states, areas and cities, and under each city its locations, such as ports, yards, warehouses, offices and customer sites. Here you add, rename, move and delete those places, and choose which users have access to which part of the tree.

To open it, select System > Geo Data. Links to a place elsewhere in TrakIT, such as Belongs To on a location, open the page on that place.

Setting up Geo Data is the first step of setting up TrakIT: companies, workflows and locations all hang on it. See Setting up TrakIT.

How the tree is organized

Each place has a type, and each type can only sit under certain types:

Type	Can sit under	Can hold
Global	Nothing: there is one, at the top.	Regions
Region	Global	Clusters and countries
Cluster	A region	Countries
Country	A region or a cluster	States, areas and cities
State	A country	Areas and cities
Area	A country or a state	Cities
City	A country, a state or an area	Locations
Location	A city	Nothing

Clusters, states and areas are optional: use them only if you need them to group places. A country can’t sit inside another country.

What TrakIT uses the tree for:

each company belongs to one of its countries;
each workflow is assigned to two places in it;
users get access to workflows through the places they are assigned to (see Users With Access);
the places a work order goes through, warehouses and yards are locations. The Location List lists all the locations.

Every place has a code, unique across the whole tree. A country’s code is its 2-letter ISO code, for example KE, and a city’s code is its 3-letter code, for example MBA.

Find a place

The tree is on the left of the page and the selected place on the right.

Select the arrow next to a place to show or hide the places under it. A place with nothing under it has no arrow.
Select a place to show it on the right. The row is highlighted.
In Search code or name, type at least 2 characters of a code, name or local name. Up to 50 matching places are listed, each with its type and the place it sits under. Choose one, or use the arrow keys and Enter, to open the tree down to it and select it.

Countries show their flag. A location shows a filled pin if its position is set. A disabled place, such as an inactive location, is struck through.

The address bar follows the selected place, so you can bookmark it or send the link to someone with access to this page.

The selected place

The path from Global to the selected place is shown at the top. Select any place in it to go back up.

Below it, the place’s code and name, its status (Active or Disabled) and its details:

Field	Shows
Type	The type of place.
Local Name	The name in the local language, if one was entered.
Belongs To	The place it sits under. Select it to go there.
Country	For states, areas, cities and locations: the country they are in.
Created, Last Updated	When, and by whom.

A location also shows its Location Type, Coordinates (select [Copy] to copy them in decimal degrees), Geofence radius in metres, Owner and addresses, and a map of its position. Select the map to open the position in Google Maps. If the map can’t be shown, the page offers Open in Google Maps instead. Select Open Location Details to open the Location page.

The icons next to the status act on the selected place:

Icon	Does
Pencil (Modify)	Change its code and names: see Modify a place.
Arrows (Move)	Put it under another place: see Move a place.
Bin (Delete)	Delete it: see Delete a place.
Excel (Export this branch)	Download it and everything under it: see Export.

You only see the icons your role allows. Global can’t be modified, moved or deleted, and regions can’t be moved.

The list under a place

Below the details, every place except a location has the list of the places under it, headed by their type and count, for example Country List (12) or State/City List (30).

Column	Shows
Type	The type of each place.
Code	Its code, with the flag for a country.
Name	Its name.
Pin	Under a city only: a tick if the location’s position is set.

Disabled places are shown in red. Select a row to open that place. To find a row, type part of its code or name in Search.

The plus icon next to the heading adds a place under the selected one: see Add a place.

Add a place

Select the place to add it under.
Select the plus icon next to the list heading (for example Add Region on Global).
In Add Under name, choose the Type, if more than one type can go there.
Enter the Code: up to 10 letters, digits, hyphens (-) or underscores (_). TrakIT turns it into capitals. For a country, use the 2-letter ISO code; for a city, the 3-letter code.
Enter the Name, up to 100 characters, and if you need one, a Local Name.
Select Save.

TrakIT then selects the new place, so you can add the places under it.

Add a location

Locations are added with the location editor, not the Add Under dialog: select a city, then the plus icon next to its list. The Create New Location popup opens with the city filled in. For its fields, see Modify the location.

You can also add a location from the Location List, where you choose the country and city in the popup.

Modify a place

Select the place.
Select the pencil icon (Modify).
In Modify type, change the Code, Name or Local Name.
Select Save.

When you rename a place, TrakIT also updates the name in the location data fields of open work orders that refer to it.

You can’t change a country’s code while it is in use, for example by entities or workflows.

For a location, the pencil opens the Modify Location popup: see Modify the location.

Move a place

To put a place, with everything under it, under another place:

Select the place.
Select the arrows icon (Move).
In Move name, Currently Under shows where it is now. In Move Under, choose the type of place to move it under, if there is more than one.
In Select type, choose the place. The list shows every place of that type, as code and name.
For a location, select Clear Location & Geofence (if any) if the location’s position and geofence no longer apply where it is going.
Select Move.

You can also drag a place in the tree onto its new parent. The places it can go under are outlined as you drag over them. Confirm the move in Move Geo Data. A drag never clears a location’s position.

Delete a place

Select the place.
Select the bin icon (Delete).
Confirm in Delete Geo Data. Deleting can’t be undone.

You can only delete a place with nothing under it: delete or move the places under it first. You also can’t delete a place that is in use elsewhere in TrakIT: for example a country of a company or an entity, a place a workflow is assigned to, a location in a work order’s location list or with distances, or a place users are assigned to (unassign them first).

Users With Access

For Global, regions, clusters and countries, the Users With Access table lists the users who have access to the selected place: those assigned to it, and those assigned to a place above it, since access to a place includes everything under it. Locked users and system administrators are not listed.

Column	Shows
Name	The user. Select the name to open the user.
Company	The user’s company.
Assigned To	The place the user is assigned to. If it is a place above, select it to go there.

To find a user, type part of the name, company or place in Search.

A user who is assigned to a place has access to every active workflow that is assigned to that place or to a place under it. TrakIT updates the user’s workflows as soon as you assign or unassign them. Only users whose Workflow Assignment is By Geo Data, on their user page, can be assigned here.

Assign a user

Select the place: Global, a region, a cluster or a country.
Select the plus icon next to Users With Access.
In Assign User, choose the user in Select User. You can type to search the list.
Select Assign.

Select User lists the active, internal users whose Workflow Assignment is By Geo Data, apart from system administrators and users already assigned to this place or a place above it. A user who is assigned to a place under this one must be unassigned there first.

Only a user that Select User offers can be assigned. If the user no longer qualifies when you select Assign, for example because someone assigned them to this place in the meantime, TrakIT says This user cannot be assigned here.

Unless you are a system administrator, you can only assign users to places within the places you are assigned to.

Unassign a user

Select the minus icon on the user’s row, then confirm in Unassign User. The icon appears only on users assigned to the selected place itself: to remove access that comes from a place above, go to that place.

Export

Export All, under the tree, downloads every place in one Excel sheet: its ID (a link back to this page), code, name, local name, type, addresses, contact, phone, instructions, the place it belongs to, owner, whether it is disabled, when and by whom it was last updated, and for locations, the latitude and longitude in decimal degrees and the geofence.
The Excel icon of a selected place (Export this branch) downloads that place and everything under it as an indented list: each level one column further to the right. Disabled places are in red.

Messages

Message	What to do
Code must be specified, Name must be specified	Fill in both.
Code must be alphanumeric	Use only letters, digits, hyphens and underscores in the code.
Name contains invalid characters	Remove the special characters from the name.
Please specify the 2 character ISO Country Code	A country’s code must have exactly 2 letters.
Please specify the 3 character ISO City Code	A city’s code must have exactly 3 characters.
Code ‘…’ is already in use.	Codes are unique across the whole tree: choose another.
Cannot have a country inside a country	Put the country under a region or cluster.
Cannot change Country Code as it is used by entity (or by workflow)	The country’s code can’t change while it is in use.
… has … item(s) under it - delete or move those first	Empty the place before deleting it.
Cannot delete Geo Data with references	The place is in use elsewhere in TrakIT, so it can’t be deleted.
The user is already assigned to Geo Data within the selected Geo Data.	Unassign the user from the place under this one first.
The user is already assigned to a higher Geo Data to which the selected Geo Data belongs.	The user already has access through a place above.
You do not have permission to assign this Geo Data	The place is outside the places you are assigned to.
This user cannot be assigned here	The user is not one that Select User offers for this place. Open Assign User again and choose from the list.
You do not have permission to view Geo Data	In the Create New Location or Modify Location popup: your role needs Read in the Geo Data & Locations section.

Who can use this page

Your role needs these permissions in the Geo Data & Locations section:

Permission	Allows you to
Read	Open the page, browse and search the tree, and see the users with access. Also needed to open the Create New Location and Modify Location popups, wherever you open them.
Create	Add places, and add locations under a city.
Update	Modify and move places, and modify locations.
Delete	Delete places.
Export	Use Export All and Export this branch.
Assign User	Assign users to places within the places you are assigned to.
UnAssign User	Unassign users from places within the places you are assigned to.

System administrators can do all of these, and can assign and unassign users anywhere in the tree.