Location

The Location Details page shows one location: a port, yard, warehouse, office, customer site or any other place under a city in Geo Data. It has the location’s details and position, its data fields, the work orders that go there and, for a location with a geofence, the triggers that act when tracked assets arrive or leave, and a log of those arrivals and departures.

To open it:

• select a row on the Location List (System > Location List). The location opens in a new tab;
• or select the location on the Geo Data page, then Open Location Details;
• or select View next to a location in a work order’s data.

The header

The top of the page shows the location’s name, its status (Active or Disabled) and its local name, if it has one. Select the pencil icon (Modify) next to the name to change the location: see Modify the location.

Field	Shows
Code	The location’s code.
Belongs To	The city it is in. Select it to open the city in Geo Data.
Address	Its address, or None.
Country	The country it is in.
Location Type	For example Port, Warehouse or Load/Delivery Location.
Owner	The entity that owns the location, or None. Select it to open the entity.
Local Address	The address in the local language, if entered.
Contact, Phone	The contact person and phone, if entered.
Instructions	Instructions for those going there, if entered.
Location	If the position is set: its latitude and longitude, in degrees and minutes. Select [Copy] to copy them in decimal degrees, ready to paste into a map.
Geofence	If the position is set: the geofence radius in metres, or None.

To move the location to another city, use Move on the Geo Data page.

Map

Select Show Map, under the position, to see the location on a map with its geofence drawn as a circle around it. Select Close to go back. The pin can’t be moved here: to change the position, modify the location.

QR code

Select Scan QR to show a QR code of the location’s position. Scan it with a phone to open the position in the phone’s map app, for example to get directions there. Select Close to go back.

Show Map and Scan QR appear only when the location’s position is set.

Modify the location

The Modify Location popup changes the location’s details and position. Create New Location, which you open from the Location List or under a city in Geo Data, has the same fields.

1. Select the pencil icon (Modify) next to the name.
2. Change the fields you need. The details are on the left and the map on the right.
3. Select Save.

Wherever you open it, the popup needs Read in the Geo Data & Locations section, as well as Update to modify a location or Create to create one. Without Read, TrakIT says You do not have permission to view Geo Data and the popup shows no form.

Field	What to enter
Country, City	When you create a location anywhere but under a city in Geo Data (for example from the Location List or a work order): the city it belongs to. The rest of the form appears once you choose the city. Otherwise the city is shown and can’t be changed here.
Active	When you modify a location: turn it off to make the location inactive. An inactive location can no longer be chosen when you pick a location elsewhere in TrakIT.
Code	From 3 to 10 letters, digits, hyphens or underscores, without spaces, unique across Geo Data. For a new location, TrakIT suggests the next free code: the country code, the city code and a 2-digit number, for example KEMBA03. Select the arrows icon (Suggest the next free code) to get the suggestion again. On most installations, the code must start with the country code and the city code.
Location Type	General, Port, Airport, Office, Full or Empty Yard, Empty Only Yard, Border Transit, Warehouse, Load/Delivery Location or CFS.
Name	Required, up to 100 characters. TrakIT shows it everywhere with the city in front, as the line under the field shows, for example Mombasa - Port.
Local Name	The name in the local language, if needed.
Address, Local Address	Up to 500 characters each.
Contact, Phone	The contact person and phone.
Instructions	Up to 1,000 characters, for example opening hours or how to get in.
Owner	The entity that owns the location: choose the entity type, then type at least 2 characters of the name and choose it. The list shows the active entities of the companies you have access to. The cross clears the owner. When you create a location from an entity’s Locations tab, that entity is the owner and this field is not shown.

The map sets the location’s position:

• In Find on Google Maps, type a place, an address or a latitude and longitude such as 19.076, 72.877, and choose a result. Picking a place sets the position and fills in the name and address from Google. If that replaced a name you had typed, select Undo Google name to get it back. Picking coordinates sets only the position. The search looks in the location’s country.
• Or select a place on the map to do the same, or select anywhere else on the map to put the pin there. Drag the pin to adjust it.
• Select Get address from map to fill in Address from the pin’s position.
• Select the cross next to the coordinates to clear the position.

With a position set, Geofence Radius sets the size of the circle around the location that TrakIT uses to tell when tracked assets arrive and leave: from 10 to 1,000 metres, in steps of 10, or 0 for No Geofence. The Geofence Triggers and Geofence Log tabs appear only for a location with a geofence.

The position is optional, unless your installation requires one: the form then says A position is required.

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

Tabs

The page has these tabs: Data, Work Orders, and for a location with a geofence, Geofence Triggers and Geofence Log. The page opens on Data.

Data tab

The Data tab lists the location’s data fields: extra fields your company has set up for locations, on Admin > Masters > Data Fields. A star marks a required field.

To change values, enter the Value and Remarks, then select Save. Use Search to find a field by name or code. Computed fields are worked out by TrakIT and cannot be changed. If your role can’t update location data, the values are shown but can’t be changed.

Work Orders tab

The Work Orders tab lists the work orders that have this location in their location list, newest first, 20 per page. You see only the work orders of the workflows you have access to.

Column	Shows
(icon)	The work order’s priority.
ID	The work order ID. Select it to open the work order.
Operator	The code of the work order’s operator. The label is your company’s name for that entity type, for example Carrier.
Workflow	The workflow.
Job reference	The job reference. The label is set up for your company, for example T/D.
Container/…	The container number, or the load ID if there is no container. The label ends with your company’s name for the load ID.
Size, Weight	The container size and the weight.
Last Event	The last event and how long ago it happened. On open work orders, the cell has the event’s colour.

Closed work orders are shown in grey and cancelled ones in pink. The ID of an abandoned work order is in bold red.

Geofence Triggers tab

A geofence trigger acts when a GPS-tracked asset, or a user sharing their position from the TrakIT app, enters the location’s geofence, leaves it, or stays inside longer than a set time. It can fill in events and data fields of the work orders that asset or user is tracking, and notify users.

The tab’s label shows how many triggers the location has, for example Geofence Triggers (2).

Column	Shows
Type	Entry, Exit or Overstay. For an overstay, the limit, and (repeats) with the maximum number of alerts if it repeats.
Update Codes	The event and data field codes it fills in: Time, Location and Source.
Notify	The users and user groups it notifies.
Recipients	How they are notified: Email, App, Chat.
Updated By	Who last changed the trigger, and how long ago.

How triggers work

Each time a tracked asset or user reports a position, TrakIT checks it against the geofences:

• Entry: the position is inside the geofence, and the last record for that asset or user was not an entry.
• Exit: the position is outside the geofence after an entry.
• Overstay: the asset or user has been inside longer than the Overstay Limit since entering. With Repeat Alerts, it triggers again at every multiple of the limit, for example after 2, 4 and 6 hours with a 2-hour limit, up to Max Alerts.

Each of these is recorded in the Geofence Log. Shortly after, TrakIT acts on the triggers of that type:

• It looks for open work orders tracked by that asset or user. With Check Location, only those with this location in their location list count.
• In each of those work orders, it fills in the first empty (or TBA) field among the codes you gave: the time of the entry, exit or alert, the location’s name, and the name of the asset or user.
• It notifies the users and groups by the methods you chose. With Check Location, it notifies only if a work order was found. The message names the asset or user, the location, the distance from it and any work orders.

Add or change a trigger

1. Select Add Trigger, or select a trigger in the list to change it.
2. In Geofence Trigger, fill in the fields below.
3. Select Save.

Field	What to enter
Trigger Type	Entry, Exit or Overstay. Required.
Check Location	Select it to act only on work orders that have this location in their location list. Selected for a new trigger.
Overstay Limit	For an overstay: the time in minutes, up to 14,400 (10 days). Required.
Repeat Alerts	For an overstay: alert again at every multiple of the limit while the asset stays inside. Otherwise there is one alert per visit.
Max Alerts	For an overstay with Repeat Alerts: the most alerts per visit, from 1 to 255. Leave it blank for no limit.
Entry Time, Exit Time or Alert Time	One or more codes of events, or of data fields that hold a date, to receive the time. The label follows the trigger type.
Location Name	One or more codes of data fields to receive the location’s name.
Trigger Source	One or more codes of data fields to receive the name of the asset or user.
Send Email, App Notification, Chat Message	How to notify. Choose at least one if you choose users or groups.
Select Users or Groups to notify	Type names and choose the users and user groups. A group’s email goes to the recipients set up for the group.

Separate several codes with commas or spaces. Each code must be the code of an active event or data field in a workflow, and can be used only once in a trigger. A trigger needs at least one code or one user or group to notify.

To delete a trigger, open it and select the cross (Delete Trigger) at the bottom left. There is no confirmation. The overstay entries it recorded are deleted from the Geofence Log with it.

Geofence Log tab

The Geofence Log tab lists every entry, exit and overstay recorded at this location, newest first, 20 per page: for system administrators all of them, for anyone else those of the assets and users of their companies. To find the entries of one asset or user, type part of its name in Search Source and select the search icon.

Column	Shows
Type	Entry, Exit or Overstay.
Time	When it happened, in your time zone. For an overstay, when the limit was reached.
Entered At	For an overstay: when the asset or user entered.
Overstay Limit	For an overstay: the trigger’s limit.
Geofence	The geofence radius at the time, in metres.
Distance	How far the asset or user was from the location, in metres.
Location	The position reported, or [Unavailable].
Source Type, Source Name	Asset or User, and its name. Select the name to open the asset or user.
Notification	Pending until TrakIT has processed the entry, then Sent if a trigger has users or groups to notify, or None.

Entries and exits are recorded at every location with a geofence, whether or not it has triggers. Overstays are recorded only when the location has an overstay trigger. TrakIT deletes old entries automatically, after a period your system administrator sets. The entries of all locations are also on Admin > Logs > Geofence Logs.

Messages

Message	What to do
You do not have permission to view Geo Data	Your role needs Read in the Geo Data & Locations section to open the location popup.
You do not have permission to modify locations, You do not have permission to create locations	Your role needs Update, or Create for a new location, in the Geo Data & Locations section.
Please select the country and city for this location	Choose both before saving a new location.
A code of at least 3 characters is required	Enter a longer code.
Location code should start with country code and city code.	Start the code with the country and city codes, or use the suggested code.
Code ‘…’ is already in use.	Codes are unique across Geo Data: choose another.
Geo-Fence radius must be from 10m to 1000m	Set the radius between 10 and 1,000 metres, or 0 for no geofence.
Please select Trigger Type	Choose Entry, Exit or Overstay.
Overstay Limit is required, Overstay limit must be in minutes	Enter the limit as a number of minutes.
Please specify event/data codes to update or users to notify	Fill in at least one code, or choose users or groups.
Please specify notification method	Choose Send Email, App Notification or Chat Message.
No active event/data field with code ‘…’ found in any workflow	Check the code against the workflow’s events and data fields.
Cannot use the same code ‘…’ for multiple updates	Use each code once per trigger.
One more Event/Data codes are invalid	Enter only codes, separated by commas or spaces.

Who can use this page

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

Permission	Allows you to
Read	Open the page and see the location, its tabs and its triggers. Also needed to open the Modify Location and Create New Location popups, wherever you open them.
Update	Modify the location, and add, change and delete geofence triggers.
Update Location Data	Change values on the Data tab.

To see the work orders on the Work Orders tab, your role also needs Read in the Work Orders section.