Notifications

The Notifications page is where you choose what TrakIT tells you about: changes to work orders, entities and assets, KPI alerts, event and data updates, free days running out, and the steps of jobs, invoices, bills, quotations, receipts and payments.

To open it, select System > Notifications.

The page has three tabs:

• General: work orders, entities, assets, and request and dispute comments, by company.
• Workflow: KPIs, events and data, free days and work order changes, by workflow.
• Finance: jobs, invoices, bills, quotations, payments and receipts, by company.

TrakIT opens the tab you used last.

The settings are your own. A system administrator also sees a list of users at the top of the page, and can choose any active internal user to see and change that user’s notifications.

Notifications go to individual users: a user group can’t subscribe. Each member of a team subscribes for themselves, or a system administrator does it for them.

How notifications reach you

On the General and Finance tabs, you choose the channel for each notification:

Column	Sends
Email	An email to the address of your user account, for example Notification: Work Order Created - 123456.
Chat	A message in TrakIT Chat, under [System]. See System notifications. Greyed out if your role doesn’t have Internal Chat.
One column per messaging service	A short text message, for example by SMS or WhatsApp, to the mobile number of your user account. These columns appear only for the messaging services your administrator has set up for individual users, for the company or for all companies. They are greyed out if you have no mobile number.

When you save, TrakIT keeps only the choices the page offers: nothing is saved for a greyed-out row, for Chat without Internal Chat, or for a messaging service without a mobile number.

The notifications of the Workflow tab are always sent by email. KPI alerts, event and data updates and free-days emails go only to users who still have access to the workflow, and event and data updates only for the events and data fields their role can still see. A subscription that no longer applies stays saved but sends nothing.

You receive a notification only while your user account is active. On the General and Finance tabs, you must also still have access to the company and, for a record that belongs to a workflow, such as a work order, a job or its invoices, to that workflow. System administrators have access to all of them.

Apart from the Comments and Comment Posted rows, your role must also still have the permission each row needs, listed at the end of this page: for example Read in Invoices for the invoice notifications. A Chat message also needs Internal Chat. TrakIT checks this each time it sends a notification, so a choice you saved before your role lost the permission sends nothing.

General tab

The General tab lists notifications about work orders, entities, assets and requests. You subscribe for one company at a time.

1. Choose the company in Company:. The list holds the companies you have access to.
2. Tick the channels for each notification you want: Email, Chat, or a messaging service.
3. Select Save.

Select Save before you choose another company: changing the company discards the changes you haven’t saved.

A row is greyed out if your role can’t read that kind of record, for example the Entity rows without Read in Entity Management.

Group	Notification	You are told when
Job	Create Job	A work order is created in a workflow of the company. You get one notification for each work order.
	Update WO Header	A work order’s header is saved.
	Close WO	A work order is closed, for example on the work order, in bulk, from the separate TrakIT app or by a workflow action. A work order that closes by itself, once its required events and data are filled in, or that TrakIT closes for being abandoned too long, sends no notification.
	Cancel WO	A work order is cancelled.
	Reset WO	A work order’s events and data are reset.
Entity	Create Entity, Update Entity, Delete Entity	An entity whose responsible company is this company is created, saved or deleted. See Entity Management.
Asset	Create Asset, Update Asset, Retire Asset, Delete Asset	An asset of the company is added, changed, retired or deleted.
Requests	Comment Posted	A comment is posted on a request whose comment recipients include you. See Who is told about new comments.
Disputes	Comments	A comment is posted on a dispute whose comment recipients include you. See Comments.

The work order notifications are for the work orders of the workflows that belong to the company, and go only to users who have access to the work order’s workflow.

Workflow tab

The Workflow tab sets the notifications for one workflow at a time. On the left, Select a Workflow lists the active workflows you have access to, 20 per page:

Column	Shows
Workflow	The workflow’s name. Select the row to set its notifications.
KPIs	The KPIs you have subscribed to, out of the workflow’s KPIs that have a target, for example 2/5.
Events / Data	The events and data fields you have subscribed to, out of those you can see.
Free Days	How many days before the free days run out you are warned, for example 2d. Empty if you get no free days emails.
WO Header	How many of the four settings on the WO Header tab are on, out of 4.

A count of 0 is shown in grey.

When you select a workflow, Select Notifications appears on the right, with four tabs: KPIs, Events & Data, Free Days and WO Header. TrakIT opens the tab you used last.

KPIs

The KPIs tab lists the workflow’s active KPIs that have a target.

1. Tick Subscribe for each KPI you want alerts for, and clear it for the others.
2. Select Save.

Column	Shows
Title	The KPI. A KPI in italics, marked with *, is measured in business days and hours. See Country holidays.
Target	The time allowed, in days and hours, for example 2d 4h. For a KPI in business hours, a day is 8 hours.
Subscribe	Ticked if you receive alerts for this KPI.

Once a day, shortly after 05:00 UTC, TrakIT emails you a Work Order Alerts message. For each KPI you subscribed to, it lists the work orders of the workflow that are not closed or cancelled, where the KPI has missed its target. A KPI alert that someone has snoozed is left out until the snooze ends. If there is nothing to report, no email is sent.

If you select Save without changing anything, TrakIT says No changes made to selections.

Events & Data

The Events & Data tab has two lists: the workflow’s events (Event Name) and its data fields (Data Name). They show only the events and fields your role can see.

1. Tick Subscribe for each event or field you want to follow, and clear it for the others.
2. Select Save.

When the value of an event or field you follow changes on a work order of the workflow, TrakIT emails you an Event/Data Update Notification. It waits until the change is 30 minutes old, then sends one email with all your changes, grouped by workflow. For each change, the email gives the job reference, the work order, the customer, the container, the event or field, the new date or value, the remarks and who made the change. Event times are in your time zone.

If you select Save without changing anything, TrakIT says No changes made to selections.

Free Days

The Free Days tab chooses when you are warned that the free days of containers are running out. It applies to containers on the Delay Tracking list whose entry work order belongs to the workflow.

In Select Free Days Expiry Notification, choose one of:

• No Email Notifications
• On Expiry Day
• One Day Before
• Two Days Before
• Five Days Before
• One Week Before

TrakIT saves your choice as soon as you select it, and says Notification selection updated. The box is green while you receive these emails and red when you don’t.

Every day at 05:05 UTC, TrakIT emails you a Delay Notification with an Excel file, TrakIT-DelayCosts.xlsx. It lists the containers that have not yet exited tracking and whose free days left (the free days minus the days counted so far) are no more than the days you chose: with On Expiry Day, from the last free day on. A container stays on the list every day until it exits. Containers that have reached their free days are marked in red, and the file gives the charges of those that have rates.

An administrator can also set this for you on the workflow’s page.

WO Header

The WO Header tab sets the emails about new work orders and about changes to work orders of the workflow.

1. Set the options below.
2. Select Update.

Option	Sends you an email
WO Creation:	About new work orders of the workflow: No Email Notification, Immediate Notification (a list of the new work orders, sent every 30 minutes), or Daily Notification (once a day, at 05:05 UTC). The email, New Work Orders Created, lists each work order with its workflow, job reference, customer and who created it.
Update T/D:	When work orders of the workflow are moved to another job reference. See Change the job reference. The label uses your installation’s name for the job reference, for example T/D.
Update Workflow:	When work orders are moved to another workflow. Subscribers of both the old and the new workflow are told. See Change the workflow or services.
Update Services:	When the services of work orders of the workflow are changed.

TrakIT says Notification selection updated, or Unable to update notification, for example if the user has no access to the workflow.

An administrator can also set these options for you on the workflow’s page.

Finance tab

The Finance tab lists notifications about the steps of finance records. Like the General tab, it works one company at a time.

1. Choose the company in Company:.
2. Tick the channels for each notification you want.
3. Select Save.

Select Save before you choose another company: changing the company discards the changes you haven’t saved. A row is greyed out if your role can’t read that kind of record, for example the Invoices rows without Read in the Invoices section. The Comments rows are never greyed out.

The Comments row of each group is different: it tells you about new comments only on the records whose comment recipients include you, for example on the Comments tab of a job’s finance page.

Jobs

These follow the job status of a job’s finance, for the company.

Notification	You are told when
Approval Requested	Someone selects Request Approval.
Approval Request Cancelled	An approval request is withdrawn with Cancel Request.
Estimates Approved	The estimates are approved.
Estimates Rejected	The estimates are rejected.
Approval Reversed	Reversing an approval (Reverse Approved) sends no notification at present, so this setting has no effect.
Job Closing Requested	Someone selects Request Closing.
Job Closed	The job’s finance is closed.
Job Closing Rejected	A closing request is rejected with Reject Closing, or withdrawn with Cancel Request.
Job Cancelled	The job’s finance is cancelled.
Comments	A comment is posted on a job, on its work orders or its finance page, whose comment recipients include you.

Invoices

Here, invoices include debit notes and credit notes.

Notification	You are told when
Created	An invoice is created.
Proforma Generated	A pro-forma is generated.
Approval Requested	Someone requests approval. If nobody has subscribed to this by email, the request fails with No Approvers found.
Approved	An invoice is approved.
Un-Approved	Someone un-approves an invoice.
Finalised	An invoice is finalized.
Cancelled	An invoice is cancelled.
Reversed	An invoice is reversed into a credit note.
Comments	A comment is posted on an invoice whose comment recipients include you.

Bills

Notification	You are told when
Created	A user adds a bill. Bills a supplier adds through the portal don’t send it.
Validation Requested	Someone requests validation. If nobody has subscribed to this by email, the request fails with No recipients found.
Validated	A bill is validated.
Unvalidated	A bill is un-validated.
Finalised	A bill is finalized.
Accepted	A submitted bill is accepted.
Rejected	A bill is rejected.
Disputed	A bill is marked as disputed.
Submitted	A supplier submits a bill through the portal.
Comments	A comment is posted on a bill whose comment recipients include you.

Quotations

These follow the quotation statuses.

Notification	You are told when a quotation is
Created	Created.
Approval Requested	Sent for approval with Request Approval.
Approved	Approved.
Generated	Generated.
Revised	Sent back for changes with Revise.
Finalised	Finalised.
Rejected	Rejected.
Cancelled	Cancelled.
Un-Finalised	Taken back with Un-Finalise.
Ops Assigned	Handed over to operations with Ops Assigned.
Comments	Commented on, if its comment recipients include you.

If you are already in the quotation’s Notify Users, you don’t get a second email for the same change.

Payments and Receipts

The Payments and Receipts groups have the same notifications, for payments and receipts:

Notification	You are told when a receipt or payment is
Created	Created.
Approved	Approved.
Finalised	Finalised.
Voucher Generated	Given a voucher.
Comments	Commented on, if its comment recipients include you.

Who can use this page

Your role needs Update in the Email Notifications section to open the page and change your notifications.

Some notifications also depend on other permissions of the user whose notifications you are setting. TrakIT checks them when the notifications are saved and again each time one is sent:

Notifications	Need
Job (General tab)	Read in Work Orders.
Entity	Read in Entity Management.
Asset	Read in Asset Management.
Jobs (Finance tab)	Read in Job Finance.
Invoices, Bills, Quotations, Payments, Receipts	Read in the section of the same name.
The Chat column	Internal Chat in the Chat section.
The messaging service columns	A mobile number on the user’s account.

The Comments and Comment Posted rows, and the Workflow tab, need no other permission. A system administrator can choose any active internal user at the top of the page and change their notifications.