Shipment to be renamed to Job

Dear TrakIT Users,

As you may be aware, workflows in TrakIT can track any business process in your organization. They are not just limited to shipments only. For example, there could be workflows related to internal Finance, HR, or Sales processes. 

With the increasing use of non-shipment workflows in TrakIT, the word 'Shipment' does not apply to a significant number of workflows for our clients. To solve this, we have decided to make a small adjustment.

There will be a change in terminology in an upcoming update for TrakIT. These changes are listed below.

• Shipment to be renamed to Job
• Shipment Type to be renamed to Job Type
• Shipment ID to be renamed to Job ID

Furthermore, the application may refer to Job Ops or Job Finance referring to the operational and finance parts of the job. These changes will also affect the client portal and the TrakIT Android app.

Existing reports that have Shipment related fields will continue to use the same field name. If you would like these changed, you can rename the fields yourself or ask us to do it.

If there are any questions or clarifications, please contact TrakIT Support. We apologize for the inconvenience or confusion caused (if any), but we believe this will allow far greater benefits for our clients to be able to utilize TrakIT for many other non-shipment workflows as well.

Multi-currency capability in multi-company shipment

Previously, if a shipment was being handled by multiple companies or countries, both companies or countries had to use the same base currency for the shipment. This base currency was defined as the Workflow Currency. Even though alternate currency amounts could be added and invoicing could be in a different currency, the base currency remained the same.

With the latest update of TrakIT, it is now possible for companies in different countries to work on the same cross-border shipment and use their own preferred currency as the base currency.

When a new shipment is opened in the Finance module for the first time, a currency is automatically assigned to the shipment for the company selected. This currency is copied from the workflow currency. If the company has a default currency, then the default currency will be assigned instead of the workflow currency.

The currency selection is available right next to the company selection on the Finance view.

The currency can only be changed if there are no accounts in the estimates stage (i.e. the Finance Status is set to 'Empty').

Changes to the currency are logged to the Audit Log. If the currency needs to be changed after accounts have been added, all accounts must be deleted before the currency can be changed.

For any questions or clarifications, please contact TrakIT Support.

Activities

With the latest update of TrakIT, a new page called "Activities" has been introduced under the Workflows menu.

With the help of this new feature, you will be able to create tasks and activities as well as set reminders for the same.

This page can be accessed via Workflows > Activities.

Creating a new Activity:

Option 1:

Click on "New Activity" button.

Option 2:

To create a new activity for a specific entity, go to System > Entity Management > Select Entity > Activities Tab and click on the "Add Activity" button.

New Activity screen will appear as shown in the below image. As per your requirement, fill in the details and click on the "Create" button.

Kindly note, the list of "Activity Type" can be customized as per your requirements.

Permission / Role Access:

Access to this page depends on the permission granted. This can be managed through Admin > Role Management. 

Activities Page: Workflow > Activities

This page gives all the details of the activities for the user's company. However, the user can only modify/complete activities assigned to the user.

The "For" column displays the entity name for which the activity is created.

The activities can be filtered based on the various filtering options available.  Details can be downloaded by clicking on "Export" button.

For any questions or clarifications, please contact TrakIT Support.

Changes to Assets Module

In an upcoming update of TrakIT, please note that we will be linking assets with companies.

Note the following points carefully:

• Each asset will belong to a company (even if it is a third-party asset)
• Users (except SysAdmins) will only be able to see assets for their primary company and any additional companies they are assigned to
• The initial company for each asset will be based on responsible users / asset creators company
• Asset Types, Asset Categories and Asset Data will continue to be global and available to all companies
• ​While adding assets in Work Order it will list only those assets which belong to user's assigned company(s)

For any questions or concerns, please contact TrakIT Support.

Introducing Events & Data

With the latest Update of TrakIT, a new feature to manage "Events & Data" is provisioned. It helps you to perform a search for any event or data using given filters. It can show you the results across all workflows or for a specific Transport Document / Work Order / Container / Event / Data / as per value of the Event / Data. In the background of workflows, it also provides the flexibility to define the event/data ownership and due date which is dependent on any specific event(s) date. By having it defined it allows you to track and monitor which all events/data are overdue or overdue within 2 days or 5 days. 

Viewing Events & Data

You can navigate to it from Menu Workflows > Events & Data

It will show you below screen wherein you can make use of different filters to track and update events/data in a timely manner. It helps you to inform responsible owners about events/data which are overdue or getting due in a few days. You can download the list of such events/data simply by clicking on the export button. The access to view and update events/data is controlled by events & data permissions. 

Define the Event/Data Ownership

You can define the Event/Data Ownership by navigating to Admin > Workflow Definitions and follow below steps:

Step 1: Switch to Event/Data Tab 

Step 2: Click on any specific Event/Data wherein you can edit it by clicking on the

pencil icon

Step 3: Refer to "Owner Role" dropdown to define the Ownership, as shown below:

  

Define the Event/Data Due Days

You can define the Event/Data Due Days by navigating to Admin > Workflow Definitions and follow below steps:

Step 1: Switch to Event/Data Tab 

Step 2: Click on any specific Event/Data and then switch to "Due Days" Tab as shown below:

Step 3 : Click on "Add" button, it will populate below screen, wherein you can select the dependent Event and Offset Days as target for the completion of an event/data.

On "Events & Data" Page the "Event/Data Due Date" Filter (as shown below) works based on the defined due days against the events/data in the workflows (as shown above).

For any questions or clarifications, please contact TrakIT Support (support@trakit.in). We welcome feedback and suggestions for this new feature.