Upcoming Changes to Advanced, Query and Workflow Report Access

TrakIT has the capability to allow users to build a wide variety of reports and automate the delivery of these reports at their convenience. Currently, such reports are accessible to all users who have access to the relevant workflows or companies.

With data security becoming an ever-increasing factor in online systems, and to keep TrakIT up to date with security and compliance requirements, access to reports will be changed in a series of updates.

The main changes to be implemented are listed below:

1) Report Owner

Every report will now belong to a user called the "Report Owner". A report will be accessible and modifiable only by the Report Owner or a System Administrator. This user shall be the responsible person for the report - this includes creation, adding fields, modifying subscriptions, setting recipients, etc. No other user (except SysAdmins) shall be able to make any changes to the report.

The creator of a report shall automatically become the owner. The owner (or SysAdmin) may also transfer the ownership of a report to another user.

Changes requested by a user for a report shall have to be approved by the Report Owner or a SysAdmin.

2) User Access Control - Manual Reports

For reports that are generated manually, the Report Owner must provide access to other users to be able to download/preview the report. Such access can be granted or revoked as needed to specific users. Users with access can only generate/download the report. No changes can be made to the report itself.

Access will be granted to users at the subscription level.

3) Report Recipients - Scheduled Reports

For scheduled reports, the Report Owner may add any number of recipients that will receive the report. These could be internal users/emails or external email addresses. Permission to add external recipients shall be controlled through Role Management.

4) Responsibility

The Report Owner shall be responsible for the data generated by the report and its security - allowing users access to download the report or adding users as recipients.

Please note that the above changes will be implemented in the next one or two weeks. If you have any questions or concerns about accessing your reports in the future, please connect with TrakIT Support.

Send Supporting Documents with Invoice

With the latest update of TrakIT, you can now attach supporting documents when sending an invoice to your clients.

This can be done for both Pro-forma and Final invoices. When generating a Pro-forma invoice or final invoice, you can select one or more documents on the right-side panel. A maximum of 10MB files can be selected.

Supporting documents are listed from the shipment, invoice documents or WO documents linked to the invoice accounts.

For any questions or clarifications, please contact TrakIT Support.

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.