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Event Definitions

  The Work Order Events section explains how work orders are defined once a corridor is created.

Creating a New Event
  1. From the Master Event Field drop down list, select the desired event. If the desired event does not exist in this list, it can be created in the Events/Data table of Master Tables.
  2. Leave the Currently Active checkbox as selected. It can be de-selected later if the event becomes inactive.
  3. Enter any specific information related to the event in the Specific Info/Suffix field. This information is appended to the Event name selected in the Master Event Field list.
  4. Select the 'Apply to T/D' checkbox if, by default, the event should apply to all work orders belonging to the same shipment.
  5. Select Responsible Office for the event from the drop down list.
  6. Select Updatable by Mobile checkbox to make the event update-able by mobile. This allows the event to be updated via TrakIT Mobile.
  7. A default value for the Unique Event Code is supplied based on the Event Field selected. The code must not be changed unless it is necessary to maintain uniqueness of the code.
  8. Mark No N/A Allowed checkbox if the event cannot contain the value N/A (Not Applicable/Available).
  9. Select a Background Color from the drop-down list if the event should be displayed with a specific color.
  10. Select Is Start Event if the event is the first or starting event of the shipment.
  11. Select Information Only if the event is just information, and not a real event. For instance, ETA Vessel (Estimated Time of Arrival of the vessel) is just an estimated time, it’s not the actual time of an event.
  12. Select Required Event if the event must be populated for the work order to be closed.
  13. The field Customer Access has three options: NoAccess - The event is not relevant to customers , Visible - The event is relevant to customers and the event can be set as the status of the work order and Updatable - The event is visible and also updatable by the customer.
  14. Selecting Requires field specifies other data/header/event fields to be populated before TrakIT will allow the event to be populated. For example, you can specify that the event "ETA Vessel" can only be populated once the name of the vessel has been entered in the data field.
  15. Normally a new event created will only be applied to work orders created for the corridor thereafter. If the event must be applied to existing work orders as well, select the checkbox Add event to existing open work orders as well. This will add the event to all open work orders for the corridor.
  16. Finally, click on the 'Save' button to create the event.

The event now appears as follows:



The  icon indicates that this event is required to be populated (either with a date or NA) before the work order can be closed. In order to update other details like workflow,functions etc to an event hover over the  menu.The following list will appear:
Assigning Workflow to an Event
Click on the  icon from the above menu to assign workflow to the event. The following dialog box is displayed:

Enter the user name in Users to Notify text box if the customer is to be notified by email when the event is updated.
Assigning Services to an Event

Click on the  icon from the above menu to assign services to the event. The following dialog box is displayed:


Select the appropriate services for this event and click on the 'Save' button.

Assigning Functions to an Event

Click on the  icon to assign functions to this event. The following dialog box is displayed:


Select the appropriate functions for this event from the list and click on the 'Save' button.

* Info Only event cannot be used with Start Event, Required Event or Notify Customer.
Assigning Delay Tracking to an Event
Click on the icon to assign functions to this event. The following dialog box is displayed:

Select Tracking Type and action from the drop down menu if applicable to the event. See Delay Tracking.


Editing an Event

Click on  icon on the right end of the row to edit the event. The following window pops up:
 


Under Additional Actions, select Apply event to existing open work orders where event is missing to apply it to all work orders which are open and where this event has not been present.

Select Remove event from existing work orders where not applicable to remove this event from all existing work orders in the system where it is no more applicable. If, for instance, services selected for ETD vessel event is changed to Export only, then selecting this checkbox will remove this event from existing work orders where services selected is not Export only.

Click on the 'Save' button to save changes to the event definition.

Deleting an Event

Click on  icon if the event is to be deleted. A confirmation dialog box appears as follows: 

An event cannot be deleted if it is used in one or more work orders. Force Delete checkbox under Additional Actions can be selected to remove this event from all work orders as well as reports where it is used.

Click on the 'Delete' button to delete the event and all data associated with it.
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