Work Order Operations

A Work Order contains all the information associated with a single container or load within a shipment.

Work Order Header

Work Order Header displays the basic information related to a work order. Most of the fields in the header (except container/load related details) are common to all work orders within the same shipment. The status of a work order can be Active, Abandoned, Cancelled, or Closed. For more information on work order status, see Glossary.

A work order header is displayed as follows:

To see other work orders belonging to the same shipment, click on the Shipment Name.

For example in the above screenshot, you need to click on

Here 3 represents the number of work orders and ID gives the unique ID of shipment. Shipment View window will open up:

Shipment View Window displays Workflow, Shipment ID, Customer, Shipment Type, Shipper, Cargo Type, Receiver, Total Weight, Commodity, Total Weight, and Total Volume in the Header section and displays the list of all work orders in this transport document, along with their ID, Container/Manifest numbers, Commodity, Container Size, Weight and the Last Event populated.

Some fields have icon beside them. Click on this icon to view complete information about that field.

The Data Display section displays all the data fields of the workflow that were selected to be displayed in the header at the time of their creation/edition. The list of services selected for various events of a work order (while defining work order events in the Event Definitions page) is also displayed in the work order header under the Services section.

Users can enter internal remarks for this work order in the Internal Remarks textbox. These remarks are used for internal purposes only. They can also enter Remarks for Customer, which will get included in the email updates that are sent to the shipper/receiver. Remarks for the transport document can be added in the Remarks for T/D textbox, these remarks are applicable to all work orders in this transport document.

Click on the 'Save' button below this to save the remarks to the work order.

Work Order Search & Tasks

Click on the icon next to the Work Order number to display a search option and available actions:

Modify Header- This action allows the user to edit the work order Header.

Reset Work Order- This action re-creates all work order events and data as per the workflow's current definition. Users can choose to clear existing Event dates and Data.

Change Transport Document/ Booking Number- This action allows users to change the Transport Document number for one, all, or multiple work orders belonging to a shipment. Please visit Changing T/D or S/I Number to know more about changing the Transport Document of a shipment.

Change Workflow/Services- Changing the workflow results in all events and data for this work order to be reset as per the newly selected workflow and/or service(s). Dates and data will be retained only for those Events and Data whose codes match the codes of the new Events and Data.

Duplicate Work Order- This action creates one or more copies of this work order. All header information (except for container number), Events/Data with a default "Apply To T/D" flag will be copied to the new Work Order(s). A maximum of 50 copies can be created at a time.

Close or Cancel Work Order- Work Orders can be canceled or closed manually. The Cancel work order option is used to cancel the work order. Canceled work orders are not included in any reports, statistics or dashboard. Close work order action can be used if a user wants to manually close the work order. It can be done by Power Users only. Canceled or closed work orders become disabled and no further changes can be made (except by Admins).

Work Orders are also automatically closed when all required events have been entered. Such work orders can be re-opened by Admins by removing one of the required events. Re-open Work Order option gets displayed (in the place of 'Close or Cancel Work Order') only if it is closed.

Delete Work Order- This action permanently deletes the work order from TrakIT. A work order can only be deleted within 96 hours of creation and only if there are no documents attached to it else the option will be disabled as shown above. In case there are documents attached to it, the work order can only be deleted after removing the documents.

Location Tracking- This action displays the current location of the user from the Start event until the End event is populated. PS: Location tracking needs to be enabled for the user. Please visit Location Tracking to know more about how to set up the tracking.

Depot List- This action allows the user to add, delete or re-order the depots

Shipment Finance- This action opens up the Finance Job page of the work order. Please visit Finance Job to know more about it.

Create PDF- This allows the users to create a PDF of the work order with all/some information contained in it as per choice. Along with the workflow header, remarks, events, data, documents and KPI alerts of this work order can be viewed in the PDF. The shipment details like other work orders in this shipment can also be viewed in the PDF.

Open Audit Log- Gives information about all the changes made to this work order by users, along with the local time and date and the name of the user who made the changes.


By default, the Work Order page opens in the Operations mode. The following tabs are available below which can be set accordingly from Admin -> Workflow Definition -> WO Tabs.

For more information on these sections, see Work Order Events, Work Order Data, Work Order Items, Documents, KPIs & Alerts, Forms, and Comments.