Create a New Dispatch

To create a new dispatch, go to the Dispatch Module Home Page. 
 
 Click the “New Dispatch” button, which automatically opens to a new dispatch details page. 
 
 Select the edit dispatch properties icon to the right of the dispatch status to open the Dispatch Properties Modal. 
 
 Input a dispatch title and appropriate tags. Select the dispatch status and who can view incidents from the menu provided. Input and relevant dispatch notes and a footer for the distribution list if desired.  Select the “Save” button and the changes are now reflected on the Dispatch Details Page. 
 A title field is not required for a dispatch, as the dispatch number is the unique identifier. 
 
 There are ten sections that comprise a dispatch. An explanation of each section is included in the table below. 
 Dispatch Detail Page Section Explanations Section Explanation Itinerary The itinerary section can be added to the dispatch details page, outlining any activity and waypoints associated with the dispatch. Itinerary Status Indicator Explanations Status Indicator Explanation The white status shows for a dispatch activity or waypoint shows prior to the expected start date/ arrival time. The red status shows for a dispatch activity or waypoint when it is part the expected start time or arrival time and the actual date / time has not been updated to actual values. The checkmark designates that that the actual start and finish times have been input for the activity / waypoint. How To: Add a Waypoint to an Itinerary How To: Add an Activity to a Dispatch Itinerary To add an activity to the dispatch itinerary, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you wish to add an activity to. 
 
 This opens the Dispatch Details Page. 
 
 Select the plus sign box icon to the right of the Itinerary header, opening the Add Activity Modal. 
 
 Input the new activity title, expected start and finish dates, as well as any relevant activity note. 
 Selecting the pencil icon will allow you to edit time zones as needed. 
 Select “Save” and the Activity now shows on the Dipatch Details Page. 
 People People can be added to the dispatch details page. How To: Add People to a Dispatch To add people to a dispatch, open the specific dispatch you wish to add people to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 People can be added to a dispatch by selecting the plus sign icon to the right of the People column header or by selecting the identification icon. Selecting the identification icon will allow you to add people through their certification role. 
 
 To Add People to a Dispatch through People 
 Select the plus sign to the right of the People Section header. This opens the Add People Modal. 
 
 Select the KAStrack user to be added to the dispatch from the dropdown menu. There is an External User option if the individual is a not a KAStrack user. The system will automatically input the First , Last and username as the Display Name. This can be edited. 
 Add any notes regarding the user being added to the dispatch as desired. 
 Select “Save” and the user is added to the dispatch page. 
 To Add People to a Dispatch through their Certification Role 
 To add people to a dispatch through a certification role, select the identification card Icon to the right of the plus sign in the People Column. This opens the Add People by Certification Role Modal. 
 
 First, select the desired Certification Role from the dropdown menu. 
 Selecting the checkbox will only show people who are not red in this role. The People associated with the selected certification role will now be displayed in the the People dropdown menu. 
 The Display Name will auto populate with the First, Last, and username of the individual. Edit as desired to indicate the display name and add relevant notes. 
 Select “Save” and return to the dispatch page. Once added, hovering your cursor over the displayed name shows icons that open the individual user page, that edit the People attachment, and delete the People attachment from the dispatch details. Certifications Certification roles can be added to the dispatch details page. How To: Add Certifications to a Dispatch To add certifications to a dispatch, open the specific dispatch you wish to add certifications to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Certifications can be added to a dispatch by selecting the plus sign icon to the right of the Certifications column header. 
 
 This opens the Add Certifications Modal. 
 
 Certifications can be selected from the dropdown menu. Edit the display name as desired, and add any notes relevant to the certification. 
 Select “Save” and the certification now shows on the dispatch. Documents Documents can be added to the dispatch details page. How To: Add KAStrack Documents Module Files to a Dispatch To add documents to a dispatch, open the specific dispatch you wish to add documents to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Documents can be added to a dispatch by selecting the plus sign icon to the right of the Documents column header. 
 
 This opens the Add Documents Modal. 
 
 Select the appropriate document to be added to the dispatch from the drop-down menu. 
 Only the documents the user has permissions to view and access will be displayed. 
 Edit the display name as desired and input any notes regarding the document. 
 Select the “Save” button and the document will be added to the dispatch. Once added, hovering your cursor over the displayed name shows icons that view the attached file, that edit the Documents attachment, and delete the Documents attachment from the dispatch details. Assets Assets can be added to the dispatch details page. How To: Add Assets to a Dispatch To add assets to a dispatch, open the specific dispatch you wish to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Assets can be added to a dispatch by selecting the plus sign icon to the right of the Assets column header. 
 
 Selecting the plus sign icon opens the Add Assets Modal. 
 
 Select the asset you wish to add to the dispatch from the dropdown menu. Edit the display name if desired. Include any notes relevant to the asset and select the “Save” button. 
 The asset will now show on the Dispatch Details Page. Actions Actions can be added to the dispatch details page. How To: Add Actions to a Dispatch To add actions to a dispatch, the action group template being linked to the dispatch must already have been created. 
 How To: Create a New Action Group Template To create a New Action Group Template, select Templates from the Actions Module Main Menu, opening the Manage Templates Page. 
 
 Select the “New Template” button, opening the New Template Modal. 
 
 There are several fields associated with the creation of an action group template. 
 Action Group Field Input Explanations Field Explanation Title Input the title for the new action group. Status An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. 
 To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. 
 
 Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. 
 
 Select the appropriate action group status from the dropdown menu provided and select “Save”. Workflow The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization. Default Warn Before Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date). Date The Action Group Date is flexible in concept and can be used as bet fit by your organization. Description Input a description for the action group. Tags Include any open, permissive, or restrictive tags as desired. Budget ($) Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget. Budget Alerts Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add A Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. 
 
 This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. 
 
 Select the Action Group Properties Icon, opening the Action Group Properties Modal. 
 
 Select the clickable “Add Alert” link, expanding the modal to include new fields. 
 
 The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. 
 Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. 
 
 Multiple budget alerts can be customized within the action group. Budget Approvers Select the desired budget approver group from the dropdown menu. Note: Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab. Send an Inactivity alert after # of days An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference. Send the inactivity alert to Input the users and roles you wish to receive the inactivity alert. Admins Input the users who are to be identified as Admins for the Action Groups. Users / Roles who can view this group Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group. Users / Roles who can edit their own actions Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group. Focal Point User For this Group Identify the focal point user of the group. This field is purely informational. There are no permissions associated with the focal point designation. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point. Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default. Edit All Fields Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files. Edit Action Status Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status. Add Comments Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action. Delete Own Comments Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action. Upload Files Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action. 
 After inputting the appropriate information into the modal, select “Save”. 
 The new Action Group Template will be displayed on the Templates Page in the Action Group Templates Table. 
 
 To add actions to a dispatch, open the specific dispatch you wish to add an action to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Actions can be added to a dispatch by selecting the plus sign icon to the right of the Actions section header. Selecting this icon opens the Add Actions Modal. 
 
 Select the appropriate pre-created action group template from the drop-down menu. Input the name you want displayed on the dispatch details page. Include any notes relevant to the asset and select the “Save” button. 
 The action group will now show on the Dispatch Details Page. Reports Reports can be added to the dispatch details page. How To: Add Reports to a Dispatch To add reports to a dispatch, open the specific dispatch you wish to add reports to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Reports can be added to a dispatch by selecting the plus sign icon to the right of the Reports column header. 
 
 Selecting the plus sign icon to the right of Reports opens the Add Reports Modal. 
 
 Select the report you wish to add to the dispatch from the dropdown menu. Edit the display name if desired. Include any notes relevant to the report and select the “Save” button. 
 The report will now show on the Dispatch Details Page. Forms Forms can be added to the dispatch details page. How To: Add Forms to a Dispatch To add forms to a dispatch, open the specific dispatch you wish to add forms to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Forms can be added to a dispatch by selecting the plus sign icon to the right of the Forms column header. 
 
 Selecting the plus sign icon to the right of Forms opens the Add Forms Modal. 
 
 Select the form you wish to add to the dispatch from the dropdown menu. 
 Select the “Allow Entries to be Automatically Attached” of you would like the entries on this form to be linked to the Dispatch Details Page. 
 Select the “Require an entry before dispatch can be completed” checkbox if you would like to require that a form entry is submitted before the dispatch can be marked as completed. 
 Edit the display name if desired. Include any notes relevant to the report and select the “Save” button. 
 The form will now show on the Dispatch Details Page. Distribution List Users and certification roles can be added to the dispatch distribution list. How To: Add Distribution Lists to a Dispatch Distribution Lists are the individuals designated to receive a PDF copy of the dispatch orders, sent through the KAStrack Communications Module. They can be pre-defined in the Dispatch Module 
 To add distribution lists to a dispatch, open the specific dispatch you wish to add a distribution list to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Distribution Lists can be added to a dispatch by selecting the plus sign icon to the right of the Distribution List column header. 
 
 Selecting the plus sign icon to the right of Distribution List opens the Add People and Certification Roles Modal. 
 
 Pre-defined distribution lists, users, and certification roles can all be selected via the dropdown menu. Pre-existing distributions lists can be created within this module. 
 How To: Create a Pre-Defined Distribution List To create a new pre-defined distribution list, go to the Distribution Lists Tab on the Settings Page of the Dispatch Module. 
 
 Click the “New Distribution List” button above the Pre-Defined Distribution List Table opening the New Distribution List Modal. 
 
 Input the Title of the new distribution list. Clicking the Members field will open a dropdown menu of all Users and Certification Roles that can be added to the Distribution Lists. Multiple selections can be made. 
 Select the “Save” button and the new distribution list will now show in the Pre-Defined Distribution List Table. 
 
 Edit the display name if desired and select the “Save” button. The individuals on the distribution list will now show on the dispatch details page. 
 An individual will only be listed once even if they are in multiple pre-defined distribution lists. Pre-defined Distribution Lists can be created on the Settings Page of the Dispatch Module and added to the dispatch. How To: Create a Pre-Defined Distribution List To create a new pre-defined distribution list, go to the Distribution Lists Tab on the Settings Page of the Dispatch Module. 
 
 Click the “New Distribution List” button above the Pre-Defined Distribution List Table opening the New Distribution List Modal. 
 
 Input the Title of the new distribution list. Clicking the Members field will open a dropdown menu of all Users and Certification Roles that can be added to the Distribution Lists. Multiple selections can be made. 
 Select the “Save” button and the new distribution list will now show in the Pre-Defined Distribution List Table. 
 Approvers Approvers can be added to a dispatch and approval can be required for any dispatch status change. How To: Add Approvers to a Dispatch To add approvers to a dispatch, open the specific dispatch you wish to add approvers to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page. 
 
 Approval can be required for any dispatch status change (Scheduled, Ready to Dispatch, Dispatched, Completed, Canceled, and Archived). Approvers can be added to a dispatch by selecting the plus sign icon to the right of the People column header. 
 
 Selecting the plus sign icon to the right of Approvers opens the Add Approvers Modal. 
 
 The first dropdown menu opens to dispatch statuses. 
 
 Select what part of the dispatch process needs approval. 
 Use the second dropdown menu to select the user or role that needs to approve the status change. 
 Edit the display name if desired and select the “Save” button. 
 The approvers and the status their approval is required to reach are now displayed on the Dispatch Details Page. Once added, hovering your cursor over the displayed name shows icons that edit and delete the approver attachment to the dispatch details.