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Click on desired document
Click on cloud symbol in the upper right-hand corner of your screen, this will allow you to download, save and/or print
Click on video above to see full demonstration (Coming soon)
Overview
Pre-Trip Approval trip approval (PTA)
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Overview
Pre-trip approval (PTA) is a is a process put into place to better manage business travel by allowing a trip to be approved or declined before it is ticketed. It offers an automatic method of controlling travel spending by designating travel approvers who can approve or deny a user's travel request.
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Useful Terms:
Primary approver: User responsible for approving or declining trips triggered by the process.
Secondary approver: User identified to take action for trips triggering the process if the primary approver does not take action within the configured amount of time.
Expired Bookings: Bookings which have not been approved or declined by the primary or secondary approvers within the configured amount of time. These are not automatically canceled.
Benefits, Limitations and Need to Know
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Task
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Process / Helpful Hint
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Benefit
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Robust policy capabilities – Deem uses JavaScript, which allows for creativity when configuring approvals or notifications.
Allows for offline and online approvals
Simple and quick process for Approver, simply click on the Approve or Decline button within email
Set up notifications and/or approval based on groups
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Limitations
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Offline bookings – Deem is limited to what they can pull from offline bookings
Deem cannot see what the lowest logical fare was at the time of booking with an agent. Both Hotel and Air
Example: If Policy states: Require approval or notification if travel booked is $200 over the lowest logical fare, or if booking a hotel that is $250 dollars over the lowest hotel rate. Deem is unable to process
For these examples, you would need to say all offline air or hotel bookings require approval or notification.
Approvals and notifications are completed through email only
Not available to approve through Desktop or Mobile app
Approval and notification emails cannot be re-generated
Single layer approval process. Unable to require approval from more than one person
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Need to Know
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Note: Travelfusion and Instant Purchase carriers will be auto approved
Travelfusion and Instant Purchase carriers can be excluded from PTA
Enabling PTA - Who to Contact
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Task
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Process / Helpful Hint
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Benefits, Limitations and Need to Know
Task | Process / Helpful Hint |
Benefit |
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Limitations |
Example: Offline booking where the policy states - Require approval or notification if travel booked is $200 over the lowest logical fare, or if booking a hotel that is $250 dollars over the lowest hotel rate.
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Need to Know |
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Useful Terms |
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Enabling PTA - Who to Contact
Task | Process / Helpful Hint |
Contact Deem Channel Sales Director |
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Open Support Ticket | If you have |
established at the domain level |
from above steps, you will only need to open a case if the client requires approval from manager within in profile
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Note: The Deem Configuration Team must enable Pre-Trip Approval before you deploy within your client’s site
Note: A Deem Support Tickets is not needed if client requires approvals via a default approver/static approver |
Gather information
Task | Process / Helpful Hint |
Approvals or Notifications |
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Policy |
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Queues |
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Configuring
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Custom PNR and Queues
Task | Process / Helpful Hint |
Custom |
PNR | Configure pending queue under Custom PNR |
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Click on Mapping which you would like to update
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The below example Is for a Sabre client, script written to line 159 follows the screen shot. You can adjust the output based on the GDS you are writing to
PNR Script:
//Ticketing Field for PTA Pending Approval
function zeroPad(num,count)
{
var numZeropad = num + '';
while(numZeropad.length < count) {
numZeropad = "0" + numZeropad;
}
return numZeropad;
}
if ((UserPnrData.DataType=="new" || UserPnrData.DataType=="purchase_hold")&&(UserPnrData.UserBooking.PreTripApprovalInfo.CurrentApprovalState=="WAITING_FOR_APPROVAL")){with (UserPnrData.UserBooking.AgencyTransactionDate)
{
var day=UserPnrData.UserBooking.AgencyTransactionDate.Day;
day=zeroPad(day,2);
out.print("7TAW" + day + Month + "/HOLD");}}
Approved, Ticketed/Declined and Expired Queues
Programmed under Agency Configurations
Go to Service tab click on Travel Agency
Click on Agency Settings
Click on Setting Name to be configured
Scroll to the bottom of the page and click on Add PTA Configurations
Enter Pseudo-city and Queue for each Approved, Declined and Expired bookings
Enter the time window for the primary approver to approve or decline the trip, and the time window for the secondary approver. The primary approver window is best set to 4 – 6 hours, with the alternate approver well before the 24-hour void window
Tip: The time windows should total less than 24 hours. Declined flights can be automatically canceled within 24 hours of purchase. If the flight is declined within the 24-hour void window, the ticket cost can be fully refunded.
Click on Save
Setting Passenger Name Record (PNR) Configuration
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Task
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Process / Helpful Hint
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Tip
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In order to ensure PNR scripts trigger properly
Mark the PNR Field Type as Pre-Trip Approval
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PNR and Pre-Trip Approvals JavaScript are in many cases interchangeable.
Setting Up Approvals and Notifications (Custom fields)
Task
Process / Helpful Hint
Creating Custom Field Collection
Enter the collection name into the Name field for each collection, such as PTA, pretripapproval or pretripnotification. Use a label which clearly defines the collection.
Be sure to click the checkbox for Ask for User Input on the Purchase Page. This will display on the Trip Purchase page, allowing travelers to enter additional notes to approver.
Creating Custom Fields
Click the radio button for Approval required or Notification only
Decide whether to send the approval email to the manager within the profile, or to a default approver
If you would like the manager listed in the traveler’s profile to receive the approval/notification email, click the box next to Send approval email to traveler’s profiled approver
Leave unchecked if you would like the approval/notification email to be sent to the default approver email, which you will need to provide in the next section
Note: If the setting for "Send approval email to traveler’s profiled approver" is used, the default approver email value is ignored unless the traveler doesn't have a profiled approver (secondary approver field is still applicable)
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Queues | Programmed under Agency Configurations
Note: You may see Edit PTA Configuration if previously set up
Note: The first time window is the time in which a reminder email will be sent to the designated approver if they have not taken action. The second time window is the time in which second reminder will be sent to the designated approver if they have not taken action. Tip: The time windows should total less than 24 hours. Declined flights can be automatically canceled within 24 hours of purchase. If the flight is declined within the 24-hour void window, the ticket cost can be fully refunded. Keep in Mind: If the trip has not been approved by the ticketing time line of the airline, the airline will auto cancel the trip.
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Setting Up Approvals and Notifications (Custom fields)
Task | Process / Helpful Hint |
Creating Custom Field Collection | Configure PTA Policy, which is located under Custom Fields
New Collection
Note: A field will appear on the purchase page allowing the user to enter additional notes to be sent to the approver
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Creating Custom Fields | Configure Policy within Collection
Note: If the setting for "Send approval email to traveler’s profiled approver" is used, the default approver email value is required. The default approver is ignored unless the traveler doesn't have a profiled approver
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Decide whether or not to automatically cancel declined itineraries
Pre-trip Offline booked PNRs
Task
Process / Helpful Hint
Steps
Agent books reservation and sends to mid-office
Agency mid-office queues PNR to PNR Synchronization queue listed in Agency settings
There is not a seperate queue for those reservations out of policy and those that are in policy, all PNRs are sent to the PNR Synchronization queue
Note: This is the same queue you should be sending all offline booked and changed/canceled bookings
Deem processes reservations based on PTA set up on site
Reminder: Not all offline bookings can be processed through Deem PTA, below are an example
If fare is $200 over the lowest logical fare require approval, DEEM does not know what the lowest logical fare was at the time of booking
You would need to create a PTA script to call all air bookings out of policy and require approval, if they want to capture for offline PTA
Note: Offline-generated or offline-changed PNRs and itineraries with expired approvals are not auto-canceled |
Click the Advanced link at the bottom of the Field Type Preference section to enter the JavaScript criteria for this field
Use Case JavaScripts
PNR and Pre-Trip Approvals JavaScript are in many cases interchangeable. For further Information: JavaScript Examples
Need further help creating a script, please open a Support Case
Example Script
Flying to specific airport
//Alaska and Hawaii
if((UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="ANC")||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="FAI") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCodee=="HOM")||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="JNU") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="HNL") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="KOA") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="LIH") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="ITO"))
{out.print("true");}else
{out.print("false");}
Add to Custom Field Set
Once you have completed programming PTA collection, you will then need to add it to the custom field set
Go back to Custom Field Configurations, and Click on Custom Field Sets
Click on Set which you would like to add PTA
Click on Add Collection to Set
Click check box next to collection you would like to add to the set and click on Add
You can adjust the order in which the fields appear and select Save
Confirm you have Service Rules updated as well
Ensure you have the correct custom field sets assigned to the correct groups
Commit Changes shown at the top of the screen
Please be sure to test.
Setting up Permissions
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Task
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Process / Helpful Hint
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Designating Approver Status Manually
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Click on User tab
Click on Account Permission
Click on Travel Approver Permission
Click on Save
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Assigning Manager Manually to Traveler Profile
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Click on User tab
Click on Personal and Employee Info
Click on Travel Approver Name
Select Approver from list
Click on Save
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Upload Approver
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You can upload a file to establish user-approver relationships. Templates are available under the Profile tab.
Before preparing your profile upload, consider, as a profile upload can be damaging if not managed correctly. See Preparing a Profile or Delegate Upload File, and keep in mind the following:
Save the upload file template as a new file before adding or changing rows and columns
Follow the template instructions to enter information in the new file
Follow these general steps when assigning the approver role to any profile:
Consulting the User Profile Fields page, locate the Role column (roleSet.role) in the new file for each approver
Enter ROLE_TRAVEL_APPROVER in the Role column (roleSet.role) for each user to be designated as a travel approver
Upload this new file to establish the approvers in your site
Follow these general steps to assign approvers to users:
After uploading the file to establish approvers in your site, you can then assign approvers to users
Consulting the User Profile Fields page, locate the Travel Approver ID column (userInfo.travelApproverID) in the new file for each user
Enter the external ID of the approver for this user, defined previously as ROLE_TRAVEL_APPROVER in the Role column (roleSet.role). For example, if the userInfo.travelApproverID value is 28846, then the user whose external ID is 28846 should already have been uploaded and already have been assigned the role of Travel approver (ROLE_TRAVEL_APPROVER) in the Role column (roleSet.role).
Upload this new file to establish the approver-user relationships
Ensure that all custom fields, corresponding collections, and custom field sets are created first before uploading profiles containing custom fields. If not, the upload will possibly fail.
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Use Case JavaScripts |
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Example Script |
//Alaska and Hawaii
if((UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="ANC")|| (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="FAI") || (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCodee=="HOM")|| (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="JNU") || (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="HNL") || (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="KOA") || (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="LIH") || (UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="ITO"))
{out.print("true");}else {out.print("false");} |
Add to Custom Field Set | Add PTA Collection to the appropriate Custom Field Set
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Setting up Permissions
Task | Process / Helpful Hint |
Designating Approver Status Manually |
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Assigning Manager Manually to Traveler Profile |
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Upload Approver |
You may need to upload two separate profile uploads to establish approver roll and then a file to assign approver to the user’s account. You may can try to upload all in one file, but please note there have been random issues with one file. Note: Column Header and role is case sensitive What is needed to create upload to establish Approver Role (See attached template)
What is needed to create upload to assign manager to user profile (See attached template)
Note: Ensure that all custom fields, corresponding collections, and custom field sets are created first before uploading profiles containing custom fields. If not, the upload will possibly fail. Please follow the same procedures as you would when uploading the Profile Upload
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Pre-trip Offline booked PNRs
Task | Process / Helpful Hint |
Steps |
Note: Deem does not have an independent queue for for Pre-Trip Approval
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Note: In the event the fare |
expires, the hotel is within the cancellation policy, or a trip will commence within the first approvers time window, the system will auto approve the |
trip. This is not a configurable item. |
Note this process is for both online and offline bookings.
Pre-trip approval messaging
Task | Process / Helpful Hint |
Pending Approval Message |
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Reminder Approval Message |
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Approval Message |
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Declined Message |
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Declined Auto Cancel Message |
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Expired Approval Message |
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Notification Only Email |
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Pre-trip Status
Task | Process / Helpful Hint |
Waiting for Approval | Bookings have not been approved or declined and are within the configured amount of time for review |
Trip Declined | Bookings have not been approved or declined and are within the configured amount of time for review |
Canceled | Bookings have been canceled either manually or by the pre-trip approval process if pre-trip approval has been configured to auto-cancel Note: Remember to manually cancel any expired trips if pre-trip approval is not configured to auto-cancel. Although the air ticket is not issued, the trip is not auto canceled and could incur hotel penalties. |
Pending Approval | These trips have been canceled either manually or by the pre-trip approval process if pre-trip approval has been configured to auto-cancel Note: Remember to manually cancel any expired trips if pre-trip approval is not configured to auto-cancel. Although the air ticket is not issued, the trip is not auto canceled and could incur hotel penalties |
Confirmed | Bookings which have been approved by primary or secondary approver and sent to ticketing |