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Overview
Pre-trip approval (PTA) is a process put into place to better manage business travel by allowing a notification to be sent or submit 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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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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Benefits
Customizable: Deem utilizes
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JavaScripting, which allows for creativity when configuring approvals or notifications.
Allows for offline and online approvals.
Simple and quick process for Approver, simply click the Approve or Decline button within approval email.
Set up notifications and/or approval based on groups.
Limitations
Offline bookings
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Limited to what can be pulled from offline bookings
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.
Policy violation cannot be used as a trigger for PTA when booked offline.
Example: Offline booking where the travel 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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For these examples, you would need to
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configure all offline air or hotel bookings require approval or notification.
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Another option would be to configure to trigger PTA for offline bookings based on an itinerary or profile value.
Approvals and notifications are completed through email only:
Approvals are not available within the Desktop or Mobile app.
Approval and notification emails cannot be re-generated.
TMC does not have access to approve on the behalf of the client, or to see what trips are waiting approval.
Single layer approval process
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Bookings can be approved by one individual only
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:
Unable to require approval from more individual and then another.
Changes to approved trips will not be sent for approval.
Need to Know
Travelfusion and Instant Purchase carriers can be excluded from PTA.
Travelfusion and Instant Purchase carriers will be auto-approved.
Useful Terms
Primary approver:
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First user responsible for approving or declining trips triggered by the process.
Secondary approver: Second/backup User identified to take action for trips
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triggered by the process
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. If the primary approver does not take action within the configured amount of time, an approval request will be sent to the secondary approver.
Expired Bookings: Bookings which have not been approved or declined by the primary or secondary approvers within the configured amount of time.
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Expired bookings can be configured to auto-cancel.
Enabling PTA - Who to Contact
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Task
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Process / Helpful Hint
Contact Deem Channel Sales Director
Contact Channel Sales Director for initial Pre-Trip Approval set up:
Statement of Work (SOW) is required initial set
Pre-Trip Approval is a cost item
Deem
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assists with implementation of PTA for your first site.
Once you have Pre-Trip Approval set up on your Deem company domain, you will have the ability to program PTA on each of your clients’ sites as needed.
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Open Support Ticket
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Enable PTA on additional domains
PTA can easily be enabled on additional domains. Admins will only need to
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file a
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support ticket if they plan to use the travelers profiled approver.
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Open a Support Ticket with the following details:
Company Name
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Site ID
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Please enable Pre-Trip Approval for the above site, client is requesting manager to approval via manager within user profile
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Notes:
The Deem Configuration Team
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You can complete your programming while the ticket is opened with Deem. Once Deem has completed their process and you have completed yours, you can then go live.
Note: A Deem Support Tickets is not needed if client requires approvals via a default approver/static approver
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Gather information
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Task
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will enable the ability for the approver to be set in the traveler’s profiles.
Note: If configuring a static approver email within the PTA configuration, no email to support is required.
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Gather information
Approvals or Notifications
Determine if approvals/notifications will be sent to a static email or manager within the profile
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Determine if clients require approvals or notification:
Approvals Required: Approval email is generated, thereby requiring a manager from the traveler’s profile or a static approver to approve or decline a trip before being sent to the TMC for ticketing.
Notification only: Notification email is generated to manage within the traveler’s profile or static approver for notification purposes only. No action required on the behalf of the email recipient.
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Policy
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Identify Policy requiring Pre-Trip approval or notifications
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Queues
Identify processing queues
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Pending/Awaiting approval
Travelers are not alerted when notifications are sent.
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PTA Triggers
Identify parameters which will drive the PTA process. Examples of parameters that can be used are:
All Trips
Trip Cost
Class of Service
Travel Policy Violations
More examples can be found here.
If you require customized scripting for PTA triggers, please submit a request via a support ticket.
Queues
Identify processing queues
Approved/Ticketing
Declined
Expired
Configuring Custom PNR and Queues
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Task
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Process / Helpful Hint
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I think the instructions for the main configuration for PTA within the agency configuration should be listed first followed by the custom fields for PTA before PNR Edits and Queues.
Configuring Custom PNR and Queues
Configuring a custom PNR
Configure pending queue under Custom PNR
Click the Services tab
Click Travel Agency.
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Click Custom PNR.
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Select mapping to be configured.
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Navigate to the bottom of the mapping and click Add PNR Line.
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Enter or select values for the following:
Line No.: Enter line number which script will reside in your mapping. In this example we are using line 159.
PNR Field Type:
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For the “Pending Approval” remark select Accounting ID.
For “Approved,” ”Declined,” and “Expired,” remarks, select Pre-Trip Approval.
Custom PNR Requirement: Enter Script.
Requirement Type: Select Script.
GDS: Select the GDS your
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script writes to.
Click Save.
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PNR and Pre-Trip Approvals JavaScript are in many cases interchangeable.
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Queues
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Standard PTA scripts can be found here.
Enable PTA and Set Queues
Queues Programmed under Agency Configurations
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Select the Service tab.
Click Travel Agency.
Click Agency Settings.
Select
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the active settings name.
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Scroll to the bottom of the page and click
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Add PTA Configurations.
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Note: You may see Edit PTA Configuration if previously set up.
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Enter Pseudo-city and Queue for each Approved, Declined and Expired bookings.
Enter the time
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windows for the primary
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and secondary approvers to approve or decline the trip.
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Notes:
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.
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Tips:
The
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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.
Click on Save
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first time window is the time in which the primary approver has to make a decision. If the primary does not approve within this window, a reminder email will be sent as well as an approval request generated to the secondary approver.
The second time window is the time in which both the primary and secondary have left to make a decision before the PTA process expires.
Best practice is to select between 11 and 14 hours total as most fares will expire by the end of day.
Click Save.
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Setting Up Approvals and Notifications (Custom fields)
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Task
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Creating Custom Field Collection
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To configure the PTA Triggers:
Click the Services tab.
Click Custom Fields.
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Click Custom Field Collections.
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Click Add a New Collection.
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Complete the following:
Name:
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Enter a name, such as PTA, PTAManager, PTAGuest. Label clearly, name in a way that it define the collection clearly. No spaces or special characters.
Label: Will prefill from what is enter in the Name field
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. Update as needed. Spaces are acceptable.
Description:
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Click Ask for User Input on the Purchase Page
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This will be the header displayed to the user on the purchase page
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Click Save
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Creating Custom Fields
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alerting them that the reservation requires approval. HTML is supported here if you wish to change font size or color.
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Select Ask for User Input on the Purchase Page (required).
Select Save.
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You will be brought back to Custom Field Collections, where you will add the Pre-Trip approval notifications triggers to the collection.
Creating Custom Fields
Configure Pre-Trip Approval within Collection
Click on the Collection Name under Custom Field Collections.
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Click Add Custom Field
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.
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Complete the following:
Name: Enter Pre-Trip Approval Name. This does not display to the user.
Label: Will prefill from what is enter in the Name field, please update. Spaces are acceptable.
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Field Type: Select PTA
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This will display to the user above a box where the user can send additional details to the approver. Best practice is to label “Note to Approver” so the travelers know the purpose.
Field Type: Select PTA.
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Click Approval required or Notification only.
Decide whether to send the approval email to the manager within the profile, or to a default approver.
Click Send approval email to traveler’s profiled approver:
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if manager within profile is required.
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If the setting for "Send approval email to traveler’s profiled approver" is used, the default approver email value is required.
Notes:The default approver is ignored unless the traveler doesn't have a profiled
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approver. The default approver will be used in the case the traveler does not have an associated approver within their profile.
If approvers are to be taken from traveler profiles additional steps are required to first grant permission to approvers and then to associate travelers to approvers.
Leave Send approval email to traveler’s profiled approver: unchecked if default approver required.
Enter the email addresses for the default approver and the secondary approver. If the default approver has not approved or declined the itinerary within the defined period,
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a reminder email is sent to the
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primary approver and an approval request is sent to the secondary approver.
Select the following options:
Auto cancel declined PNR's?: Check box if trip should be cancelled if declined by approver.
Auto approve or cancel expired PNR's?: Select action that should be taken if trip has expired. Has not been approved within desiccated time established within Agency Settings.
Note:
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Only online generated reservations can be auto cancelled.
PTA Rules Description: Enter message which will be displayed on both the purchase page as well as email
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Click Advanced to enter JavaScript
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notifications. This should reflect the reason the trip has been submitted for approval (out of policy, class of service, price etc.)
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Click Advanced to enter JavaScript if specific conditions are required to trigger PTA.
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Enter JavaScript code.
Click Save
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Use Case JavaScripts
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Standard JavaScript Examples
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If you need further help creating a script, please open a Support Case
Example Script
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Simple script:
//
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INTERNATIONAL SEGMENT
var Int=UserPnrData.UserBooking.HasInternationalSegment;
if
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(Int=="
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Y")
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{out.print("true");}
else {out.print("false");}
Flying to specific airport:
//Alaska and Hawaii
if((UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="
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ANC")||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].
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DestinationAirportCode=="
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FAI") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].
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DestinationAirportCodee=="
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HOM")||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="
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JNU") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="
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HNL") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="
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KOA") ||
(UserPnrData.UserSession.AirSearch.FlightLeg[0].DestinationAirportCode=="
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LIH")
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||
(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
Click Back to Custom Field Configuration.
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Navigate back to Custom Field Configurations
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and
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click Custom Field Sets.
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Select the Set to which you would like to add PTA
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Click on Add Collection to Set.
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Click the check box next to collection you would like to add to the set and click
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Add.
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Optionally, adjust the order in which the fields appear and select Save.
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Confirm Travel Service Rules are updated properly, by ensuring you have the correct custom field sets assigned to the correct groups.
Commit Changes shown at the top of the screen.
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Test your settings thoroughly.
Setting up Permissions
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Task
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Process / Helpful Hint
Designating Approver Status Manually
Click
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the User tab.
Click
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Account Permission.
Click
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Travel Approver Permission.
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Click Save.
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Assigning Manager Manually to Traveler Profile
Click
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the Users tab.
Click
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Personal and Employee Info.
Click
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Travel Approver Name.
Select
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an approver from list.
Click
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Save.
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Upload Approver
You can upload a file to establish user-approver relationships. Templates are available under the Profile tab
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You may need to upload two separate profile uploads to establish an approver roll, and then a file to assign an approver to the user’s account.
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If you upload all files at the same time, there may be random issues with one
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of the files.
Note: Column Header and role is case sensitive
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To create an upload
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and establish Approver Role (See attached template), the following is needed:
externalID
userInfo.userName
userInfo.firstName
userInfo.lastName
userInfo.email
roleSet.role_1: Value ROLE_TRAVEL_APPROVER
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To create upload to assign manager to user profile (See attached template) the following is needed:
externalID
userInfo.userName
userInfo.firstName
userInfo.lastName
userInfo.email
userInfo.travelApproverID: Value externalID of manager
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Note: Ensure
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all custom fields, corresponding collections, and custom field sets, are created first before uploading profiles containing custom fields. If not, the upload will
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fail.
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Follow the same procedures as you would when uploading the Profile Upload.
siteid_upload.csv
Example: malissademo-deem_upload.csv (malissademo-deem is the SiteID of my demo site)
csv (comma delimited)
See HR Feed with Pre-trip Approval for more information.
Pre-trip Offline booked PNRs
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Task
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Process / Helpful Hint
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Steps
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Agent books trip and sends to mid-office
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The Agency queues the PNR to PNR Synchronization queue listed in Agency settings.
Note: Deem does not have an independent queue for for Pre-Trip Approval.
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Deem
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will determine if the reservation requires approval via the PTA configurations:
If trip is
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does not require approval, the TMC is responsible for sending to the ticketing queue..
If trip requires approval an email will be sent to the approver.
Once approved or declined it will be sent back to the
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designated queues for processing.
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.
Pre-trip approval messaging
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Process / Helpful Hint
Pending Approval Message
To Traveler – ‘Your trip is pending approval for travel. You will be notified once it is approved, and the trip will be sent to [agency name] for processing. Online changes are not allowed until the tip is approved for travel, please contact your agency directly for changes.’
To Approver 1 – Pre-trip approval required [rules description]
Reminder Approval Message
To Approver 2 – Pre-trip approval required. Primary approver did not respond within the expected timeframe. [rule description]
Approval Message
To Traveler – ‘Your trip has been approved for travel.’ Existing confirmation message – Your trip has been completed.
To Approver 1 – Pre-trip approval has been received and the trip has been sent to [agency name] for processing
To Approver 2 – Pre-trip approval has been received and the trip has been sent to [agency name] for processing
Declined Message
To Traveler – Your trip has been declined for travel. The trip has been sent to [agency name] for processing.
To Approver 1 – This trip has been declined for travel and sent to [agency name] for processing
To Approver 2 – This trip has been declined for travel and sent to [agency name] for processing
Declined Auto Cancel Message
To Traveler – Your trip was declined for travel and auto canceled. [existing auto cancellation message]
To Approver 1 – This trip was declined for travel and auto canceled
To Approver 2 – The trip was declined for travel and auto canceled
Expired Approval Message
To Traveler – Pre-trip approval was not received for this trip. The approval process has expired, please contact your agency for further assistance.
To Approver 1 – Pre-trip approval was not received for this trip and the approval process has expired.
To Approver 2 – Pre-trip approval was not received for this trip and the approval process has expired.
Notification Only Email
To Approver 1 – You are being notified that this trip has been sent to [agency name] for processing. [rule description]
Pre
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Task
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Process / Helpful Hint
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Waiting for Approval
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Bookings have not been approved or declined and are within the configured amount of time for review
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Trip Declined
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Bookings have not been approved or declined and are within the configured amount of time for review
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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.
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Pending Approval
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-trip Status
Status and Explanations
Waiting for Approval: Bookings have not been approved or declined and are within the configured amount of time for review.
Trip Declined: Bookings has been declined by the travel approver.
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.
Confirmed
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: Bookings which have been approved by primary or secondary approver and sent to ticketing.