Travel Registry: Content Management Follow

Travel Registry: Content Management

The Content Management tool allows you to build out forms and documents your travelers will need to complete as part of your office’s approval process. Note: This feature is only available with Terra Dotta's Enterprise Travel Registry.

These different types are explained below:

• Overview
• Form
  • Creating a New Form
  • Viewing and Editing a Form
• Useful Content
  • Adding a New Useful Content
  • Viewing and Editing Useful Content
• Signature forms
  • Using Signature Forms
• File Upload
• Reasons for Travel
• Custom Location Lists

Overview

The Content Management tool (Travel Admin > Content Management) allows you to build out forms and documents your travelers will need to complete as part of your office’s approval process. There are multiple types of content available to use for trip requirements:

• Forms - Require a traveler to fill in requested information
• Useful Content - Documents that display information you want the traveler to read and acknowledge
• Signature Forms - Require a traveler to read and provide their signature to agree to the document
• File Upload - Set up documents that can be uploaded
• Reasons for Travel - Set up which reasons for travel are available to select in trips

See Travel Registry: Workflow Configuration to learn how to deploy your content items to specific travelers.

Forms

Forms (sometimes referred to as “questionnaires”) are the first type of content you can create. You can see your list of existing forms in Travel Admin > Content Management > Forms tab.

Creating a New Form

A new form can be added by clicking the plus icon in the bottom right of the page.
This brings you to a page where you can build your new form.



The title of the form and the instructions you’d like travelers to see can be entered in the provided fields.
To add questions to the form, click the plus icon in the bottom right.
You’re presented with four options for the new question.

• “Create New” allows you to build a new question item from scratch.
• “Add Existing” allows you pull in a question used in another form. You’ll be brought to a filterable list of every question in every existing form and you can select which ones you wish to copy to this new form. This is useful when you need to repeat the same question across multiple forms.

• “Conditional Questionnaire” allows you to create a special “yes or no” question item that a traveler will be presented with first before answering the rest of the form. Depending on their answer to this question, they may or may not have to submit the rest of the form. In the “Sub Type” menu, you’ll choose whether or not the rest of the form should be displayed if the traveler responds with “yes” or “no” to the question.

• The “Add Existing Conditional Questionnaire” option functions the same way as the “Add Existing” option except that it provides a list of only the conditional questions you’ve created.

For our example, we’ll just choose “Create New” and  build a new question.



Here you enter the test of the question, instructions for the user regarding this question, and choose to make the question a required submission. If a question it not marked as “Required,” the travel will not have to answer it to submit their form.

The “Type” dropdown is especially important here as it allows you to determine the format of the question.


 

• Selection type questions allow you to build out a multiple choice question in which the user can be asked to select only one answer or multiple answer (determined by choosing the “Single” or “Multiple” sub-type after choosing the type.

• Field type questions provide the user with a field in which to enter text. There are four sub-types to the field type: Text, Numeric, Short Description, and Essay.

• Yes or No type questions give the traveler only a “yes” and “no” option from which to choose. A sub-type can be chosen to require the user provide an explanation depending on their answer.

• Date type questions simply ask the user to select a date for their response.

• The Rating question type prompts the traveler to provide a rating on a scale of 1 to 5.

• The Conditional type can also be selected here

You can add as many or as few question items as you like. They can be rearranged using the arrow buttons that appear next to the “Question order” text once multiple question items have been built.

A question item or question item option (for Selection types) can be removed by clicking the trash can icon.

Once you are done creating the form, click the “Active” toggle in the top right of the screen to make it available for deployment and click the “Create” button to save. The form will then be added to your existing list.

Viewing and Editing Existing Forms

Once a form is activated and has been deployed to travelers, you can use the “Check Usage” button to display a count of how many workflows to which the form is currently deployed and how many travelers have provided responses to it.



On your Forms list, you can click the name of a form to be brought to the editing page for that form. This is the same as when the form was first created.

Useful Content

Useful Content items are used to present information to travelers. They give you the most creativity in how the information is presented. Your useful content is managed in Travel Admin > Content Management > Useful Content tab.

From here, you’ll see a list of your existing useful content.

Adding New Useful Content

A new useful content item can be added by clicking the plus icon in the bottom right of your useful content list.



From this page, you can enter the title of your new document. Then, a text box is provided for you to build out the information you want to display. A section to include a video can be added by clicking the plus icon in the bottom right and selecting “Video.” Another content block for text can be added through the plus icon as well.

Clicking into a section allows you edit the contents. You can drag and drop different content blocks to resize them or re-arrange them on the page.

You can use the “Preview” eye icon to view what the content will look like to your travelers.

Once you are done, click “Create” to save the new content.

Viewing and Editing Useful Content

The same as with forms, you can click the “Check Usage” button to display the “Assigned” and “Replied to” tallies or click the name of the content to edit it.

Signature Forms

Signature forms are best used when you require a traveler to agree to a policy or you need to prevent some other agreement that requires a signature. Signature forms can be accessed in Travel Admin > Content Management > Signature Forms tab.

Using Signature Forms

As with regular forms and useful content, your existing signature forms are listed and you can view the usage statistics from this page. A new signature form can be created by clicking the plus icon in the bottom right.

The only difference with the creation of a signature form from that of a useful content item is that a signature form contains only one WYSIWYG field for content.

File Upload

The File Upload feature allows you to to require a traveler to upload a form on a profile or a trip.

To create a new File Upload option, simply click the plus icon to the bottom right. After naming the file, describe the purpose of this upload, choose a max file size and any acceptable extensions (such as pdf, xlxs, doc, etc), and create by clicking the 'Create' button in the upper right (to the right of the upload's name). 


File Upload is available on workflows in step 2, 'Then deploy'. To require a file on a profile, create a workflow that applies to 'On Profile Save'.

Reason for Travel

Reason for Travel gives you more options for enforcing your travel policy! You can ask your travelers to provide the reason for travel, and incorporate the answer into your workflows.  Create a list of reasons geared to your institution’s needs and use that list to require items for trip registrations, to manage a particular subset of trips, and more.



To create a Reason for Travel option, simply click the '+Add Reason' button.  If no reasons are created, 'Other' will show as an option. If 'Other'  is selected, the 'Description' field of the registration becomes required.



When 'Require 'Reason for Travel' when entering trips' is selected, the traveler cannot register a trip without first selecting at least one option from the dropdown. If 'Other' or more than one option is selected, the 'Description' field of the registration becomes required.



Reason for Travel is available on workflows in step 1, 'IF'. You can also filter on Reason for Travel on the 'Trip Search' page.

Custom Location Lists

This tool gives you the flexibility to drive location-based workflows that match your University’s unique risk-tolerance profile. Manage university safety policies or deploy location-specific information with custom location lists that you can use to trigger workflows. See Travel Registry: Custom Location Lists for information on using this feature.

Additional Resources

Here are other resources that may interest you: