Content Management allows admins to create and manage all of the content that travelers need to complete, streamlining the trip registration process for travelers and admins alike.
This article discusses the following topics:
- Access and Permissions
- Forms
- Useful Content
- Signature forms
- File Upload
- Reason for Travel
- Custom Location Lists
See Travel Registry: Workflow Configuration to learn how to deploy your content items to specific travelers.
Access and Permissions
The Content Management page is accessed by navigating to Travel Admin > Content Management.
In order to use this tool, the admin must be in the following permission groups:
- Travel Admin
Forms
Forms (sometimes referred to as “questionnaires”) are essential for gathering information from travelers. Admins can see their list of existing forms in the Travel Admin > Content Management > Forms tab:
Creating a New Form
A new form can be added by clicking the "+" icon in the bottom right of the page.
This brings you to the form builder where you can build your new form:
The provided Add Title and Add instructions fields can be used to enter the form's title and the instructions travelers should see. To add questions to the form, click the "+" icon in the bottom right corner:
To add questions to the form, click the "+" icon in the bottom right corner.
Taking this action presents four options for the new question:
1. Create New allows you to build a new question item from scratch.
2. Add Existing allows you to 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 repeating the same question across multiple forms:
3. Conditional Questionnaire enables the creation of a specific yes or no question that is presented to a traveler before they proceed to the rest of the form. Their response to this initial question determines whether they must complete the following questions within the form. Within the Sub Type menu, you can select whether to display the following questions within the form based on the traveler's yes or no answer:
4. 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.
In the following example, we’ve chosen Create New to build our new question:
Here, 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 as it determines the format of the question:
Question types include:
- Selection questions allow you to build a multiple-choice question in which the user can be asked to select only one answer or multiple answers (determined by choosing the “Single” or “Multiple” sub-type after choosing the type).
- Field 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 questions give the traveler only a “yes” and “no” option from which to choose. A sub-type can be chosen to require the user to provide an explanation depending on their answer.
- Date questions ask the user to select a date for their response.
- Rating questions prompts the traveler to provide a rating on a scale of 1 to 5.
- Conditional Questionnaires can also be selected from the Type dropdown.
There is no limit to the amount of question items that can be added to forms, though best practice is to keep forms less than 20 question items. Questions can be rearranged using the arrow buttons that appear next to the “Question order” text once multiple question items have been built:
Clicking the trash can icon removes a question item or question item option from a form.
Once the form is fully configured, click the Active toggle at the top right of the screen. Taking this action makes the form selectable as an option to deploy via workflows. Last, click the Create button to save.
Viewing and Editing Existing Forms
Once a form is activated and deployed via workflow to trips, the Check Usage button , can be clicked to display the number of workflows to which the form is currently assigned and the number of travelers who have responded to it:
On your Forms list, click the name of any form to be brought to the form builder for that form.
Form Question Responses as Workflow Conditions
Form questions are unique because traveler responses to these questions can be used as conditions for On Trip Save, On Trip Approval, On Trip Create, Pre-Departure, Prior To Return, and On Trip Cancel workflows:
To add a question response as a workflow condition, select Question Response as a condition within step 1 (IF) of the workflow builder modal.
Useful Content
Useful Content items are used to present information to travelers. They give admins the most creativity in how the information is presented. 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 "+" icon in the bottom right of your useful content list:
From this page, proceed by entering the title of your new document:
Lower, a text box is provided to enter the information that should display. A video section can be added by clicking the "+" icon in the bottom right and selecting “Video.” Another content block for text can be added through the "+" icon as well:
Clicking into a section allows you to edit the contents. Drag and drop different content blocks to resize or re-arrange them on the page.
The “Preview” eye icon allows you to view how the content will appear to your travelers.
Once you are done, click Create to save the new content.
Viewing and Editing Useful Content
To edit useful content, click the name of the content item to be brought to the useful content builder
Signature Forms
Signature forms are best used when a traveler should formally agree to a policy, or be presented with an agreement that requires a signature. Signature forms can be accessed in Travel Admin > Content Management > Signature Forms tab.
Creating Signature Forms
Admins can create a new signature form by clicking the "+" icon at the bottom right:
Admin will be prompted to add a title to the new signature form. Configuring signature forms is similar to configuring essential content, the signature form builder contains only one WYSIWYG field for content. Once complete, click the Create button:
Viewing and Editing a Signature Form
To edit signature forms, click the name of the content item to be brought to the signature form builder. Once a signature form is activated and deployed via workflow to trips, the Check Usage button , can be clicked to display the number of workflows to which the form is currently assigned and the number of travelers who have responded to it:
File Upload
The File Upload feature can be used whenever a traveler needs to upload a form to their profile, or their trip.
Note: For the document to apply to the traveler's profile, rather than their trip, the file upload must be deployed by an On Profile Save workflow or an Before First Trip workflow. If the Before First Trip is used, the file upload will appear on the trip as well as the profile.
Creating File Uploads
Click the "+" icon at the bottom right to create a new File Upload content item. After naming the file, describe the purpose of this upload, with appropriate instructions, choose a max file size and any acceptable extensions:
- doc
- docx
- xls
- slsx
- csv
- jpg
- jpeg
- gif
- png
Once all is configured, click the Create button in the upper right, to the right of the upload's name:
Viewing and Editing File Uploads
File Upload is available on workflows in step 2, Then deploy, of the workflow builder. To require a file on a profile, create a workflow that applies to 'On Profile Save'.
Reason for Travel
Reason for Travel gives admins more options for enforcing their travel policy. With Reasons for Travel, admins can ask their travelers to provide the reason for their trip and incorporate the answers a condition in your workflows.
Reason for Travel can be accessed in Travel Admin > Content Management > Reason for Travel tab:
To create a Reason for Travel, click the "+Add Reason" button:
In the box titled Reason provide a name for the Reason for Travel:
Use the Status dropdown menu to change the Reason for Travel to either public or internal, and click the blue save button to save changes at the bottom of the page:
Other is provided as a default Reason for Travel.
When Require 'Reason for Travel' when entering trips is selected at the tops of the page, the traveler cannot register a trip without first selecting at least one option from the Reason for Travel dropdown:
Reason for Travel as Workflow Conditions
Reason for Travel is available to add as a workflow condition in step 1, 'IF' of the workflow builder modal in the following workflows:
- On Trip Save
- On Trip Approval
- On Trip Create
- Pre-Departure
- Prior to Return
- On Trip Cancel
Custom Location Lists
Custom Location Lists all admins to create location-based workflows that match their institution's unique risk tolerance policy. To learn more about Custom Location Lists, see the following article: Travel Registry: Custom Location Lists.