Travel Registry: Settings

The Travel Registry settings page allows administrators to access and configure settings that impact their public-facing travel registry site. Four tabs house individual settings on the settings page: Profile Mappings, Site Settings, Site Details, and Other.

This article discusses the following setting options: 

• Access and Permissions
• Profile Mappings
  • Configuring Parameter Visibility 
  • The Role Parameter
  • Custom Parameters
• Site Settings
  • Primary & Secondary Site Colors
  • Login Button Logos
  • Site Access: Institutional Login Button, Non-Institutional Login Button, User Registration
  • Approver Passcode Verification
  • Help Text
  • Email Customization
• Site Details
  • Account Name
• Other
  • Force Completion
  • Requirement Reminder
  • Approver Reminders
  • Unpaired Reminder
  • Group Travel
  • Alternate Approver
  • Travel Registration Receipt Email
    • No Approval Required
    • Requirements Complete Email
  • Risk Rating Level Monitoring

 

Access and Permissions

The settings page is accessed by navigating to Travel Admin>Settings.

In order to access the Settings tab users should be in the following permission group:

• Travel Admin

 

Profile Mappings

The Profile Mappings tab allows admins to configure the following: 

• Which user information should be captured and reportable in analytics. 
• How the user's information appears in their profile. 
• Who can view the parameters within their profile (configured by user type).

 

The core (out-of-the-box) user parameters appear at the top of the profile mappings tab in the Travel Registry label column. Their Travel Registry labels appear greyed out and cannot be edited: 

In the column to the left of each core parameter is the Mapped Applicant Parameter. The options in this dropdown menu are the user parameters created in the backend with assistance from Terra Dotta Support or your Implementation Manager. Some of these parameters are SIS/HR integrated fields, meaning that once configured on the Profile Mappings tab, they will be populated with user information automatically within the user's profile as part of your Student Information System/HR integration. Other parameters might not be integrated with your SIS/HR system, so users will need to populate them within their profile manually. 
Note: To learn more about profiles and the SIS/HR integration process, see the following article: Travel Registry: Profiles & the SIS/HR Refresh

From the dropdown, the admin should select which parameter should map to the Travel Registry label: 

Configuring Parameter Visibility

Once the mapped applicant parameter column is configured, move on to the next 3 columns to configure if the parameter should be visible to the user within their profile.  If the box is checked in the Student, Staff/Faculty, or Other column, the user type with the check mark will be able to see the parameter within their profile. If the box is unchecked, the user will not see the parameter in their profile. 

 

In this rendered example, users with the role of Student or Other can see the "Major" parameter within their profile. Users with the role of Staff/Faculty will not see this parameter in their profile. 

Note: Permissioned admins can see all parameters within the user's profile, regardless of the configurations in the Student, Staff/Faculty, or Other columns. In the admin's view of a user's profile, the visibility icon indicates if the parameter is visible to the user: 

When configured to show to the user, users must complete core fields on their profile before they are granted access to other parts of Travel Registry.

Note: Be sure to save your configurations by clicking Save Changes at the bottom of the page: 

The Role Parameter

The Role parameter row allows admins to designate a user’s type by configuring which SIS/HR values indicate which user types. The Student and Staff/Faculty roles are for users who are members of your institution. These are the users you would expect to be included in your SIS/HR file (internal users). The Other role is for users who may be affiliated with your institution but would not be present in your SIS/HR file, such as volunteers, alumni, or spouses. Users not present in your SIS/HR file are considered external users. 

Admins can set a default user type for travelers from their institution using the (Select default role for Internal users) dropdown menu. Any new profile created will be automatically assigned the default role unless a SIS/HR feed value is present that maps to Student or Faculty/Staff: 

Note: If an admin manually edits the role parameter on a user's profile, the SIS/HR feed value will be ignored, and the system will retain the edited value. 

 

The Other role is optional. To enable it, select Other from the (Select default role for External users) dropdown:

The user's role determines which parameters are visible to them within their profile. For more information, see the section entitled Configuring Parameter Visibility. 

 

Custom Parameters

Up to 25 custom parameters can be configured in the section below the core parameters: 

In the Travel Registry Label column, designate a user-friendly label and select the applicant parameter that should be mapped to it. 

Note: If you need to create a parameter to map to your user-friendly label, contact Terra Dotta Support for help. 

Like with the core parameters, admins can designate whether a user with the role of Student, Staff/Faculty, or Other can see/edit eachcustom parameter in their profile using the Students, Staff/Faculty, and Other checkboxes to the right of the parameter. 

Note: Configuring a parameter and its value to show on a profile will allow the traveler to manually edit the value, even if the value was initially populated by the SIS/HR data file. Admins can always edit a value, even if it is not configured to show to the user(s). Once manually edited, the value will not be refreshed by the SIS/HR data file.

To learn more about Travel Registry profile parameters and the SIS-Refresh, check out the following article: Travel Registry: Profiles & the SIS Refresh.

Site Settings

The Site Settings tab allows admins to brand their Travel Registry site with their logos, colors, and institution-specific text:

• Admins can select a stock or custom Primary Color and Secondary Color.   
  
  
• Two logo options are available: the Login Button Logo, which also acts as the site’s favicon (the tiny icon on the browser’s menu bar), and the Logo, seen at the top of the login page for the public Travel Registry site.
  Note: The "Login Button Image" cannot be removed once configured.
  
  
• Admins can control access to their Travel Registry sites by limiting login and registration choices. This is achieved by enabling or disabling the:
  • • Institution login button: This is the Single Sign On (SSO) login, which allows internal users to log in using their institutional credentials: 
      
      Note: This login option requires SSO integration to function. For help, please contact Terra Dotta Support. 
    • Non-institutional login: This login option allows users to log in externally with their email and password: 
      
    • User Registration:  This option allows users to create their account. When enabled, this option appears at the bottom of the public Travel Registry site login, with text that states, "New to Travel Registry? Start Here": 
      
    • When all options are enabled, the login appears as follows: 
• Approver Passcode Verification requires approvers acting on an approval request email to submit a verification code to view the full approval request and submit their decision. Upon clicking the “HERE” link from the approval request email, a separate verification code will be sent to the approver’s email address. The approver will be directed to a security screen to enter the verification code before accessing the approval screen.
  
  
• The Help feature allows admins to provide help prompts for travelers as they progress through the travel registration process. Clicking the Select Help Text dropdown provides admins with the seven interface areas in which they can configure help prompts:
  
  Help text interface options are Trip List, Trip View, Profile, Content Center, Setting, Delegate Trips, and Travel Groups.
  Selecting an option, such as "Profile," brings the admin to the "New Item" configuration modal: 
  Here, admins can create custom help text and configure the dates on which the text should appear. Titles are optional and will appear to the traveler. The display content can be configured using a rich text editor, including customization options such as fonts, hyperlinking, chart creation, bullets, and more.
  If several messages are needed for the same interface, select Add new help item to add more. 
  If more than one help item is created, they can be rearranged to appear to the user in the desired order.
  When you're finished, save your changes by clicking Save Changes at the bottom of the screen. A checkmark will appear to the right of the interface area to denote that help prompts are in use on that page:
  

  

• Email Customization is a global setting that allows admins to add a header and/or a footer to all Travel Registry system-generated emails. Use the WYSIWYG editors to create and configure.  Clicking Send me an Email Preview sends a sample email to the logged-in admin.
  
  Note: Custom headers and footers are not applied to trip receipts because the content of those emails can be edited directly. Check out the Travel Registration Receipt Email section below for more information on customizing trip receipts.

 

 

Site Details

The Site Details tab provides essential information regarding your Travel Registry site. Typically, the only setting an admin would need to adjust is the Account Name field, which sets the institution name visible on the Travel Registry site. Before modifying the other settings, please consult with Terra Dotta.

Other

The Other tab enables administrators to adjust additional settings. By default, these settings are all disabled and must be enabled for use. 

Note: Whenever the following options are modified, Save Changes at the bottom of the page must be clicked to apply the changes.

 

Force Completion

Enabling "Force completion (on trip entry)" will require the traveler/delegate to complete all required items for the trip to be registered in the system.



Admins will be given the option to determine the number of days before incomplete trips are deleted. If this is set at "0", then incomplete trips will be deleted within 24 hours of attempting to be submitted. Admins with permissions can review these trips by navigating to Travel Admin>Admin Action>Deleted Trips.

 

Requirement Reminder

The option to set a "Requirement Reminder" is a two-part setting:

1. The first will send an initial reminder email [the designated number of days] before the itinerary starts to any traveler who has not completed all their required items as set in Travel Admin>Workflows. 
2. The second is the interval at which the system should send subsequent reminders to the traveler until all requirements are complete.

In the example below, the initial email reminder will be sent 45 days before the trip starts, and subsequent reminders will be sent every 2 days until all requirements are submitted.

 

Approver Reminder

"Approver Reminder" is a two-part setting and works similarly to "Requirement Reminder," but instead reminds approvers to submit their decision:

1. The first will send an initial reminder email the designated days after a trip was submitted for approval.
2. The second is the interval at which the system should send subsequent reminders to the approver until a decision is submitted.

In the example below, the initial email reminder will be sent one day after the trip is submitted for approval, and subsequent reminders will be sent every two days until the approval decision is submitted:

 

Unpaired Reminder

"Unpaired Reminder" sends reminder emails to the selected administrators every [number of days], prompting them to check the "Unpaired Reservations" page. This helps ensure that timely action is taken to resolve discrepancies with trips created on the travel registry site:

Group Travel

Using the " Group Leader Access " option, a group of selected staff members can be designated as group leaders. The list here is populated by the staff groups created in Travel Admin>Staff Management.

Members of the group selected here will be able to create group trips, view and communicate with their travelers, and create group trips when logged into the admin site and the AlertTraveler® app.

 

Alternate Approver

An alternate approver (or group of alternate approvers) can be set here. This functionality allows admins to designate staff members who should fill in as approvers if a gap exists in their approval workflows. For example, if a traveler whose department is “Music” requires approval from an approver in their department but no approvers are designated as being in the Music department, that step in the workflow will instead be sent to an admin's designated alternate approver. Designating multiple users as alternate approvers will create a simple approval group where any alternate approver can approve.

 

Travel Registration Receipt Email

When configured, this option automatically sends travelers a trip registration receipt email upon a trip being approved. Travelers and admins can also manually send the receipt email when viewing trip information by clicking the three vertical dots in the upper right corner.

When creating a new receipt (by clicking "Create a new Receipt"), admins are prompted to name the receipt and add content in the space with the text "Receipt Text." The content entered in this space will fill in sent emails at the beginning of the email before the receipt details.

Note: Travel receipts do not include the email header and footer content configured in the Email Customization setting. The text entered in this "Receipt Text" space appears in the exact location as the header text set by the Email Customization setting.

 

No Approval Required (optional)

If "No Approval Required" is selected, the receipt selected here will be sent whenever a trip is created that does not require approval.

 

Requirements Complete (optional)

If "Requirements Completed" is selected, the chosen receipt here will be sent once all requirements have been completed, in addition to any other receipts that may apply. Requirement completion is determined based on items that are designated as "Required" within workflows, with the following notes:

• The items shown in the "completed requirements" section of the email only show if the item itself is marked as required in the workflow.
• Signature forms are required by default and cannot be optional.
• If a form isn't required but the questions within the form are required, the "completed requirements" receipt will not be sent until the form is submitted.
  

 

Risk Rating Level Monitoring

The risk information provider selected here determines which type of risk level will be monitored for risk level changes. Monitoring choices include: 

• US Department of State (DOS)
• US Centers for Disease Control (CDC)
• Intelligence Provider

If an institution uses Multi-Campus functionality, the parent location will determine the monitored risk information provider for all child locations. 

Once admins have configured this setting, they will see the selected risk provider information in the Current Risk Rating column on their Trip Search page.