The Travel Registry Settings tab allows administrators to access and configure settings that impact their public-facing travel registry site. There are four tabs on the Settings page that house individual settings: Profile Mappings, Site Settings, Site Details, and Other.
This article will discuss the following topics:
Access and Permissions
The Settings tab is accessed by navigating to Travel Admin>Settings.
In order to access the Settings tab users must be in the following permission groups:
- Travel Admin
Profile Mappings
The Profile Mappings tab allows an amin to map travel registry information fields to the appropriate applicant parameters. They can also select a default role for users and map up to 25 custom parameters for their travel registry site and decide which type of user should see them in their Travel Registry Profile.
When shown, core fields (the fields listed above the custom must be completed by travelers on their profile before being granted access to other parts of the travel registry site.
For the custom fields, the value in the Travel Registry label column is the language a user will see for that field while the Custom Applicant Parameter value should be what the field is titled on an admin site and in the SIS/HR directory. Travelers can edit any profile fields they see, even when it's provided via the SIS/HR data file.
Note: Once manually edited by the traveler or admin, the value will not be refreshed from the SIS/HR data file.
The Role section allows admins to designate a user’s type by choosing which values indicate which type of user. The "Student" and "Staff/Faculty" roles are for travelers from an admin's respective institution (internal) and "Other" is for travelers not from their institution (external), such as volunteers, alumni or spouses. If their system is SIS-mapped, this section will reflect the student or faculty/staff designation as listed in the data file.
Admins can set a default user type for travelers from their institution using the dropdown menu. Any new profile created will be automatically assigned the given role unless changed by a SIS feed or an administrator.
If they wish to enable the "Other" role, simply select other from the dropdown on the right, "(Select default role for External users)".
These settings will also determine which fields are made available and must be completed by a user and on their profile (e.g. a student would see “Major” where a faculty member would instead see “Department).”
Up to 25 custom parameters can be configured at the bottom of the page. Admins can designate whether Students, Staff/Faculty or Other can see and edit each field using the checkboxes. When "Show" is not selected for any traveler types, only admins and approvers will see that value when viewing profiles. When "Show" is selected for at least one traveler type, those travelers, as well as admins and approvers, will be able to see that field.
Note: Configuring a parameter and its value to show on a profile will allow the traveler to manually edit the value, even if it's originally provided from the SIS/HR data file. Admins will always be able to edit a value, even if it is not configured to show to the traveler(s).
Note: Once manually edited, the value will not be refreshed from 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 page allows admins to brand their Enterprise Travel Registry site with logo, colors and institution-specific text. There are two logo options 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", which is what is seen at the top of the registration login page.
Note: The "Login Button Image" cannot be removed once the login page is set.
Admins also have greater control over who can access the registry by limiting login and registration options. This is accomplished by enabling or disabling:
- the institution login button (to use the corresponding institution's credentials to log in)
- the non-institutional login button (showing as login option to enter an email and password on the login page)
- the user registration option (for those without institutional credentials, showing as "New to Travel Registry? Start Here" on the login page)
The "Approver Passcode Verification" enables an admin to require approvers submit a verification code in order to view the full approval request and submit a decision. If “Approver Passcode Verification” is enabled, the approver will be directed to a security screen to enter a verification code before being able to access the approval screen. A separate email will be sent to the approver’s email address containing the verification code. If Approver Passcode Verification is disabled, clicking the “HERE” link from the email takes the approver directly to the approval screen.
At the bottom of the Site Settings page is the "Help" text configuration, where an admin can provide help prompts for their travelers as they progress through the travel registration process. Specifics on the "Help Prompts" can be found in the article Travel Registry: Help Prompts.
Email Customization
The Email Customization section 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 on "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. See Travel Registration Receipt Email below for more information on customizing trip receipts.
Help Prompts
Clicking the "Select Help Text" dropdown provides admins with the seven areas in which they can configure help prompts:
- Trip List
- Trip View
- Profile
- Content Center
- Setting
- Delegate Trips
- Travel Groups
Selecting an option, such as "Profile", brings the admin to the "New Item" configuration modal as well as an option to create additional help items (by clicking the "Add new help item" button).
After clicking "New Item", admins are able to configure the help prompt.
Enable and disable the prompt as desired. A start and end date can be configured in case this is a time specific notice, such as approaching deadlines. If an end date is included in the configuration, the help prompt will automatically disable once the end date passes. To the right of the dates provides admins with the ability to delete the prompt.
Titles are optional and will show to the traveler. The display content can be configured using a rich text editor, which includes customization options such as a variety of fonts, hyperlinking and chart creation, as well as bullets and more. If more than one prompt is created, they can be arranged to show in the desired order to the traveler.
A checkmark will appear to the right of the location name to denote that help prompts are in use on that page:
Traveler Perspective
Here are examples of what the traveler will see if help prompts are used in each possible area:
Profile page (with a help prompt title):
Trip page (without a help prompt title):
Trip View Page (multiple help prompts with titles):
Note: All tabs of the Trip View/Details page show all help prompts created under the "Trip View" category.
Content Center (without a help prompt title, available from the upper left hamburger menu):
Settings (without a help prompt title, available from the upper left hamburger menu):
Delegate Trips (with a help prompt title, available from the upper left hamburger menu):
Travel Groups (without a help prompt title, available from the upper left hamburger menu if listed as a group leader):
Site Details
The Site Details tab displays important information about the travel registry site. The only setting here that an admin will typically need to use is the “Account Name” field which allows them to configure the institution name that will appear on the travel registry site. Please consult with Terra Dotta before changing the other settings here.
Other
The Other tab allows admins to configure other miscellaneous settings. By default these settings are all disabled and must be enabled to use (as seen in the images).
Note: Whenever any of the following options is 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 in order 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 at Travel Admin>Admin Action>Deleted Trips.
Requirement Reminder
The option to set a "Requirement Reminder" is a two-part setting:
- The first will send an initial reminder email the designated number of days prior to itinerary start to any traveler who has not completed all of their required items as set in Travel Admin>Workflows.
- The second is the interval on which the system should sent subsequent reminders to the traveler until all requirements are complete.
In the example below, the initial email reminder will be sent 45 days prior to the trip start 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 for approvers to submit a decision:
- The first will send an initial reminder email the designated number of days after a trip was submitted for approval.
- The second is the interval on which the system should sent subsequent reminders to the approver until a decision is submitted.
In the example below, the initial email reminder will be sent 1 day after the trip is submitted for approval and then subsequent reminders will be sent every 2 days until all an approval decision is submitted.
Unpaired Reminder
"Unpaired Reminder" will deliver 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 that have been created on the travel registry site.
Group Travel
A group of staff members can be selected to be a designated group leaders using the “Group Leader Access” option. The list here is populated by the staff groups created in Travel Admin>Staff Management.
Members of the group selected here will not only be able to create group trips but they will be able to see and communicate with their travelers when logged into the admin site as well as 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 an approver if there is ever a gap in one of their existing 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 exist, 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 grant approval.
Travel Registration Receipt Email
This option can provide travelers with a trip registration receipt email automatically upon a trip being approved. Travelers and admins are able to manually send the receipt email when viewing trip information as well 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: The email header and footer content set in the Email Customization setting is not included in travel receipts. The text entered in this "Receipt Text" space appears in the same 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 receipt selected 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 on 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 questions within it 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.