Travel Registry offers two ways to obtain documentation for trip registration: PDF Travel Summaries and Travel Registration Receipt Emails.
This article will discuss the following topics:
- Access and Permissions
- PDF Travel Summaries
- Travel Registration Receipt Email
- Deploying Custom Receipts
Access and Permissions
Permissions
Admins must be in the following permission group to access PDF Travel Summaries and Travel Registration Receipt Emails:
- Travel Admin
Travelers can access both PDF Travel Summaries and Travel Registration Receipt Emails for their own trips; no permissions are needed.
Access
Admin Perspective
To access PDF reports, navigate to Search>Trip Search and click on an individual trip.
Traveler Perspective
To access PDF reports, navigate to Trips and click on an individual trip.
Admins and travelers can click the 3 vertical dots in the upper right while viewing trip details:
PDF Travel Summaries
Travel Registry now makes it easy to generate a PDF copy of important trip details. Two versions are available for travelers, approvers, and admins when attempting to export the PDF:
- Full PDF summary
- Brief PDF summary
Both versions contain
- Basic profile and contact information about the traveler
- Trip details (name, reason, status, itinerary, risk ratings)
- Registration requirements (including responses)
- Approval history with log
The full summary also contains all custom profile fields configured on your site.
Travel Registration Receipt Email
The Travel Registration receipt email automatically sends a trip registration receipt upon trip registration for trips that do not require approval, as well as after a trip is approved. You can customize receipts to meet your institution's needs, such as including specific messages for high-risk travel versus non-high-risk destinations.
To configure, navigate to Travel Admin>Settings>Other tab and click Enabled.
After enabling the setting, receipts can be created by clicking Create New Receipt. Provide a name for the receipt and add a custom message in the content box, clicking Save Receipt when the changes are complete.
Once receipts are created, one must be selected in the bottom configuration option, "Receipt for 'No Approval Required'. Be sure to save the page to save the receipt selected here.
Deploying Custom Receipts
Custom receipts, such as those for a particular type of travel, can be deployed using the "On Trip Approval" workflow. On the 'Then deploy' step, choose "Receipt Email" as the type and select the desired receipt template. In the example below, once a trip is approved that meets the criteria in the "If" step, the "High Risk Travel - Student" receipt will be sent to the traveler.
Travelers and admins are able to manually send the receipt email as well by clicking the three vertical dots in the upper right corner when viewing trip information.
The following is a copy of the email (subject: Travel Receipt for [TRIP NAME]). The list of requirements will vary based on your process.