Travel Registry's Trip Search feature allows admins to search for travelers based on their profile & trip details, including the destinations of the trip and the start and end dates.
This article will discuss the following topics:
Access and Permissions
The Search page is accessed by navigating to Search>Trip Search.
In order to access the Search page, users must be in the following permission group:
- Travel Admin
Trip Search
Trip Search Filters
A user can filter the results shown on this screen by:
- Campus
- Date (including date range)
- Risk Rating (based on the AlertTraveler® Country Intelligence risk rating for the country/city, DOS, and CDC)
- Risk Rating Change (learn more here)
- Location
- Reason for Travel
- Role
- Approval status
- Trip Type (single/group)
- Export Status (if the system is integrated with CISI)
- Requirement completion status
- Keyword search
- Placeholder end date (all, with flag, without flag)
By default, the traveler’s trip type, name, role, destination(s), start and end dates, current risk rating, reason for travel, and emergency contact information are shown on this page. More columns can be added or disabled using the “Hide/Show” dropdown menu in the loft left of the page, below the filters.
The "open" eye icon denotes the column is visible in the table while the "closed" eye (with the diagonal line through it) denotes that the column is hidden in the table.
Accessing Traveler Profiles
Clicking the name of a traveler will open their profile in a pop-up window. Their profile will also display their preferred name:
Accessing Trips
From the Trip Search page, clicking a trip name or destination will open the traveler’s Trip View modal:
From this Trip View modal, admins can view the following:
- Trip Itinerary Details
- Traveler responses to deployed Forms,
- Traveler responses to essential content, which include:
- Required Info
- Approval History
- Trip History
On Trip History:
The trip history log serves as a record of specific actions travelers or admins take within the Trip View modal. Each recorded action will display information regarding the date and time, as well as the name of the user that took the action. This feature is in its beginning stages; the Travel Registry team looks forward to logging more actions in future releases. Currently, the following actions are recorded in the Trip History log:
-
- Trip Creation
- Itinerary Change
- Deployed Requirements
- Trip Canceled
- Trip Deleted
- Trip Submission
- Updated Reason for Travel
- Group Trip Leader Change
- Group Trip Member Change
Note: Actions taken on trips outside of the Trip View modal, such as batch options taken from the Options menu on the Trip Search page, are not recorded in the Trip History log at this time. Actions taken on group leader trips will only appear on the group leader's trip history log; these actions do not cascade to the group trip member's trip history.
Trip Search: Batch Action Options
The “Options” menu provides tools for creating an AlertTraveler® alert for a group of selected travelers, sending an email to travelers, retriggering On-Trip-Save workflows for selected trips, and creating an Excel export of the information displayed.
Create Alert: Create an AlertTraveler® alert for the traveler(s) of your choice.
Send Email: Send a custom email to the traveler(s) of your choice.
Excel Export: Export trip details for all trips based on the search criteria.
Edit Export Status: Edit the CISI insurance export status of trips. This is only available for those with the CISI configured.
Export Trips: Export trips that are ready to be sent to CISI.
Cancel Trips: Cancel selected trips.
Delete Trips: Delete the selected trips. All deleted trips will be found in Travel Admin > Admin Action > Deleted Trips.
Requirement Reminder email: Using the 'Requirements' filter, send an email to travelers who have outstanding trip requirements.
Approval Reminder email: Using the 'Approval' filter, send a reminder email to all approvers who have yet to submit a decision.
Merge Trips: Merge duplicate trips into one. Note: this will remove the trip ID from the merged trip. If the merged trip was created using an integration (such as Concur), any updates pushed to Travel Registry will be submitted as a new trip and will need to be merged again.
Retrigger Workflow(s): More on this option below.
Retrigger Workflows
Retrigger On Trip Save workflows for selected current and future trips that have not begun the approval process. Travelers must have a status of No Approval Needed, Approval Needed, or Denied in order to be reprocessed. Retriggering a trip's workflows will apply any applicable content that has been configured to deploy via an On Trip Save workflow since the last time the selected trip(s) was/were saved. Once deployed to a trip, requirements cannot be removed from a trip. A confirmation window will appear once to verify the retriggering of the workflows:
Transit Search
The Transit Search functionality (Search > Transit Search) displays a list of your travelers based on their transit details. By default, it will display a list of travelers in transit on the current calendar date. The page can be filtered by date, by transit type, by transit number (e.g. flight and rail numbers), airport/rail codes, and by a keyword search. The “Hide/Show” and “Options” menus provide the same functionality as on the Trips Search page:
Travelers will be displayed along with their trip name, airline or railway, flight or rail number, departure time, arrival time, and emergency contact information by default.
Profile Search
Travel Registry Admins with Search Permissions can access user profiles by navigating to Search>Profile Search:
The Profile Search functionality (Search > Profile Search) allows a user to search for travelers based on role, location, date range, and keyword search. Click on the filter icon to reveal the option to filter for travelers who are active or inactive in this current license year.
By default, the page will display the traveler’s name, role, their travel status, their last known GPS location (based on their AlertTraveler® app), and their emergency contact information. The “Hide/Show” and “Options” menus provide the same functionality as on the Trips Search and Transit Search pages.
Clicking on a name will open the profile. Fields marked with an asterisk* are pulled from the Student Information System/HR file. Note: Any edits to fields that sync will override any future automatic updates from the SIS/HR field. Save changes by clicking on the "Update Profile" button.
To learn more about Travel Registry profiles, see the following article: Travel Registry: Profiles & the SIS/HR Refresh