Travel Registry: Trip Approvals
The Travel Registry system allows for approval requests to be automatically routed based on trip, traveler, and approver profile details. This article covers the following:
- Creating Approval Workflows
- Approver View
- Approval History for a Trip
- Adding Approvers
Approvers listed in an approval process are notified that a trip requires their attention via email.
The email will contain the traveler’s name and basic trip details. Clicking the “HERE” link will take the approver to a trip review page where they can complete the approval process. They do not need to log in to the site to access the approver screen using the email link.
The approver will be able to access and view the traveler’s full itinerary, their profile, the responses they submitted to any forms the traveler completed, any essential content submitted (including signature forms and uploads), and the status of any other approvals that were required. If this is an approval request for a group trip, the approver will also be able to see the roster of travelers.
To help the approver make a more informed decision, a link to country intelligence details has been added to the itinerary screen of the trip approval interface. Approvers can click on the flag for each destination to link to this critical information. From the country intelligence screen, approvers can also opt to view more information about the DOS and CDC risk ratings. In addition, the itinerary screen displays the AlertTraveler, DOS, and CDC risk ratings for all trip destinations.
Approvers will also see the number of outstanding approval requests in the upper right hand corner of the approval screen, as well as an option to download a PDF version of the approval request.
On the 'Approval' tab, the approver can
- approve or deny the trip
- leave a public note that the traveler, other approvers, and admins can see
- leave an internal note that the other approvers and admins can see
Notes can be submitted without also submitting a decision about the trip.
The traveler will be notified of the decision and see the message left for them. If another approver is next in line in a sequential approval and the trip is approved, the that approver will receive the email requesting approval.
Note: If “Approver Passcode Verification” is enabled (Travel Admin → Settings → Site Settings), 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.
If an approver is unable to submit a decision using the email sent (they lost the email or are out of office, for example), the administrator can submit a decision on behalf of the approver. Navigate to the "Approval History" tab of the trip and there will be an edit pencil to the right of the "Pending" status.
Clicking the edit pencil will open a modal where the admin will see the approver's name, have the ability to enter a note (public and private), as well as submit a decision. In the chance multiple people are able to approve as the approval request was sent to a group, the admin would be prompted to select the approver from a dropdown.
The approval log will also show who submitted the decision, as well as any notes (same as if the approver submitted a decision directly).
Every trip requiring approval has an Approval History tab available on the trip details page. This history shows the levels of approval for the trip as well as all approvers. Each approver with an available profile in the system will be clickable (shown by the hand icon available when hovering over an approver's name/email.
Clicking the approvers name will show that approver's profile, allowing you to compare the approver to the workflow criteria to ensure the correct approvers are receiving the approval requests.
Approvers are added to the system by navigating to Travel Admin > Staff Management.