Automatically feed trip data from travel providers such as SAP Concur into Travel Registry and AlertTraveler® and immediately begin receiving the benefits of global location visibility and reporting, real-time alerts to proactively alert travelers when an emergency may affect them, a check-in button to immediately locate and communicate with travelers, and a help-request button that allows travelers to proactively request assistance in the event of an incident or injury.
Below is a list of topics included in this article. For a main index of Travel Registry articles, return to the Travel Registry Table of Contents.
Once integration with a travel provider has been set up, a range of tools allow admins the ability to manage imported trip data. Navigate to Travel Admin > Admin Action to access the Imported Trips and Failed Trips sections described below. (See also: Travel Registry: Admin Action Functionality for more on other functionality available in the Admin Action area.)
Imported Trips Page
Trips that have successfully imported from travel providers are shown on the Travel Admin > Admin Action > Imported Trips page.
Trips can be filtered by trip date or created date to show today, the last [number] of days, or a custom date range. For example, users can filter to show trips starting in the last 90 days or trips created today.
The "Hide/Show Table Columns" menu marked with the eye icon on the far right side offers a range of options for additional information about imported trips, including Created By, Last Modified, Updated By, and whether a trip is for an Auto Created User.
If the option for Placeholder End Dates is enabled, an orange calendar icon will appear next to trips that have had a placeholder end date applied to them automatically as part of the import process (See Placeholder End Dates below for more information on enabling and using this option.)
Failed Trips Page
Trips that failed to import show on the Failed Trips page, including the details of the trip and the reason that the import failed. A trip fails to import when the data received lacks key components needed for a trip or when the traveler information is not able to be matched with traveler data in the Travel Registry site. Examples of reasons for a failure ("Failed Reason") include:
- Start date empty on trip
- End date empty on trip
- End date is more recent than start date on a destination
- No match for [name] was found
- Multiple match for [name] were found
- No match for [name] was found on TDS or SIS
Failed trips can be filtered by "Failed reason or destination", status, and date range. The status filter defaults to showing "Failed" trips, but users can select "Show all" and "Fixed" trips as well. Once the filters have been entered, click the refresh arrow button to display the filtered list.
The "Hide/Show Table Columns" menu on the far right side offers a range of options for additional information. The information in the Request ID and Locator ID columns can be used to look up reservations in the Concur system.
To delete failed trips, there are two options:
- Single Delete - Click on the trash can icon on the right side of the page
- Multiple Delete - Select each trip with the checkboxes on the left and then choose "Delete Selected" from the Options menu located at the bottom of the page
Notification of Failed Trips
A single digest email containing information on all trips that failed to import for Concur, other travel integrations, and imported files in the last 24 hours is sent out daily at 9 AM Eastern time.
Notification Email Example
Subject: Travel Registry alert - Trips creation failure
Your Concur Integration process has run successfully in the last 24 hours, however, there were 2 trips that were unable to create as expected. Trip(s) that failed to create are:
Trip #1
Traveler: [Traveler name] ([Traveler email])
Trip Name: [Trip name]
Dates: [Departure date] to [Return date]
Concur Request: [Request ID]
Concur Itinerary Locator: [Locator ID]
Failed Reason: End date is more recent than start date on a destination
Trip #2
Traveler: [Traveler name] ([Traveler email])
Trip Name: [Trip name]
Dates: [Departure date] to [Return date]
Concur Request: [Request ID]
Concur Itinerary Locator: [Locator ID]
Failed Reason: End date is more recent than start date on a destination
Please visit the page Travel Admin -> Admin Action -> Failed Imports to review the trips mentioned above. This page will present you with the trips and call out the part of the trip that failed to process. You can then correct the trips and have them created. Consider alerting your travel provider if this happens on a regular basis.
DO NOT REPLY TO THIS EMAIL
Resolving Failed Trips
From the Failed Trips page, clicking on a trip opens a detailed view of the information received from the travel integration partner. To complete the import process, enter or correct the information for the trip as indicated by the "Failed Reason" error message and then save the trip.
A - The "Failed Reason" is displayed in a yellow box
B - Name of trip
C - Dates of trip, based on segment dates
D - Traveler name
E - The "View original parsed data" button (shaped like a document) opens a pop-up interface that shows the imported name, username, and email address. Because this interface shows the data exactly as it was received, the information cannot be edited here. This window includes a button to "Create User" based on the exact data received.
F - The Create User button can be used to manually update user information (see: Manual User Creation below for more information)
G - Edits can be made to all parts of the trip to add in missing information or correct errors such as the return date being before the departure date. Once the correct information has been entered, use the "Save Trip" button. If all errors have been resolved on save, then the trip will successfully import.
H - Collapse/Show Segments
I - Additional options, such as Export to PDF
J - Add travel companions
K - Save trip
Placeholder End Dates
If travelers are creating one-way flights, Placeholder End Dates make it possible to have trips import with an automatically set return date. Decide if you'd like trips to last 7 days, 14 days, or any length you prefer. Trips with a placeholder will be flagged so you can identify them easily, and Travel Registry clients can use Workflows to take action on trips with Placeholder End Dates as well.
If the option for Placeholder End Dates is enabled, an orange calendar icon will appear on the Search > Trip Search page and the Admin Action > Imported Trips page next to trips that have had a placeholder date applied automatically as part of the Travel Provider Integration import process.
A filter is available for trips with Placeholder End Dates: click on the filter icon to show filter options and select All, With Flag, or Without Flag from the options.
Clicking on a trip opens the trip details pop-up, with the same icon and the message "This trip has an estimated end date based on the system default."
Clicking on Placeholder End Date message offers the option to remove the flag, leaving the date that is currently set as the end date. If changes are made to the return date, the system will also offer the option to retain or remove the Placeholder End Date flag.
One situation where it may be helpful to retain the flag is if the admin wants to enter a return date that is closer to the actual return date, but does not have the exact date and/or flight details. The admin can then change the return date to the closer estimate, while retaining the Placeholder End Date flag.
Enabling Placeholder End Dates
To begin using Placeholder End Dates, visit Travel Admin > Settings > Other, and scroll down to the Concur Trips Config section. Select the "Enable" radio button and enter the number of days after the start date that the Placeholder End Date should be set. The default is to set the return date to 7 days after the trip start date.
Placeholder End Dates and Workflows
For Travel Registry sites, Placeholder End Dates are available as an If Condition for the following types of workflows:
- On Trip Save
- Before First Trip
- On Trip Create
- On Trip Approval
- Pre-Departure
This makes it possible to send reminders to travelers to submit the correct return information or complete additional screening requirements, to require additional approvals, or send notifications about the existence of placeholder information.
Additional Resources
Here are other resources that may interest you: