Travel Registry: Workflow Examples
Once you have content on your site, workflows allow you to determine which travelers are required to complete which particular pieces of content, who should be notified about trip registrations, and establish your approval process. Your workflow management page is accessed in Travel Admin > Workflows.
This article provides examples for using the various workflow triggers:
- On Trip Save
- Before First Trip
- On Profile Save
- On Impacted Travelers
- On Trip Approval
- On Trip Create
- Prior to Return
Also included in this article is a chart that shows the configuration options for each workflow trigger as well as a chart outlining how each workflow can be configured.
Instructions on how to build a workflow are available in the Travel Registry: Configuring Workflows article.
Workflow Configuration Options
|If||Require||Then Deploy||Then approve by||Then notify|
|On Trip Save||x||x||x||x||x|
|Before First Trip||x||x||x|
|On Profile Save||x||x|
|On Impacted Travelers||x||x|
|On Trip Approval||x||x||x|
|On Trip Create||x||x||x||x||x|
|Prior to Return||x||x||x|
On Trip Save
On Trip Save workflows deploy applicable content to travelers, applies an approval process to a trip, and can notify parties immediately after a trip is saved. This trigger can also deploy content, apply an approval process, and notify others based on responses submitted in forms. This is the most commonly used workflow trigger.
- Example: All international travel requires certain forms and signature forms to be completed, regardless of trip location.
- Example: All trips to countries with DOS risk ratings of 3 and 4 OR trips to countries with a DOS level 1 or 2 but contain a region with a higher level of risk require additional documentation and approval.
NOTE: Terra Dotta Travel Registry now supports DOS Regional Risk Ratings. The data quality from the DOS restricts Terra Dotta's ability to identify trip destinations that fall inside the high risk regions. Therefore, the workflow trigger logic for DOS Risk Ratings is if a country has an area within it that has a higher risk rating than the country itself, the workflow will be triggered. Here is an example workflow:
- Example: Travelers opting to use their own health insurance while traveling abroad must provide a copy of that insurance.
Perhaps most notable about On Trip Save workflows, is the ability to manually retrigger these workflows for selected trips. For example, should you need to add additional content to an On Trip Save workflow that is already in use by current or future trips, On Trip Save workflows can be manually retriggered for applicable trips from the Trip Search page. Retrigger workflow functionality is unique to this workflow type.
Important Note: Trips registered for past dates are considered inactive. Inactive trips do not trigger On Trip Save workflows.
Before First Trip
Before First Trip workflows are designed to deploy items before a traveler's first trip registered in the system ever starts. This trigger also can be used to require profile fields.
- Example: All international students, faculty, and staff must submit a copy of their visa prior to traveling.
- Example: The Travel office requires travelers to provide one additional method of communication while abroad
On Profile Save
On Profile Save workflows deploy signature forms and file uploads when a traveler saves their profile. This trigger is used when a form or copy of an item is required per traveler, not per trip.
- Example: A copy of legal identification must be submitted for all travelers (such as a driver's license).
On Impacted Travelers
On Impacted Travelers workflows allow non-admins, such as department heads, to receive notifications when a particular subset of travelers are impacted by alerts.
- Example: Department heads want to know when their travelers are impacted by critical alerts.
Important Note: Trips registered for past dates are considered inactive. Inactive trips do not trigger On Impacted Travelers workflows.
On Trip Approval
On Trip Approval workflows allow for additional items to be submitted after the trip is approved as well as notifying parties that has a trip has been approved.
- Example - deploy: Additional items must be completed after the trip is approved. This can include requiring transportation and/or lodging to be added.
- Example - notify: The department admins need to know when their faculty members receive travel approval in order to book flights/accommodations/transportation.
On Trip Create
On Trip Create workflows allow you to deploy content to travelers when a trip is created.
- Example: Your process requires trips to be registered no less than 15 days prior to starting. If travelers register less than 15 days before a trip starts, they are required to complete an additional waiver and the trip must gain special approval.
Important Note: Trips registered for past dates are considered inactive. Inactive trips do not trigger On Trip Create workflows.
Pre-Departure workflows allow you to deploy items to travelers and notify admins about travel prior to the trip starting. When creating a workflow, select the number days in advance of the trip start date that this workflow should trigger to deploy. Important Note: This workflow deploys on the day set. If a workflow is set to trigger 14 days in advance of the trip start and a trip is created 5 days in advance of the trip start date, then this workflow will not trigger.
- Example 1: The institution wants to send a safety reminder to travelers going to certain locations.
- Example 2: The institution wants to send a reminder to submit final travel details 7 days in advance of departure.
Important Note: Trips registered for past dates are considered inactive. Inactive trips do not trigger Pre-departure workflows.
Prior to Return
Prior to Return workflows allow you to deploy items to travelers and notify admins about travel prior to the trip ending. When creating a workflow, select the number days in advance of the trip end date that this workflow should trigger to deploy.
- Example: Travelers must complete forms prior in order to be reimbursed/register for classes/etc.
Important Note: Trips registered for past dates are considered inactive. Inactive trips do not trigger Prior to Return workflows.
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