Travel Registry - Enterprise: 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
Instructions on how to build a workflow are available in the Travel Registry - Enterprise: Configuring Workflows article.
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.
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).
Example: Department heads want to know when their travelers are impacted by critical alerts.
Example - deploy: Additional items must be completed after the trip is approved.
Example - notify: The department admins need to know when their faculty members receive travel approval in order to book flights/accommodations/transportation.
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.
Pre-Departure workflows allow you to deploy items to travelers and notify admins about travel the day prior to trip start. Emails will be sent the morning before the trip starts, around 9am Eastern, so the trip must be registered prior to then trigger this workflow.
Example: The institution wants to send a safety reminder to travelers going to certain locations.
Prior to Return
Prior to Return workflows allow you to deploy items to travelers and notify admins about travel the day prior to trip end. Emails will be sent the morning before the trip ends, around 9am Eastern.
Example: Travelers must complete forms prior in order to be reimbursed/register for classes/etc.