travel: custom text - concur training...2020/01/24 · the travel wizard, such as hotel search and...

Travel: Custom Text

Travel Service Guide

Last Revised: January 24, 2020

Applies to Concur Travel:

Professional/Premium edition TMC Partners Direct Customers

Standard edition TMC Partners Direct Customers

Travel: Custom Text Travel Service Guide i Last Revised: January 24, 2020

© 2004 - 2021 SAP Concur All rights reserved.

Contents

Custom Text .................................................................................................................1

Section 1: IMPORTANT – About this Guide ...................................................................1

Section 2: Overview......................................................................................................1

Professional vs. Standard Edition .............................................................................. 1

Section 3: What the User Sees ......................................................................................2

Sample - Company Notes ........................................................................................ 2

Sample - "Jump To" Menu Heading: ITINERARY ......................................................... 2 Itinerary Text ..................................................................................................... 2 Itinerary Confirmation ......................................................................................... 2

Sample - "Jump To" Menu Heading: AIR .................................................................... 4 Air Canada Flight Pass Greeting ............................................................................ 4 Air Search .......................................................................................................... 4 Air Flex Faring .................................................................................................... 5 Air Schedule....................................................................................................... 5 Air Fares ............................................................................................................ 6 Air Rules Violation ............................................................................................... 6 Air Rules Violation Explain Why ............................................................................ 7 Air Rules Violation Logging ................................................................................... 7 Air Churn Error Text at Booking ............................................................................ 8 Air Churn Alert Text at Shop ................................................................................ 8 Seat Not Confirmed............................................................................................. 9 Waitlist Help....................................................................................................... 9 Waitlisted Flights .............................................................................................. 10

Sample - "Jump To" Menu Heading: CAR ................................................................. 10 Car Search ....................................................................................................... 10 Car Results ...................................................................................................... 11 Car Rules on Itinerary ....................................................................................... 11 Car Rules Violation ............................................................................................ 12 Car Rules Violation Explain Why ......................................................................... 13 Car Rules Violation Logging ................................................................................ 14

Sample - "Jump To" Menu Heading: HOTEL ............................................................. 15 Hotel Search .................................................................................................... 15 Hotel Results .................................................................................................... 15 Hotel Rules Violation ......................................................................................... 16 Hotel Rules Violation Explain Why ....................................................................... 17 Hotel Rules Violation Logging ............................................................................. 18 User Supplied Hotel .......................................................................................... 19

Sample - "Jump To" Menu Heading: GROUND .......................................................... 19 Ground Start Page Text ..................................................................................... 19 Ground Results ................................................................................................. 20

Sample - "Jump To" Menu Heading: TRAIN .............................................................. 20 Train Search .................................................................................................... 20 Train Schedule ................................................................................................. 20 Train Itinerary Quote......................................................................................... 21

ii Travel: Custom Text Travel Service Guide Last Revised: January 24, 2020


Sample - "Jump To" Menu Heading: RULES ............................................................. 21 Rule Violation Best Not Chosen ........................................................................... 21 Rule Violation No Rules Passed ........................................................................... 22 Trip Rules Violation Explain Why ......................................................................... 23 Choose Violation Reason .................................................................................... 23 Trip Rules Violation Logging ............................................................................... 24 Select Rule Class Custom Prompt........................................................................ 24 Rule Violations Logged ...................................................................................... 25

Sample - "Jump To" Menu Heading: TRIP / TICKET ................................................... 25 Trip Cancel By Agent ......................................................................................... 25 Trip Details ...................................................................................................... 26 Trip Sent to Manager......................................................................................... 26 Not Ticketed Until Approved ............................................................................... 26 Ticketed Unless Rejected ................................................................................... 27 Approver Email Notification Message ................................................................... 27 Approver Email Approval Message....................................................................... 27 Trip Completed ................................................................................................. 28

Sample - "Jump To" Menu Heading: PROFILE ........................................................... 28 Profile Company Information Custom Text ........................................................... 28 Profile Work Address Custom Text ...................................................................... 29 Profile Home Address Custom Text ..................................................................... 29 Profile Contact Information Custom Text.............................................................. 29 Profile Emergency Contact Custom Text .............................................................. 30 Profile Travel Preferences Custom Text ................................................................ 30 Profile Air Travel Preferences Custom Text ........................................................... 30 Profile Rail Travel Preferences Custom Text .......................................................... 31 Profile Car Rental Preferences Custom Text .......................................................... 31 Profile Hotel Preferences Custom Text ................................................................. 31 Profile Frequent-Traveler Programs Custom Text .................................................. 32 Profile TSA Secure Flight Custom Text ................................................................. 32 Profile International Travel Custom Text .............................................................. 32 Profile Assistants and Arrangers Custom Text ....................................................... 33 Profile Credit Cards Custom Text ........................................................................ 33 Profile Airport Security Warning Custom Text ....................................................... 33

Sample - "Jump To" Menu Heading: PREFERENCE RANK ............................................ 34

Sample - "Jump To" Menu Heading: MISCELLANEOUS ............................................... 34 Login Warning .................................................................................................. 34 Choose Credit Card Message .............................................................................. 35 Notify Manager ................................................................................................. 35 This Trip Complies With Your Travel Policy ........................................................... 35 Hotel Did Not Return Cancellation Number ........................................................... 36 Temporary Company Lockdown message ............................................................. 36

Travel: Custom Text Travel Service Guide iii Last Revised: January 24, 2020


Section 4: Configuration – Professional Travel ........................................................... 36

Overview ............................................................................................................. 36

Modify the Company Notes .................................................................................... 36

Add or Edit Other Custom Text Areas ...................................................................... 38

Section 5: Configuration – Standard Travel ................................................................ 41

Overview ............................................................................................................. 41

Add or Edit Custom Text........................................................................................ 41

Revision History Date Revision Notes/Comments

April 14, 2021 Updated the copyright year; no other changes; cover date not updated

January 24, 2020 Removed reference to Air Canada Direct Connect

Updated copyright date

September 27, 2019 Added new note to Air Canada Flight Pass Greeting section

June 19, 2019 Removed "Concur" from the cover; no other changes; cover date not updated

March 10, 2019 Updated the copyright; no other changes; cover date not updated

May 21, 2018 Removed references to the Privacy Agreement

January 2, 2018 Updated the copyright; no other changes; cover date not updated

December 18, 2017 Updated to show the new toolbar; removed items no longer used

September 2, 2016 Initial publication

Travel: Custom Text Travel Service Guide 1 Last Revised: January 24, 2020


Custom Text

Section 1: IMPORTANT – About this Guide

Be aware of the following:

• Infinite variables: Certain scenarios have an infinite number of variables or

extremely unusual circumstances, like rare cancellation or refund situations. So, not all scenarios can be presented in this guide. Also, certain processes may be influenced by third- or fourth-party providers. In some cases, you must contact the provider directly.

• User interface, fees, rates, schedules: When other providers change their

user interface (for example, web site) or their fees/rates/schedules, they are under no obligation to make SAP Concur aware of those changes. If a screen sample in this guide is outdated because of a change made by a provider, we

will update that screen sample when we become aware of the change and at our earliest convenience.

• Permissions: A company's admin may or may not have the correct

permissions to manage the feature described in this guide. If an admin needs to manage this feature and does not have the proper permissions, they should contact the company's SAP Concur administrator.

Also, the admin should be aware that some of the tasks described in this

guide cannot be completed by the company. In this case, the client must contact their TMC (if a TMC provides their support) or SAP Concur (if SAP Concur provides their support).

Section 2: Overview

The admin can modify the text in the Company Notes section of the home page – to announce new policies or make users aware of particular rules and features. The admin can also modify the text that users see as they work with different parts of the Travel Wizard, such as hotel search and airfares.

If the admin manages more than one travel configuration, the admin can save the custom text to a single travel configuration, to all travel configurations, or to a set of travel configurations.

Professional vs. Standard Edition

Custom text is available in Professional and Standard Travel. However, Standard has

fewer custom text options; the complete list is available in the Standard travel configuration portion of the guide. In addition, each sample in What the User Sees notes whether it is available in Professional and Standard or Professional only.

2 Travel: Custom Text Travel Service Guide Last Revised: January 24, 2020


Section 3: What the User Sees

Sample - Company Notes

Available to: Professional and Standard Travel

Displays on the Concur home page and the Travel home page

Sample - "Jump To" Menu Heading: ITINERARY

Itinerary Text


Displays on the Travel Details page above the Itinerary display

Itinerary Confirmation

Available to: Professional Travel only

Displays on the Trip Confirmation page below the trip name and above the itinerary



Sample - "Jump To" Menu Heading: AIR

Air Canada Flight Pass Greeting


Displays in the Air Canada Flight Pass Selection popup when search details are entered (only appears on sites that allow Air Canada Flight Pass and the traveler has Flight Pass available)

Air Search


Displays on the Travel Wizard on the Flight Search tab (or the Mixed Flight/Train Search tab if train is enabled)



Air Flex Faring


Displays in the flex faring search results

Air Schedule


Displays in the search results on the Shop by Schedule tab



Air Fares


Displays in the search results on the Shop by Fares tab

Air Rules Violation


Displays on the Travel Policy Violation popup when an out-of-policy fare is chosen



Air Rules Violation Explain Why



Air Rules Violation Logging





Air Churn Error Text at Booking


Air Churn Alert Text at Shop




Seat Not Confirmed


Displays on the itinerary

Note the following:

The seat message appears only if a seat is not available and the Select Seat button is available and if the company administrator has not set the

configurable text to be blank.

This message displays during the booking process but will not appear in the email.

Waitlist Help


Displays when the user clicks the help icon (this screen sample shows the default text)

NOTE: The icon is not currently available.



Waitlisted Flights


Displays on the itinerary (this screen sample shows the default text)

Sample - "Jump To" Menu Heading: CAR

Car Search


Displays on the Travel Wizard on the Car Search tab



Car Results


Displays on the Car Availability page above the rates matrix

Car Rules on Itinerary


Displays on the itinerary in the Reservations section



Car Rules Violation


Displays on the Travel Policy Violation popup when an out-of-policy rate is chosen



Car Rules Violation Explain Why





Car Rules Violation Logging





Sample - "Jump To" Menu Heading: HOTEL

Hotel Search


Displays on the Travel Wizard on the Hotel Search tab

Hotel Results


Displays on the Hotel Reservations page above the rate descriptions



Hotel Rules Violation





Hotel Rules Violation Explain Why





Hotel Rules Violation Logging





User Supplied Hotel


Displays on the Submit your hotel information page

Sample - "Jump To" Menu Heading: GROUND

Ground Start Page Text


Displays on the Travel Wizard on the Ground Search tab



Ground Results


Displays on the Ground Transportation results page

Sample - "Jump To" Menu Heading: TRAIN

Train Search


Displays on the Travel Wizard on the Rail Search tab

Train Schedule


Displays on the Rail (Train) Schedule page above the schedule options



Train Itinerary Quote

Do not use.

Sample - "Jump To" Menu Heading: RULES

Rule Violation Best Not Chosen


Displays on the Travel Policy Violation popup below the Chosen Fare and above the alternate lower options - This field does not allow HTML formatting



Rule Violation No Rules Passed


Displays on the Travel Policy Violation popup above the alternate fare options - This text will display when there are no other options within policy

This text displays for Air, Car, and Hotel. This field does not allow HTML formatting.



Trip Rules Violation Explain Why


Displays on the Travel Rule Violation popup when a trip (itinerary level) rule is broken

Choose Violation Reason





Trip Rules Violation Logging



Select Rule Class Custom Prompt


Displays in the Travel Wizard with the client-defined field name of Choose your rule class and the default error message.

NOTE: For best results, the user should choose the rule class before using the Travel Wizard. This prompt ensures that happens. If the user does not select

their rule class before starting the Travel Wizard, then this prompt appears when the user clicks a field, for example, the Departure City field – reminding the user to select the rule class.



Rule Violations Logged


Displays on the final itinerary page

Sample - "Jump To" Menu Heading: TRIP / TICKET

Trip Cancel By Agent


Displays in the Travel Wizard, when trying to cancel a ticketed reservation, where the agency does not allow cancellations, or if within 24 hours of ticket and there is no Void queue defined



Trip Details


Displays on the Trip Booking Information page

Trip Sent to Manager



Not Ticketed Until Approved





Ticketed Unless Rejected


Approver Email Notification Message


Displays on the approver's copy of traveler notification email

Approver Email Approval Message


Displays on the approver's copy of approval required email



Trip Completed


Displays on the final Finished! page

Sample - "Jump To" Menu Heading: PROFILE

Profile Company Information Custom Text


Displays in the user's profile



Profile Work Address Custom Text



Profile Home Address Custom Text



Profile Contact Information Custom Text





Profile Emergency Contact Custom Text



Profile Travel Preferences Custom Text



Profile Air Travel Preferences Custom Text





Profile Rail Travel Preferences Custom Text



Profile Car Rental Preferences Custom Text



Profile Hotel Preferences Custom Text

Do not use.



Profile Frequent-Traveler Programs Custom Text



Profile TSA Secure Flight Custom Text



Profile International Travel Custom Text





Profile Assistants and Arrangers Custom Text



Profile Credit Cards Custom Text



Profile Airport Security Warning Custom Text





Sample - "Jump To" Menu Heading: PREFERENCE RANK

Custom text for:

• Company Name for Preference Level


• Demoted vendors


• Excluded vendors Available to: Professional Travel only

Sample - "Jump To" Menu Heading: MISCELLANEOUS

Login Warning


Displays every time a user logs in



Choose Credit Card Message


Displays on the Select a Method of Payment section when a traveler is associated to a Corporate Ghost Card(s)

Notify Manager


Displays on the email sent to a manager if a rule uses the Notify Manager option and

a user violates that rule

This Trip Complies With Your Travel Policy




Displays on the itinerary

Hotel Did Not Return Cancellation Number


Displays when the hotel does not return a cancellation number

Temporary Company Lockdown message

Do not use.

Section 4: Configuration – Professional Travel

Overview

Each text area to be modified has a default setting. In most cases, the default is no text.

Modify the Company Notes

To modify the text:

1. Click Administration > Company (on the sub-menu) > Company Admin.

NOTE: Depending on your permissions, the page may appear immediately after you click Administration.

2. In the Travel Administration section of the left menu, click Travel Admin.



3. Click the Custom Text tab. This page appears.

4. Select the desired configuration and the desired language. Click Load.

NOTE: The Reset button will restore the initial values to the dropdown and remove any changes that have not been saved.

5. In the Company Notes box, enter the information that you want to appear in the Company Notes section of the home page.

6. Use the formatting toolbar to modify the font and font size, create numbered

and bulleted lists, and change the text justification format the text.

Each button displays help text when you move the mouse pointer over the button. Move the mouse to view all button help text.

If you are familiar with HTML and want to add

information here using code, click the button.

This allows you to view and modify the text using HTML code.

Click the button to insert a URL and title for a hyperlink. Be sure to verify all links and be aware that links inside your firewall or Intranet are not always available to users who access Travel from outside the office.

Click the button to insert a URL for an image that you want to include

in the welcome text. If you want to insert a picture, it must reside on a Web server.

7. Click Save.



Add or Edit Other Custom Text Areas

To add or edit custom text:

1. On the Custom Text tab, click the desired option in the Jump To list.

Concur Travel jumps to the appropriate section.

2. Click Edit. The section opens, displaying the edit information.



3. To change the text:

Clear the Use default text check box.

Make the desired changes to the text.

4. In the Save text to section:

Click one of the following:

• Single travel configuration and then click one configuration from the Travel Configurations Options list.

• All travel configurations; the Travel Configurations Options list

becomes unavailable.

NOTE: This action will save changes only to the configurations that you are allowed to manage. If you have global privileges, then

all configurations will be updated.



• Set of travel configurations and then click from the Travel

Configurations Options list, using the Ctrl key to select multiple configurations.

5. Select the desired language.

NOTE: You can also click All languages. This feature allows saving a single text across all languages for a configuration in one pass, for the convenience of the administrator. This also allows saving text across all languages, and then for a different text to be saved to just one

language. Users with the specific language will see their text while users viewing in all other languages will see the text saved to all.

6. Click Save



Section 5: Configuration – Standard Travel

Overview

In Standard Travel, there are only 15 custom text options.

Add or Edit Custom Text

To add or edit custom text:

1. In the Travel Setup Wizard, click the Custom Text setup step.



2. Click Add (or Edit) for the desired item.

The Add/Edit Custom Text window opens.

3. Select the desired travel configuration.

4. In the Language list, select either:

The appropriate language – or –

All languages: This feature allows you to save a single text across all

languages for a configuration all at one time. This also allows saving text across all languages, and then for a different text to be saved to just one language. Users with the specific language will see their text while users

viewing in all other languages will see the text saved to all.

5. In the text box, delete any existing text that you want removed and then enter the new text.

6. Click Save. The text for the selected area is immediately updated.



7. Complete these same steps for all of the custom text items you want to edit.

Once added, you will see the message is set for all the supported languages.

Custom TextSection 1: IMPORTANT – About this GuideSection 2: OverviewProfessional vs. Standard Edition

Section 3: What the User SeesSample - Company NotesSample - "Jump To" Menu Heading: ITINERARYItinerary TextItinerary Confirmation

Sample - "Jump To" Menu Heading: AIRAir Canada Flight Pass GreetingAir SearchAir Flex FaringAir ScheduleAir FaresAir Rules ViolationAir Rules Violation Explain WhyAir Rules Violation LoggingAir Churn Error Text at BookingAir Churn Alert Text at ShopSeat Not ConfirmedWaitlist HelpWaitlisted Flights

Sample - "Jump To" Menu Heading: CARCar SearchCar ResultsCar Rules on ItineraryCar Rules ViolationCar Rules Violation Explain WhyCar Rules Violation Logging

Sample - "Jump To" Menu Heading: HOTELHotel SearchHotel ResultsHotel Rules ViolationHotel Rules Violation Explain WhyHotel Rules Violation LoggingUser Supplied Hotel

Sample - "Jump To" Menu Heading: GROUNDGround Start Page TextGround Results

Sample - "Jump To" Menu Heading: TRAINTrain SearchTrain ScheduleTrain Itinerary Quote

Sample - "Jump To" Menu Heading: RULESRule Violation Best Not ChosenRule Violation No Rules PassedTrip Rules Violation Explain WhyChoose Violation ReasonTrip Rules Violation LoggingSelect Rule Class Custom PromptRule Violations Logged

Sample - "Jump To" Menu Heading: TRIP / TICKETTrip Cancel By AgentTrip DetailsTrip Sent to ManagerNot Ticketed Until ApprovedTicketed Unless RejectedApprover Email Notification MessageApprover Email Approval MessageTrip Completed

Sample - "Jump To" Menu Heading: PROFILEProfile Company Information Custom TextProfile Work Address Custom TextProfile Home Address Custom TextProfile Contact Information Custom TextProfile Emergency Contact Custom TextProfile Travel Preferences Custom TextProfile Air Travel Preferences Custom TextProfile Rail Travel Preferences Custom TextProfile Car Rental Preferences Custom TextProfile Hotel Preferences Custom TextProfile Frequent-Traveler Programs Custom TextProfile TSA Secure Flight Custom TextProfile International Travel Custom TextProfile Assistants and Arrangers Custom TextProfile Credit Cards Custom TextProfile Airport Security Warning Custom Text

Sample - "Jump To" Menu Heading: PREFERENCE RANKSample - "Jump To" Menu Heading: MISCELLANEOUSLogin WarningChoose Credit Card MessageNotify ManagerThis Trip Complies With Your Travel PolicyHotel Did Not Return Cancellation NumberTemporary Company Lockdown message

Section 4: Configuration – Professional TravelOverviewModify the Company NotesAdd or Edit Other Custom Text Areas

Section 5: Configuration – Standard TravelOverviewAdd or Edit Custom Text

travel: custom text - concur training...2020/01/24 · the travel wizard, such as hotel search and...

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