Release Notes: December 4, 2024 Follow

Notification Policy Update (Formerly Flex Alerts)

In this release, Flex Alerts has been renamed to Notification Policy, now featuring enhanced Automated Trip Authorization Notifications for bookings nearing cancellation.

Admin Setup for Notification Policy

Enable the Allow Notification Policy Edit rule in Admin to utilize the updated Notification Policy. This setting gives Admins access to the Notification Policy configuration under the Admin menu.

1. To enable access, go to Admin > Notification Policy, select Yes for Allow Notification Policy Edit, and click Save.

2. To create a notification policy, name your policy, define notification parameters, and save your settings.

Previously, notifications supported reminders for Trip Missing Hotel, Trip Missing Car, and Trip Not Yet Purchased. Trip Needs Authorization has been added to support automated reminders with this release.

New Trip Authorization Reminder System

This feature helps prevent trip cancellations by automating reminders for bookings that remain pending approval. Approvers are notified promptly, and travelers are cc’d on reminders to stay informed and encourage follow-up.

Key Features:

• Multiple Reminders: Send multiple email reminders to first-level Approvers if a trip remains pending.
• Traveler Visibility: Travelers are cc’d on these reminders to keep track of the approval status.

Grid and Email Updates

• Grid Enhancements: The previous Flex Alert grid is now the Notification Policy grid, with “Trip Authorization Reminder” as a new dropdown option. The SMS column, Demo mode, and Parking reminder have been removed.
• Email Logic: CTID 110902 has been added for reminder emails with the subject line “Reminder.”

Authorization-Level Specific Notifications

The system ensures only relevant Approvers for first-level authorization receive reminders, reducing unnecessary notifications. Next Level reminders will come in a future release.

Example Scenario

Goal: As an Administrator, you want to notify trip authorization approvers who haven’t approved a booking within 1 hour.

1. Setup: Go to Admin > Policy Setup > Notification Policy.
2. Create and Configure Policy:
   • Add a policy name (freeform text).
   • Select Trip Needs Authorization, set the timeframe to 1, choose Hours, and select After Booking Date.
3. Assign Policy to Branch:
   • Go to Admin > Policy Tree > Policy Tree Editor.
   • Select the branch, add the Notification Policy rule, set rule values, and save.
4. Compile Changes: Save and compile to activate the policy.

One Notification Set for an Event

Multiple Notifications Set for One Event

New String Replacement Tag (SRT) for Lowest on Selected Itinerary

This release introduces a String Replacement Tag (SRT) solution designed for clients who allow First-Class bookings but only cover the cost of an Economy fare. This feature documents the economy fare alongside the first-class booking, simplifying cost reconciliation and ensuring transparency.

Key Features

• New SRTs:
  • [LOWESTFARE_SELECTED_ITIN_AMOUNT]
  • [LOWESTFARE_SELECTED_ITIN_BRAND]
    • These SRTs record the main cabin fare and main cabin flexible fare in the PNR, enabling seamless cost reporting.
• Trip Template Integration:
  • The new SRTs are integrated into the trip template to apply during bookings, streamlining documentation automatically.

Example Use Case

For a First-Class ticket priced at $1,681, with a corresponding main cabin fare of $299 and a flexible fare of $409:

• The PNR is documented with the main cabin fare ($299) to support accurate reporting.

Additional Features

• Exclusions for Basic Economy:
  • If a client’s policy excludes Basic Economy, it will not be included in the lowest fare calculation.
  • If allowed, Basic Economy is factored in when determining the lowest fare.
• Enhanced Reporting Options:
  • This update provides flexibility in mapping economy fares for custom reporting, making it easier to calculate fare differences and perform cost reconciliation.
    

Hotel Shopping: Map, Filters & Sort Refresh

We’re excited to roll out a refreshed hotel layout that enhances interaction with the map, filters, and sorting options, making it easier for travelers to find the perfect stay.

Key Updates

• Improved Map Interaction:
  • The "Show Map" link is now in the upper left corner. Selecting it expands the map to the left, providing a more seamless browsing experience with property listings displayed alongside.

• Filter Enhancements:
  • Applied filters are now displayed above the filter options for better visibility.
  • The "Sort" drop-down has been moved next to the filter section, simplifying access.

• Larger Map Display:
  • When expanded, the map occupies the right side of the page, offering a more expansive view for more straightforward navigation.

These updates streamline hotel selection, creating a more intuitive and enjoyable booking experience.

New Search Criteria Policy for Event-Specific Travel

Emburse Book now offers a Search Criteria Policy, allowing Administrators to create tailored travel policies for specific events.

Accessing the Search Criteria Policy

To set up a Search Criteria Policy, go to Admin > Policy Setup > Search Criteria Policy.

Setting Up a New Search Criteria Policy

1. Add New Policy: Select “Add New” to create a policy.
2. Policy Name & Route Type: Enter a Policy Name and choose the route type—One Way, Round Trip, or Multi-City. (Note: a Policy Name and at least a One Way route are required to save the policy.)

• Round Trip: Enables two air legs for editing.
• Multi-City: Defaults to two legs but allows Admins to add more.

Configuring Air Leg Details

For each air leg, Admins can define:

• Airports: Set main and alternate departure and arrival airports, with options to lock down selections.
• Dates and Times: Specify permissible travel windows (e.g., “Depart Before” and “Arrive After”) to control travel timing in line with the event requirements.

Alternate Airports and Policy Enforcement

• At Availability: Allows main and selected alternate airports without approval; others trigger a warning.
• Authorization Required: Flags travel from specific alternate airports for approval, supporting policy compliance.

Trip Authorization Requirements

The branch must have a Trip Authorization Policy set to conditional approval to apply Search Criteria Policy settings, with email templates and authorizers defined.

Example Use Cases

1. Regional Office Event: A policy allows departures from NYC airports (JFK, LGA, EWR) to Albany (ALB) for a March conference.
2. Leadership Retreat: For an executive retreat, travel from LAX to HNL is only allowed within specified dates.
3. Large Conference: Set parameters for a Las Vegas conference with restrictions on travel dates for 150 attendees.

Each policy can be customized to the group it applies to, supporting streamlined, compliant travel arrangements for events.

Request the User Guide for Search Criteria Policy for more in-depth instruction.

Bulk User Onboarding for Admins

This release introduces a Bulk User Onboarding feature, allowing Admins to upload user profiles independently, streamlining the onboarding process and reducing reliance on manual data processing.

Feature Highlights

• Bulk Upload Interface: A new link in the User Management section enables Admins to upload users directly through a secure UI, bypassing external data bridge requirements.
• Simple Data Mapping: Admins can paste spreadsheet data and map fields like Traveler Name, Primary Email, and Trip Authorizer status. Custom mappings can be saved for repeated use.
• Error Reporting: Invalid rows are highlighted in a results grid, making identifying and fixing issues easy.
• Performance Safeguards: Uploads are capped at 500 rows per batch, with staggered processing to maintain site performance.
• Enhanced Implementation Efficiency: Self-service onboarding reduces administrative workload, saving time and simplifying the welcome process.

This first phase focuses on core functionality, laying the foundation for future enhancements. Additional features will be introduced in upcoming releases.

Steps to Bulk Load Users

Load User Data: Go to Admin > User Management > Bulk Load Users, upload a document or paste data, then click Next.

1. Load User Data: Paste or upload a file.

2. Field Mappings: Map the data to profile items as needed.

3. Review: Confirm the data; use the Restart option if changes are needed.

4. Results: Review errors or confirmations in the results grid.

This new feature simplifies onboarding, helping Admins manage high-volume user additions quickly and efficiently.

Expanded Language Support

We’re pleased to announce that our product now supports seven additional languages: Armenian, Bulgarian, Croatian, Czech, Estonian, Greek, and Polish. This update enhances accessibility and offers a more personalized experience for our global users.

Go to Profile > Display Options > Preferred Language to select your preferred language.

This enhancement reflects our commitment to inclusivity and improved usability for diverse user groups worldwide.

Enhanced Trip Authorization History

We've significantly upgraded the Trip Authorization history to better track and provide visibility into authorization activities. This enhancement aims to reduce tickets related to questions about trip authorization actions, such as "Who received the email?" or "Why didn’t X get notified?"

New Features:

• Detailed Activity Log: Replaced the basic information with a historical log table, displaying all trip authorization actions taken, with details on the authorizer and any emails sent, including "To" addresses and subject lines (if available).
• Comprehensive Authorization Details: All authorizers added to the trip are now visible in the history log, providing complete oversight of authorization flows.
• Enhanced Access: The "View History" link is removed. The trip authorization status text now serves as the access point from which to view the history.
• Event Tracking: Added “Created/Imported” as the initial event for every trip authorization.
• Time Localization: All timestamps in the history are now displayed in the agency’s local airport time for clarity and consistency.

This enhancement provides a comprehensive view into trip authorization activities, improving support and transparency for users and administrators alike.