Contents

TRAVEL: Guest Search Enhancement

EXPENSE: Expense workflow notification

EXPENSE: Generic Per Diems

EXPENSE: New look and feel for expense report PDFs

EXTRACTION: New extraction: Login session

EXTRACTION: sFTP automatic transmission for Extractions

MOBILE: Expense creation workflow

MOBILE: Approvers can see expense details

MOBILE: Recall an expense report

MOBILE: Notifications for approvers

MOBILE: Camera enhancements for Expense

TRAVEL: Guest Search Enhancement

My Trips page for Arranger profile

• Products: Travel
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

Traveldoo now offers the ability for travel arrangers to search for and filter out guest bookings arranged by them using the full name of the guest travelers.

Advantages

A generic profile is used by an arranger to make travel bookings for guests. In previous versions it was not possible to filter out trips made for guests. With this feature, a full name- based search will enable the arranger to search and filter out the trips they booked for a guest using the guest’s name.

What’s new for arrangers?

When the user is logged in as a travel arranger, the My Trips page now has a new feature.
 

1. Select All Guests from the second dropdown in the Display Criteria:

2. Upon selecting All Guests, the arranger sees a search bar, where they can enter the full name of the guest they are searching for.

 

3. The search results display the trips arranged for this guest by the logged-in arranger:

 

Properties of the search box

Advantages

• Not case sensitive.
• Names with accents (e.g., Eléonore) are supported.
• Special characters (such as "!@#$%^&*(),/-|'";:.<>?[]{}.) are not supported, thus helping to avoid invalid entries. 
• Entering at least 2 characters causes the list of corresponding names to be displayed.
• Auto-suggestion when entering names is supported. 

Restrictions

• Full name must be entered in the exact format as in FirstName <space> LastName , otherwise an error message will be displayed. 

Support for other forms of search may be expected in future versions.

What’s new for administrators?

No administration changes needed. 

EXPENSE: Expense workflow notification

• Product: Expense
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? Yes
• Optional? Yes

Overview

Some companies want to configure a workflow without manager approval, but with a notification. The manager does not need to approve the expense report, but receives an email to be informed when an expense report is submitted.

Advantages

This configuration allows expense reports to be approved faster, without requiring any manager approval, only a notification.

What’s new for supervisors?

If this option is configured in the Expense workflow, managers will receive an email informing them about a submitted expense report.

 

What’s new for administrators?

No administration changes needed. Workflows are configured by Traveldoo only.

EXPENSE: Generic Per Diems

• Product: Expense
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? Yes
• Optional? Yes

Overview

Some countries, such as Germany or Poland, have very specific per diem rules. Other countries have simple rules, or no specific rule at all. For these countries, a new feature allows the configuration of a per diem expense type for any country.

This feature permits the configuration of daily allowances, and of amounts to be deducted for meals and accommodation. Only full daily rates are available; reduced rates for partial days cannot be configured.

Advantages

This feature allows the configuration of a simple per diem for any customer, using an Excel file to import all the rates for any country or city.

This file upload must be done by Traveldoo.

What’s new for users?

To claim allowances, a user will need to fill in the itinerary:

The user can then declare the provided meals or accommodation in order to deduct their amounts from the allowances:

 

Note: the “Lodging” allowance is configurable. This deduction screen is also configurable: it can be omitted if a customer does not want to use it.

A third screen shows the summary of allowances:

 

What’s new for administrators?

The per diem activation and the rate import is done by Traveldoo only. 

EXPENSE: New look and feel for expense report PDFs

• Products: Expense
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? No

Overview

When users generate a PDF of an expense report in order to archive it or print it, they will notice a new fresh new design with clearer information.

Advantages

This new format will increase the clarity of the expense report. Information will be presented in a new more efficient way, where all the analytic allocations are now clearly presented.

What’s new for users / managers / accountants ?

For all users: new design with more information.

What’s new for administrators?

No administration changes needed. 

EXTRACTION: New extraction: Login session

• Product: Extraction
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

A new extraction, “Login session”, has been added for extracting travellers' connection log data.

Advantages

You can now extract data for travellers’ login sessions for a specified date range and Organisation Unit level, for the following purposes:

• Control: knowing exactly when an individual was connected.
• Audit: comparing the number of connections between organisational levels.

This feature enhances the current reporting capabilities, providing employee ID and login/logout dates and times for each connection.

What’s new for users / managers / accountants ?

To extract login session data, the profile extraction feature must be activated for your user account. If you can already perform user profile extractions, the login session feature is added automatically.

What’s new for administrators?

To extract login session data, users must have the Extraction Profile usage right activated for their profile. Contact Traveldoo Support if you are unable to add this right to profiles on the Administration site (Users tab).

EXTRACTION: sFTP automatic transmission for Extractions

• Product: Extraction
• Markets: All
• Communication to Users Recommended? No
• Requires Traveldoo Services Assistance? Yes
• Optional? Yes

Overview

The Extraction module is used to generate .ZIP files, which can sometimes be bulky. These .ZIP files can be downloaded manually only by users with specific extraction rights.

As a reminder, the following extractions can be made:

Expense / Mileage / Per Diem / Expense Audit / Trip Audit / Receipts / Advance / Profile / Login session

Advantages

This feature enables users to receive extractions automatically via sFTP or the file transfer API already used to upload and download profile or accounting interfaces.

Extraction .ZIP files are received, encrypted, directly after generation. Advantages are:

• No need to download the files manually
• No need to juggle between profiles with different extraction rights
• This new interface will enable you to link extractions to your ERP or BI tools

Contact your Traveldoo account manager if you want to add this interface (at additional cost).

What’s new for users / managers / accountants ?

Transparent from end user point of view.

What’s new for administrators?

No customer administration changes needed.

 

MOBILE: Expense creation workflow

Expense | Expense Report Creation

• Products: Expense, Mobile, iOS
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

Users can now create expenses using the camera as the starting point.

Advantages

Ease of expense creation.

What’s new for travellers?

If there is an existing expense report in draft status, users can take a photo, select the expense type and fill in the details. The expense will be created and linked to the last updated expense report.

What’s new for administrators?

No administration changes needed.         

        

MOBILE: Approvers can see expense details

Approval | Expense report details

• Products: Expense, Mobile, iOS
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

Approvers can now see the details of the expense reports that they need to validate.

Advantages

Approvers can now see the details of expense report items, enabling better decision making.

What’s new for approvers?

On tapping the expense report that needs to be validated, the approver can get more details and can make better decisions while validating the expenses.

What’s new for administrators?

No administration changes needed.

            

 

MOBILE: Recall an expense report

Expense | Expense report | Call back

• Products : Expense, Mobile, iOS, Android
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

Users can now recall a submitted expense report.

Advantages

With the “Call back” feature, users can save approver effort and help reduce expense reimbursement time.

What’s new for travellers?

When an expense report is submitted by a user, and if the expense report is not approved the supervisor, the user can recall an expense report.

What’s new for administrators?

No administration changes needed.

           

 

MOBILE: Notifications for approvers

Expense | Approvers | Approval notifications

• Products : Expense, Mobile, iOS, Android
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

Approvers are now notified when a traveller submits an expense report for validation.

Advantages

The approvers can approve or reject the expense report on the go with their mobile devices.

What’s new for approvers?

When a traveller submits an expense report, a notification is sent to the approver. On tapping the notification, the approver can see the expense report, and subsequently  approve it or send it back.

What’s new for administrators?

No administration changes needed.

Android		iOS

 

MOBILE: Camera enhancements for Expense

Expense | Expense line | Camera

• Products : Expense, Mobile, Android
• Markets: All
• Communication to Users Recommended? Yes
• Requires Traveldoo Services Assistance? No
• Optional? Yes

Overview

Camera enhancements for faster expense creation.

Advantages

The camera can now identify the borders of the expense receipt and automatically crop the image.

What’s new for travellers?

When users open the camera from the app and hover the device over a receipt, the camera feature identifies the edges of the receipt and can crop it. Users can also edit the cropped image.

What’s new for administrators?

No administration changes needed.