Introducing Profile Options

Objective

After completing this lesson, you will be able to enable Profile Options on the Travel Configuration Page.

Introduction to Profile Options

On the Travel Configuration, the Profile Options section allows you to customize areas in the Concur Travel Profile. In this lesson, you will learn how to access these settings in the Travel Configuration page, and what impact these settings have on the Concur Travel Profile.

The following settings will be covered:

  • Send users an email whenever their profile is updated
  • Suppress emails sent when travel assistant changes are made
  • Profile Passport Information
  • Use TravelScreen with profiles (Apollo and Galileo only)
  • Profile Shows Company Locations
  • Refuse Self-Assigning Assistants

To access Profile Options on the Travel Configuration page, use CTRL+ F to search for the setting as depicted in the following graphic.

Screenshot showing the Profile Options section highlighted and options for: Send users email when profile updated; Suppress emails when assistant changes; Profile Shows Company Locations (checked); Profile Passport Information dropdown “Warn if incomplete”; Use TravelScreen (Apollo/Galileo only).

Send users an email whenever their profile is updated

Callout highlights the setting under Profile Options: “Send users an email whenever their profile is updated,” showing an empty checkbox and a help icon.

Select the checkbox to enable. When enabled, travelers are notified by email any time a change is made to their profile. The notification is sent to the email addresses specified in the Concur Travel profile.

Screenshot of an email titled Travel Profile Email Address Update from travellizard@concursolutions.com. Text states Anna Never (Company Name: Training) modified your travel profile to change your email address. Old email address is blank; new email address ends with @sap.com. Note says the message was automatically generated and the mailbox is not monitored.

Suppress emails sent when travel assistant changes are made

Screenshot showing the Profile Options section and highlighting, “Suppress emails sent when travel assistant changes are made,” showing an unchecked checkbox.

Select the checkbox to enable. When enabled, this setting will suppress emails from being sent to the user when a change is made to the assistants in their profile, e.g. a travel assistant is added or removed.

The following items will automatically be exempt from receiving an email when changes are made, regardless of the setting above:

  • The user's login ID starts with "admin@" or "neverbooking"
  • The user's first name is exactly "William" or "william" and the last name is "Never" or "never"
  • The assistant's/arranger's login name is "William Never"

For further examples of emails sent, please see Profile Updates | SAP Help Portal

Profile Passport Information

Screenshot highlighting the Profile Passport Information dropdown, selected as “Warn if incomplete.” The expanded menu shows options: Not Required, Warn if incomplete, Required.

Select one of the three options to dictate the behavior of the Passport field in the Concur Travel Profile. The following options are available:

  • Not required: The default setting; does not trigger any action
  • Warn if incomplete: Will prompt a traveler when saving their profile or booking a trip
  • Required: Prevents travelers from saving their profiles if the first set of passport fields is incomplete

Use TravelScreen with profiles (Apollo and Galileo only)

Screenshot showing the Profile Options section and hihglighting, “Use TravelScreen with profiles (Apollo and Galileo only),” showing an unchecked box.

If you use TravelScreen (Apollo and Galileo only) for profiles, enable this check box to use this information in Concur Travel.

Caution

Verify the Profile Mapping Template is in place and has been tested prior to enabling this feature.

Profile Shows Company Locations

Screenshot showing the Profile Options section and highlighting the setting “Profile Shows Company Locations”; the checkbox is checked and a help icon is shown.

Select to enable. When enabled, this checkbox allows the Company Locations drop-down to appear on the Concur Travel profile.

When this option is enabled, and the company locations have been added to the site, a company locations list appears in the profile to select an assigned location. See the following graphic as an example.

Note

If the Company Locations list does not appear in Profile, users will have to manually fill in the work address fields.
Screenshot shows the Work Address section with the Assigned Location dropdown expanded. Options shown: Please choose a company location; Australia – NSW (NAI Sydney); Czech Republic – Prague (NAI Prague); Germany – Eschborn (NAI Frankfurt); India – Bengaluru (NAI Bengaluru); Philippines – Taguig (NAI Manila); United States of America – NY (NAI New York). Save button below.

Refuse Self-Assigning Assistants

To access the Refuse Self-Assigning Assistants setting on the Travel Configuration page, use CTRL+ F to search for the setting as depicted in the following graphic.

Screenshots shows refuse self entered in the search box. Highlighted setting: “Refuse Self‑Assigning Assistants — Do not allow self‑assigning assistants to designate themselves as assistants to members of this travel configuration,” checkbox unchecked.

Select the checkbox to enable. When enabled, this will disable the ability for self-assigning assistants to designate themselves as assistants to members of this travel configuration.

Note

The Self-Assigning feature is permission-based. You need to have the Self-assigning Assistant permission.

You can also refuse self-assigning assistants directly from the Profile page by selecting the checkbox Refuse Self Assigning Assistants. See the following example:

Screenshots shows the Assistants and Travel Arrangers section. Highlighted setting: Refuse Self Assigning Assistants, with an unchecked checkbox and a help icon. The section states “You currently have no assistants defined.” Link “Add an Assistant” appears at the right, “Go to top” at the top right, and a blue Save button at the bottom.

Summary

  • Enable profile update emails; suppress assistant-change emails to control notifications
  • Set Passport Information: Not required, Warn if incomplete, or Required to enforce data before saving
  • Enable Profile Shows Company Locations to display assigned location dropdown; otherwise users enter work address manually
  • Use TravelScreen with profiles for Apollo/Galileo; verify and test Profile Mapping Template before enabling
  • Enable Refuse Self-Assigning Assistants to block self-assignment; set in the Configuration or directly in Profile

Learning

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