{"revision":"c10276e953456835cdbb1f3a60d58ae1980be353","document":{"id":10772,"path":"employee-service-management/employee-travel-safety/configure-employee-travel.md","title":"Configure Employee Travel Safety","bundle":null,"doc_type":null,"release":"australia","body":"\n# Configure Employee Travel Safety\n\nComplete all configuration tasks to ensure that travel notifications and approvals are set up correctly for your company.\n\n**Parent Topic:**[Employee Travel Safety](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/employee-service-management/employee-travel-safety/employee-travel-safety.md)\n\n## Set up travel approvers\n\nSet up user groups and roles so that employee travel can be approved by managers or by designated travel approvers.\n\nSetting up manager approval or designated approvers is a required configuration step for the Employee Travel Safety application.\n\n- **Manager approval**\n\n To set up travel approval by managers, assign the approver\\_user role to all managers. With this role, managers can only view and approve travel requests for the employees they directly supervise.\n\n- **Designated approvers**\n\n To set up designated travel approvers, add users to the Travel Approvers group. Members of this group can view and approve travel requests for all employees. Don't add managers to the Travel Approvers group unless it's acceptable for them to view and approve travel requests for all employees.\n\n\nBy default, a travel request must be approved by both the employee's manager and a member of the Travel Approvers group. If the employee doesn't have a manager listed in your ServiceNow instance or there are no users in the Travel Approvers group, one approval is enough to approve the travel request. An employee's travel request is automatically rejected if the employee doesn't have a manager listed in your ServiceNow instance and there are no users in the Travel Approvers group. For information about changing the default approval settings, see [Modify the travel approval flow](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/employee-service-management/employee-travel-safety/configure-employee-travel.md).\n\n## Set up Employee Travel Safety properties\n\nSet up Employee Travel Safety properties to ensure that site safety verification emails, employee contact logs, and employee health verifications are managed according to your company's requirements.\n\n### Before you begin\n\nRole required: sn\\_imt\\_travel.admin\n\n### About this task\n\nSetting up the Employee Travel Safety properties is a required configuration step for the Employee Travel Safety application.\n\n### Procedure\n\n1. Navigate to **All** > **Employee Travel Safety** > **Properties**.\n\n2. Set the following property values.\n\n\n
\n\nProperty\n\n\n\nDescription\n\n
\n\nName of the company's travel management system.\\[sn\\_imt\\_travel.travel.management.system.name\\]\n\n\n\nName of your company's travel management system. This property is used to provide employees who are approved for travel with a link to the travel management system.\n\n
\n\nURL of the company's travel management system.\\[sn\\_imt\\_travel.travel.management.system.url\\]\n\n\n\nURL of your company's travel management system. This property is used to provide employees who are approved for travel with a link to the travel management system.\n\n
\n\nEmail travel contacts to ask them to verify site safety and policy compliance.\\[sn\\_imt\\_travel.email\\_site\\_verification\\]\n\n\n\nWhen enabled, an email is sent to the primary contact that an employee provides on their travel request to verify site safety and policy compliance. The contact must respond to the email before the travel request can be approved by a manager or travel approver.\n\n
\n\nComma-separated list of affirmative responses.\\[sn\\_imt\\_travel.affirmative\\_email\\_responses\\]\n\n\n\nDefines the responses that are accepted as `Yes` responses for site verification emails.\n\n
\n\nEnables sending email reminders to travel request approvers for requests pending approval.\\[sn\\_imt\\_travel.enable\\_approval\\_email\\_reminders\\]\n\n\n\nWhen enabled, email reminders are sent to travel approvers and managers for travel requests that haven't been approved or rejected.\n\n
\n\nLength of time \\(in hours\\) to wait before sending travel request approvers a reminder. Default is 48.\\[sn\\_imt\\_travel.approval\\_email\\_reminder\\_period\\]\n\n\n\nSets the frequency of email reminders that are sent to travel approvers and managers. For example, when this property is set to `48`, travel approvers and managers will receive a reminder every 48 hours after a travel request is submitted until it is approved or rejected. This property requires that the **sn\\_imt\\_travel.enable\\_approval\\_email\\_reminders** property is enabled.\n\n
\n\nEnables outreach to relevant employees about travel-related health verifications.\\[sn\\_imt\\_travel.daily.health.verification.outreach.flag\\]\n\n\n\nWhen enabled, employees who are approved for travel receive notifications to complete a health verification. To set the frequency of the notifications, select a value for the **sn\\_imt\\_travel.health.verification.run.type** property. For more information about employee health verification, see [Employee Health Screening](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/employee-service-management/safe-workplace/employee-health-screening.md).\n\n
\n\nChoose whether Health Verifications will be sent to requester only once or daily.\\[sn\\_imt\\_travel.health.verification.run.type\\]\n\n\n\nSets the frequency of the health verification notifications that are sent to employees who are approved for travel. To send daily notifications before and during travel, select **Send Daily**. To send a notification once after the travel request is approved, select **Send Once**.\n\n Health verification notifications are only sent if the **sn\\_imt\\_travel.daily.health.verification.outreach.flag** property is enabled.\n\n **Note:** Employees who are already enrolled in daily health verifications before their travel request is approved will see no change. They will not receive additional notifications and they will still be enrolled after their trip is complete.\n\n
\n\nCancels a travel request if a health verification is not completed after a number of hours.\\[sn\\_imt\\_travel.allow.cancellation\\]\n\n\n\nWhen enabled, travel requests are canceled if employees do not complete a health verification by the deadline. Enabling this property requires that the **sn\\_imt\\_travel.daily.health.verification.outreach.flag** property is also enabled.\n\n
\n\nFor automatic request cancellation, enter the number of hours.\\[sn\\_imt\\_travel.cancellation\\_duration\\]\n\n\n\nSets the deadline for employees to complete a health verification. This property requires that the **sn\\_imt\\_travel.allow.cancellation** property is enabled.\n\n
\n\nEnables outreach to traveling employees about their daily travel contacts.\\[sn\\_imt\\_travel.daily.contact.log.outreach.flag\\]\n\n\n\nWhen enabled, employees receive notifications to complete a daily contact log during internal travel. Contact log notifications are not sent for external travel. Employees must be assigned the sn\\_imt\\_tracing.dailylog\\_user role to receive contact log notifications. This property requires the Contact Tracing and Emergency Outreach applications. For more information about contact logs, see [Contact Tracing](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/employee-service-management/contact-tracing/contact-tracing.md).**Note:** Employees who are already enrolled in daily contact logs before their trip will see no change. They will not receive additional notifications and they will still be enrolled after their trip is complete.\n\n
3. Click **Save**.\n\n\n## Modify the travel approval flow\n\nModify the travel approval flow to change the default travel approval settings.\n\n### Before you begin\n\nRole required: flow\\_designer\n\n### About this task\n\nModifying the travel approval flow is an optional configuration step for the Employee Travel Safety application. The travel approval flow is ready to use but can be modified to meet your company's requirements.\n\nIf you decide to modify the flow, deactivate the original flow and make a copy. Make any desired changes to the new flow, and then activate it. Modifying the copy makes it easier when you need to upgrade your ServiceNow instance.\n\n### Procedure\n\n1. Navigate to **All** > **Flow Designer** > **Designer**.\n\n2. In the Flows section, click **Travel Approval Flow**.\n\n3. Click **Deactivate**, then click **OK** to confirm.\n\n4. In the upper-right corner, click the More actions icon \\(\\[Omitted image \"Form\\_MoreOptions.png\"\\] Alt text: More actions icon\\), then click **Copy flow**.\n\n5. Enter a name for the new flow.\n\n6. In the **Application** field, select **Employee Travel Safety**.\n\n7. Click **Copy**.\n\n8. Make any desired changes to the new flow.\n\n For example, in cases where an employee has a manager listed in your ServiceNow instance and there are also users in the Travel Approvers group, by default, both the manager and a travel approver must approve the request. This setting is defined in action 8.1 of the flow. You can modify this action so that approval is only required from either a manager or a travel approver, not both. To make this change, the AND condition to approve must be replaced with an OR condition.\n\n9. When you're done modifying the flow, click **Activate**, then click **OK** to confirm.\n\n\n## Customize notification emails\n\nModify the notification emails that are sent to employees, managers and travel approvers, and employee travel contacts to customize the notifications for your company.\n\n### Before you begin\n\nRole required: admin\n\n### About this task\n\nModifying the notification emails is a required configuration step for the Employee Travel Safety application. By default, the notifications use a ServiceNow® banner and the placeholder signature Workplace, Co. Update the notifications to use your company name and logo.\n\nThe Employee Travel Safety application uses the following notifications.\n\n\n
\n\nNotification\n\n\n\nDescription\n\n
\n\nSite Verification Request\n\n\n\nThis email is sent to the primary contact that an employee provides on their travel request to verify site safety and policy compliance. By default, the email asks the contact to confirm the following policies.- The site screens all employees and visitors for symptoms.\n- All employees and visitors are required to wear personal protective equipment, such as masks.\n- All employees and visitors are required to follow social distancing rules.\n\n This email is only sent if the **sn\\_imt\\_travel.email\\_site\\_verification** property is enabled.\n\n
\n\nEmployee Travel Safety Approver Request\n\n\n\nThis email is sent to an employee's manager and all members of the Travel Approvers group asking them to approve or reject the travel request.\n\n
\n\nEmployee Travel Safety Request Reminder\n\n\n\nThis email is sent to managers and travel approvers as a reminder to approve or reject pending travel requests.This email is only sent if the **sn\\_imt\\_travel.enable\\_approval\\_email\\_reminders** property is enabled.\n\n
\n\nTravel Request Approval\n\n\n\nThis email is sent to an employee if their travel request is approved. The email has a link to your company's travel management system.\n\n
\n\nTravel Request Rejection\n\n\n\nThis email is sent to an employee if their travel request is rejected.\n\n
\n\nTravel-related contacts\n\n\n\nThis email asks an employee to complete a daily contact log. The email is sent to an employee daily for the duration of their trip.This email is only sent if the **sn\\_imt\\_travel.daily.contact.log.outreach.flag** property is enabled.\n\n
\n\nTravel-related health verification\n\n\n\nThis email asks an employee to complete a daily health verification. The email is sent to an employee daily once their travel request is approved though the duration of their trip.This email is only sent if the **sn\\_imt\\_travel.daily.health.verification.outreach.flag** property is enabled.\n\n
\n\nTravel request rescinded\n\n\n\nThis email is sent to an employee if they don't complete a health verification by the deadline.This email is only sent if the **sn\\_imt\\_travel.allow.cancellation** property is enabled.\n\n
**Note:** All notifications except the Employee Travel Safety Approver Request are translated to the language selected on the employee's user profile. The Employee Travel Safety Approver Request is translated to the language selected on the manager's or travel approver's user profile. If no language is selected for a user, notifications are translated to the default language for the instance.\n\n### Procedure\n\n1. Navigate to **All** > **System Notification** > **Email** > **Notifications**.\n\n2. Click the notification that you want to update.\n\n3. To view the default notification, click **Preview Notification**.\n\n4. Navigate to the **What it will contain** form section.\n\n5. In the **Message HTML** field, click **Insert/edit image** and select your banner image.\n\n **Tip:** The image must be added before the mail script so that it appears at the top of the email.\n\n If you don't already have an email banner image in your ServiceNow instance, you can upload an image to use. For instructions, see [Upload one or more images](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/platform-user-interface/upload-multiple-images.md).\n\n6. Click the **Show Notification Scripts** related link.\n\n7. In the **Script** field, the code `template.print(util.getEmailCompanyLogo());` adds the default ServiceNow® banner to the email.\n\n Comment out or delete this line of code to remove the ServiceNow® banner.\n\n8. In the **Script** field, replace all references to `Workplace, Co.` with your company name.\n\n9. If you would like to make any other changes to the email notification, update the **Script** field as needed.\n\n If you change any text used in calls to `gs.getMessage` or `gs.getMessageLang`, you must provide translations for your custom text in the Message table \\[sys\\_ui\\_message\\]. For more information, see [Message table](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/platform-administration/r_MessageTable.md).\n\n10. Click **Update**.\n\n11. Return to the notification record and click **Preview Notification** to confirm your changes.\n\n\n"}}