The Concur integration allows for the Convercent application to pull in itinerary information for Company travelers from Concur and deliver a single, designated Policy through email based on domestic or international travel.
With this first release, only itineraries involving flights are included. Rail travel is not included at this time.
International travel - With this initial release, this is defined as any trip with at least one leg that begins or ends outside of the United States.
The initial focus will be sending the preferred company policy to all employees traveling to a new country regardless of business unit.
Example policies may include:
- General travel policy
- Core Travel policy
- Health and Safety
- Anti-trust/competition law
- Social Media
- Conflict of Interest
- Code of Conduct
- Information Security
Domestic travel - With this initial release, this is defined as any trip where all legs begin and end in the United States.
Users can select a single policy to send to all employees traveling domestically. This will likely be the organization’s standard Gifts Travel and Expense policy.
Other example policies may include:
- Political activity policy
- Social Media
- Charitable donations
- Public relations policy
How does the process work?
The Convercent API engages with the Concur API on an hourly basis. Upon successful connection to the Concur API, the Convercent application receives a Concur User Name that is a unique identifier for a user. It is provided by the organization using Concur, so it is typically either an employee Id or employee email address.
The Convercent application then tries to link that user name to our system by checking it against three possible data points in our system:
- user primary email address
- user employee id
- user login name
If no match is found, an error is logged. Although these errors are not visible to administrators, they are tracked within the system and can be viewed by Convercent Support.
As such, for the integration to work effectively, organization employees should be using the same employee ID or same work email address in both the Convercent system and the Concur system to ensure an effective match.
Your Convercent customer success managers will need to complete 3 setup steps:
License your organization
- Create a Concur verification code and provide that to you
- Customize the email templates
Organization Concur Administrator
Your organization’s Concur Administrator will need to set up the connection to the Concur application.
They can find the Convercent connector in the Concur In-Product App Center
Once they login to Concur, they will then be able to paste in the unique verification code provided by Convercent.
Once the connection is completed, the user will receive a confirmation message and be able to close the screen.They will also see that they are now connected from the Concur application.
Once you have been licensed by Convercent and your Concur administrator has completed the appropriate setup steps, you are now ready to configure your Concur notifications. From your homepage, click on Manage my organization.
You will then see the Concur Notification option toward the bottom of your screen.
From here you can configure the Concur notifications.
You can configure when you when you want to send the email, selecting from the following options:
- 1 day before flight
- 2 days before flight
- 3 days before flight
You can also determine how often emails are sent to your travellers. You can choose from the following options:
- Once per month
- Once every 2 months
- Once every 3 months
- Once every 6 months
- Once a year
You also need to select the appropriate policy. You can only select policies that have been published.
Please note, you can complete the configuration but not activate the Concur integration. This functionality provides a simple way to deactivate the process should you need to do so while you are updating your policies, for example.
Once saved, you will see your configuration and whether the notifications are active.