Field and Field Groups

Agencies can add extra fields and field groups (called custom fields and custom field groups) to the profile templates in order to store the information they require. Agencies can create up to 50 of their own fields and 50 field groups, which can be added to profile templates. If a custom field group is defined, only custom fields can be used within it. Each custom profile field can only be used in one custom profile field group. These custom fields and field groups allow an agency to store the data they require in a profile template.

Notes:

  • Fields and field groups are saved on an Agency level; an agency is only permitted to create a maximum of 50.

  • Once field and field groups have been added to the template they cannot be deleted, they may only be hidden. Hiding a field or field group from a template ensures that it is not viewed when completing information.

  • Fields or field groups are added to profile templates only, not the individual profiles. For example if a specific field group is needed for one account, the field group appears for all accounts after it is added to the account template.

  • Field and field groups created by an agency do not populate the Activity Panel or Trip Review screen (endpoints) of the Universal Record; however, Travelport-defined fields can.

  • Custom fields and field groups can be use in file finishing strings.

  • For more information, see Ask Travelport 28321 - How do I create Profile Fields or Field Groups in the Universal Desktop? and Ask Travelport 28322 - How do I hide Profile Fields or Field Groups in the Universal Desktop?

Travelport Fields and Field Groups

Agency Administrators can specify whether Travelport-defined fields are inheritable. The following inheritability rules apply:

  • If a parent group is inheritable, at least one child field group must be inheritable.

  • If a parent group is not inheritable, all child fields and field groups are also not inheritable.

To modify these settings,

  1. In the Travelport Admin Portal, select the Profiles menu, then Hierarchy with Templates, then Open Agency Hierarchy.

  2. Click the Details tab.

  3. Click the View field group definition link.

To view further information regarding the particular field of a group, click the arrow next to the field name.

External ID and Source Field Group

External IDs can be linked to a unique Source, but the External ID does not require a Source, and the External IDs do not have to be unique. Only Sources within a profile must be unique. One profile can have numerous External IDs, limited by the minimum and maximum set and the limit defined by the Portal system. If the Source is left blank (null), then another Source for that profile cannot be left blank, as each Source field must be unique for that profile.

If a host is used for the Source field, such as 1P, the External ID cannot be modified. However, they can be deleted.

Searches for a Source must include the External ID.

Create a Custom Field Group

  1. From the Editors menu, select Field and Field Groups.

  2. From the Field and Field Group Editor, click the New field group button.  

  3. Enter the necessary field group information.

    • Name of the field group

    • Description (optional)

    • Minimum and maximum uses, which defines if the group is mandatory. If the field group is not mandatory, then set the value to 0.

    • If "Field group is inheritable" is checked, the field group is inherited by lower levels of the hierarchy. For example, if this field group is added to an Account profile and the "Field group is inheritable" option is checked, then this field group is inherited by the Traveller profiles assigned to the Account.

    • If "Field group cannot be edited without appropriate permissions" is checked, users need special authorization to create or modify a restricted custom field. These permissions are found in support Level 3 roles. There is also an add-on role for Administrators to provide this functionality. It is not contained in the base role for Administrators, so another Administrator needs to assign this role to the users as required.   

  4. Click the Save button. The field group is now ready for you to add the different fields into it.

    5. Add a Field to the Field Group

  5. Click the New field button on the bottom right of the screen.

  6. Complete the information in the field editor tab.

    • Field name

    • Description

    • Minimum and maximum uses, which defines if the field within the group is mandatory. If the field is not mandatory, then set the value to 0.

    • Data type

    • "Store as encrypted" ensures that the information entered is not readable if it were to be saved in the profile or moved into a Universal Record.

    • "Mask display" is another security that ensures some or all of the information entered is not be readable if it were to be saved in the profile or moved into a Universal Record. This option defines how the information is masked.

    • "User enters value as free text" allows any value to be entered for the person entering data into the profile. A default value may be entered.

    • "User selects value from defined list" means the information to be added to the profile must be chosen from a pre-defined list of options (i.e., enumerated list). If this option is selected, define the information that can be chosen to populate into the profile by clicking the Edit dropdown list values link. Use the plus and minus buttons to add and remove values in the list. Click Set to save the list.

    • "Default value" can only be completed if the option "User enters as free text" is selected. In the Default value field, enter what you require populated into the profile.

    • Min length and max length may only be completed if the option "User enters as free text" is selected. A minimum of one and a maximum of 128 must be entered in these boxes.

  7. Click the Save button.

To add more fields to the field group, click the New field button and complete the required information. Ensure you click Save each time to add the field to the group. 

Add a Field Group to a Template

The newly created Field Group needs to be added to the profile template before it can be used.

  1. From the Profiles menu, select Hierarchy and Templates, then select Open Agency Hierarchy or Open Account Hierarchy.

  2. Click the Details tab.

  3. From the list of templates on the left, select the template to which you want to add the field group.

  4. Click the Add Item button on the lower right.

  5. From the dialog, select the field or field group that you want to add to the template and click Select. The selected field group / field displays in the template throughout the entire agency.

  6. Click Save.

Hide or Edit a Field or Field Group

Once the field or field group has been added to a template, the field or field group may not be deleted. If you no longer want to use the field or field group, you will have to hide it by un-selecting the "Show field in template" option and click Save.

The field group may be edited at any time from the profile by clicking the Edit field group definition link.   

Edit Field Group Definition

Agency administrators can edit custom field group definitions (i.e., field groups that their agency has created). Within the field group list, click the Edit field group definition link to edit custom field groups.

Edit a Field

  1. To edit a particular field within a field group, click the arrow next to the field group name to display the field values.

    • Min and max defines the number of times this field can be used. If the field is not mandatory, then set the value to 0.

    • The Action area contains the actions associated with this field. A field can have none, 1 or many actions. One or multiple default actions are defined for some Travelport-defined fields. The agency administrator can override the default action or add additional actions to the field. For more information, see Actions.

      • To add an action,

      1. Click the Add action button.

      2. Click the Action drop-down list to choose an action. Refer to Actions for more information.

      3. Click the <end point display here> link to open the dialog provided for selecting the target endpoint based on the action selected. The link is not enabled until an action is selected. The default action/endpoint combination(s), as defined by Travelport, display. The agency administrator can override the default and add additional actions and endpoints.

    • If "Show field in template" is checked, this field displays to the user. Before a field can be hidden, minimum uses must be set to 0.

    • If "Allow agents to use for searching" is checked, then this field is used to search for profiles. See Search Options for more information.

    • If "Field group is inheritable" is checked, the field is inherited by lower levels of the hierarchy. For example, if this field is added to an Account profile and the "Field group is inheritable" option is checked, then this field is inherited by the Traveller profiles assigned to the Account.

  2. Click the Save button after all changes have been made.

Change Field Group Order

Agency administrators can move the data they feel to be more important to the top of the template. This move is reflected when a user displays the traveler profile to make a booking in the activity panel and to edit or create new traveler profiles. To move a field group, select a field group from the list on the right, then click the Move Up or Move Down button.

Change Field Order within a Field Group

Agency administrators can also move fields within a field group. A field within a field group can only be moved within its own group. To move a field, select the field, then click the Move Up or Move Down button.

Save Changes

When modifying templates, ensure that you click Save. Updates display to the user on the Universal Desktop screen immediately. While changes are being made to a template, an asterisk next to the template name indicates that the template has not been saved.  

Note: Changes made to templates affect the templates throughout the Agency’s hierarchy, to all Work Area Branches. For more information, see Ask Travelport 28040 – How to change the display order of fields and field groups in the profile templates.