Maintaining and Using Your Favorites List in Concur Travel

Maintaining and Using Your Favorites List in Concur Travel
Maintaining and Using Your Favorites List
in Concur Travel & Expense (CTE)
User Guide
Save time
when creating
expense
reports!
Easily create
a list of your
favorite
attendees!
Visually
group attendees
by sorting the
List!
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Effortlessly
find HCPs
practicing at
the same
address!
Company Confidential
©
© 2012
2013 Abbott
Abbott
Quickly add
attendees to your
expense from
your Favorites
List!
Maintaining and Using Your Favorites List
in Concur Travel & Expense (CTE)
User Guide
Contents
Overview…………………………………………………………………………………………………………………………………………………………….. Page 3
View and Maintain Your Favorites List in Your CTE User Profile………………………………………………………………….. Page 3
View Your Favorites List………………………………………………………………………………………………………………………………. Page 4
Search Your Favorites List for Attendees Using Basic Search……………………………………………………………………… Page 4
Sort Your Favorites List………………………………………………………………………………………………………………………………… Page 5
Add an Attendee (Including an HCP) to Your Favorites List Using Advanced Search………………………….………….. Page 5
Add a Business Guest to Your Favorites List…………………………………………………………………………………………………. Page 7
View HCP or Abbott Employee Information…………………………………………………………………………………………………. Page 8
View or Edit Business Guest Information ……………………………………………………………………………………………………. Page 8
Delete an Attendee from Your Favorites List……………………………………………………………………………….………………. Page 9
Add Attendee(s) to an Expense from Your Favorites List…………………………………………………………………………..... Page 10
View and Maintain Your Favorites List Within Your Expense Report……………………………………………............... Page 11
View Your Favorites List………………………………………………………………………………………………………………………………. Page 11
Sort Your Favorites List ……………………………………………………………………………………………………………………………….. Page 11
Add a Business Guest to Your Favorites List ………………………………………………………………………………………………… Page 12
View HCP or Abbott Employee Information…………………………………………………………………………………………………. Page 13
View or Edit Business Guest Information ……………………………………………………………………………………………………. Page 13
Delete an Attendee from Your Favorites List ………………………………………………………………………………………………. Page 14
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Page 2 of 14
Overview
What is your Favorites List?
A list of your favorite attendees – individuals who frequently participate in
events for which you submit expense reports.
What is the purpose of your
Favorites List?
Your Favorites List is designed to help you quickly find your favorite
attendees and add them to expenses when creating expense reports.
Does the system create your
Favorites List for you?
Each attendee who you have previously added to an expense is
automatically added to your Favorites List by the system.
If you are not new to CTE and have previously added attendees to your
expenses, your Favorites List already contains those attendees. If you are
new to CTE, your Favorites List is blank.
Can you maintain your Favorites
List, for example, add attendees
to the List?
You can perform a number of maintenance tasks, including adding
attendees to your Favorites List, in your CTE user Profile and within your
expense report.
What is the purpose of this User
Guide?
This User Guide provides steps to:
• View and maintain your Favorites List in your CTE user Profile,
• Add attendee(s) to an expense from your Favorites List when creating an
expense report, and
• View and maintain your Favorites List within your expense report.
View and Maintain Your Favorites List in Your CTE User Profile
The Favorite Attendees section of your CTE user Profile allows you to view and maintain your Favorites List.
You can perform the following tasks in this section:
• View your Favorites List,
• Search your Favorites List for attendees
using basic search functionality,
• Sort your Favorites List,
• Add an attendee, including a Health Care
Professional (HCP), to your Favorites List
using advanced search functionality,
• Add a business guest to your Favorites
List,
• View HCP or Abbott employee
information,
• View or edit business guest information,
and
• Delete an attendee from your Favorites
List.
The following pages provide steps on how to perform each of the above tasks.
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View Your Favorites List
1. Click the Profile tab.
1
2. Click Favorite Attendees under
Expense Settings in the
navigation bar at left.
RESULT: The Favorite Attendees
screen displays your Favorites
List.
3
3. Browse through the list of your
favorite attendees using A) the
vertical scrollbar and B) the
pagination controls at the bottom
of the screen.
NOTE: Pagination controls
indicate how many pages of
attendees there are in your List
and allow you to browse through
the pages.
2
3B
3A
Search Your Favorites List for Attendee(s) Using Basic Search
You can search for attendees that are in your Favorites List using the basic search functionality on the Favorite Attendees
screen:
1. Enter your search criteria in
each of the search fields at top
of the Favorite Attendees
screen.
1
For example, to search for an
attendee whose last name
begins with Stan:
• Select Last Name in the first
search field,
• Select Begins With in the
second search field, and
• Type Stan in the third search
field.
2. Click the Go button.
RESULT: The Favorite Attendees
screen displays the list of
attendees that match your
search criteria.
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Page 4 of 14
2
Sort Your Favorites List
You can sort your Favorites List by
clicking any of the column headers
on the Favorite Attendees screen.
For example, click the Address
column header in the List to sort
attendees by address. This visually
groups attendees who work at the
same address.
Add an Attendee (Including an HCP) to Your Favorites List Using Advanced Search
You can add attendees (including
HCPs) to your Favorites List from the
Master File using the advanced search
functionality:
1. Click the Advanced Search button
on the Favorite Attendees screen.
1
RESULT: The Attendee Search
screen displays.
2. Select the desired attendee type in
the Attendee Type drop-down
menu.
NOTE: The following attendee
types are available for selection:
Abbott Employee
Business Entity / HCO
Business Guest
Health Care Professional
Request Business Entity/HCO
Lookup
• Request HCP Lookup
(This option allows searching for
HCP Lookup Requests submitted
to Corporate OEC. It does not
allow creating HCP Lookup
Requests.)
•
•
•
•
•
2
RESULT: The Attendee Search
screen displays the search fields
corresponding to the selected
attendee type.
Continued on the following page.
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Page 5 of 14
Continued from the previous page.
3. Enter your search criteria in the
desired search fields.
3
4. Click the Search button.
RESULT: The search results
display the list of attendees that
match your search criteria.
NOTE: Click any of the column
headers to sort the search results.
4
5. Click the Attendee checkbox(es)
to select the attendee(s) you wish
to add to your Favorites List.
NOTE: If an attendee is already in
your Favorites List, the Attendee
checkbox for that attendee does
not display.
6. Click the Add Selected Attendees
to Favorite Attendees button.
RESULT: The selected attendee(s)
has been added to your Favorites
List. The Attendee checkbox(es)
no longer displays next to the
added attendee(s).
6
5
7. Optional. Click Favorite
Attendees in the navigation bar
at left to return to the Favorite
Attendees screen.
RESULT: The Favorite Attendees
screen displays the attendee(s)
added to your Favorites List.
7
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Page 6 of 14
Add a Business Guest to Your Favorites List
A business guest is an attendee who is not an Abbott employee and is not considered an HCP, for example, a
supplier/vendor, a patient, a retailer, media, government staff, etc. A Business Guest attendee type is rarely used for
promotional sales activities.
You can add a business guest to your Favorites List using the New Attendee button on the Favorite Attendees screen.
You cannot, however, add an HCP to the List in the same way. For steps on adding an HCP to the List, refer to topic Add
an Attendee (Including an HCP) to Your Favorites List Using Advanced Search.
1. Click the New Attendee button.
RESULT: The Add Attendee
screen displays.
2. Enter information about the
business guest into all required
fields on the Add Attendee
screen: Attendee Type, Last
Name, First Name, Company,
and Business Guest Title.
1
3. Click the Save button to save
attendee information.
NOTE: To save attendee
information and add another
attendee to your Favorites List,
click the Save & Add Another
button and follow the steps
above.
2
RESULT: The new business guest
has been added to your
Favorites List and displays on
the Favorite Attendees screen.
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View HCP or Abbott Employee Information
You can view detailed information about
an HCP or an Abbott employee using the
View button on the Favorite Attendees
screen:
1. Click the Attendee checkbox for the
desired HCP or employee on the
Favorite Attendees screen.
RESULT: The View button becomes
active.
2
1
2. Click the View button.
RESULT: The View Attendee screen
displays.
3
3. Review HCP or employee information
on the View Attendee screen.
NOTE:
• You cannot change information on
the View Attendee screen.
• To return to the Favorite Attendees
screen, click the Cancel button.
You can also view HCP or Abbott
employee information by clicking the
Attendee Name link on the Favorite
Attendees screen.
View or Edit Business Guest Information
You can view or edit information
about a business guest using the Edit
button on the Favorite Attendees
screen:
1. Click the Attendee checkbox for
the desired business guest on the
Favorite Attendees screen.
RESULT: The Edit button becomes
active.
2
1
2. Click the Edit button.
RESULT: The Edit Attendee screen
displays.
3. View or edit attendee information.
3
4. Click the Save button to save your
changes.
NOTE: To return to the Favorite
Attendees screen without saving
your changes, click the Cancel
button.
4
You can also view or edit business guest information by clicking the Attendee Name link on the Favorite Attendees screen.
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Delete an Attendee from Your Favorites List
You can delete an attendee from
your Favorites List using the Delete
button on the Favorite Attendees
screen:
1. Click the Attendee checkbox for
the desired attendee on the
Favorite Attendees screen.
RESULT: The Delete button
becomes active.
2
1
2. Click the Delete button.
RESULT: The Please Confirm
message displays.
3. Click the Yes button to confirm
that you wish to delete the
selected attendee.
3
NOTE: To cancel deleting the
attendee, click the No button.
RESULT: The attendee has been
deleted from your Favorites List
and no longer displays on the
Favorite Attendees screen.
It is important that you
keep your Favorites List
“clean” and delete
duplicates and outdated
entries.
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Page 9 of 14
Add Attendee(s) to an Expense from Your Favorites List
There are two primary ways to add an attendee(s) to an expense when creating an expense report:
• By clicking the Favorites button and adding an attendee(s) from your Favorites List and
• By clicking the Search button and adding an attendee(s) from the Master File.
The following steps show the process to
add an attendee(s) to an expense from
your Favorites List. (For instructions on
adding an attendee(s) from the Master
File, please refer to the Add a Health
Care Professional (HCP) Related Expense
in CTE Quick Reference Card.)
1
1. After you have completed the Basic
Information section of the expense
and are ready to add an attendee(s),
click the Favorites button in the
Attendees section of the expense.
RESULT: The Search Attendees screen
displays, with Favorites as the active
tab. (The Favorites tab displays your
Favorites List.)
2. Click the Attendee checkbox(es) for
the desired attendee(s).
2
NOTE: You can sort your Favorites List
by clicking any of the column headers.
For example, click the Address column
header to sort attendees by address.
This visually groups attendees who
work at the same address.
3
3. Click the Add to Expense button to
add the selected attendee(s) to the
expense.
RESULT: The selected attendee(s) has
been added to the expense.
4
4. Click the Cancel button to close the
Search Attendees screen.
RESULT: The Attendees section of the
expense displays the added
attendee(s).
NOTE: Attendees added to the
expense from the Favorites List no
longer display in the List (on the
Search Attendees screen) to prevent
you from adding them to the expense
multiple times.
Once all attendees have been added to
the expense, continue creating the
expense report as usual.
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View and Maintain Your Favorites List Within Your Expense Report
The Favorites tab of the Search Attendees screen within your expense report displays your Favorites List.
Here, you can perform the following tasks while in
the process of creating your expense report:
• View your Favorites List,
• Sort your Favorites List,
• Add a business guest to your Favorites List,
• View HCP or Abbott employee information,
• View or edit business guest information, and
• Delete an attendee from your Favorites List.
View Your Favorites List
1. Click the Favorites button in the
Attendees section of the expense.
RESULT: The Search Attendees
screen displays, with Favorites as
the active tab.
1
NOTE: The Favorites tab displays
your Favorites List.
2. Browse through the list of your
favorite attendees using A) the
vertical scrollbar and B) the
pagination controls at the bottom
of the screen.
2
NOTE: Pagination controls
indicate how many pages of
attendees there are in your List
and allow you to browse through
the pages.
2B
Sort Your Favorites List
You can sort your Favorites List by clicking any of
the column headers on the Search Attendees
screen.
For example, click the Address column header in
the List to sort attendees by address. This visually
groups attendees who work at the same address.
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©
© 2012
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Page 11 of 14
2A
Add a Business Guest to Your Favorites List
A business guest is an attendee who is not an Abbott employee and is not considered an HCP, for example, a
supplier/vendor, a patient, a retailer, media, government staff, etc.
A Business Guest attendee type is rarely used for promotional sales activities.
You can add a business guest to your
Favorites List using the New
Attendee button on the Search
Attendees screen:
1. Click the New Attendee button.
RESULT: The Add Attendee
screen displays.
1
2. Enter information about the
business guest into all required
fields on the Add Attendee
screen: Attendee Type, Last
Name, First Name, Company,
and Business Guest Title.
2
3. Click the Save button to save
attendee information.
3
NOTE: To save the business guest
information and add another
business guest to your Favorites
List, click the Save & Add Another
button and follow the steps
above.
RESULT: The new business guest
has been added to your Favorites
List. The new attendee has also
been added to your expense.
NOTE:
• You will not see the newly
added business guest in your
Favorites List on the Search
Attendees screen. Attendees
added to the expense do not
display on the Search Attendees
screen to prevent you from
adding them to the expense
multiple times.
• You will, however, see the
newly added business guest in
your Favorites List on the
Favorite Attendees screen
within your CTE user Profile
(see the screen image at right).
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View HCP or Abbott Employee Information
You can view detailed information about
an HCP or an Abbott employee in your
Favorites List within your expense
report:
1. Click the Attendee Name link for the
desired HCP or employee on the
Search Attendees screen.
1
RESULT: The View Attendee screen
displays.
2. Review HCP or employee information
on the View Attendee screen.
2
NOTE:
• You cannot change information on
the View Attendee screen.
• To return to the Favorite
Attendees screen, click the Close
button.
View or Edit Business Guest Information
You can view or edit information about
a business guest in your Favorites List
within your expense report:
1. Click the Attendee Name link for the
desired business guest on the Search
Attendees screen.
RESULT: The Edit Attendee screen
displays.
1
2. View or edit business guest
information as needed.
3. Click the Save button to save your
changes.
2
NOTE: To return to the Search
Attendees screen without saving
your changes, click the Cancel
button.
RESULT: The Search Attendees
screen displays.
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Page 13 of 14
Delete an Attendee from Your Favorites List
You can delete an attendee(s) from
your Favorites List using the Delete
button on the Search Attendees
screen.
1. Click the Attendee checkbox(es)
for the desired attendee(s) on
the Search Attendees screen.
1
RESULT: The Delete button
becomes active.
2
2. Click the Delete button.
RESULT: The Please Confirm
message displays.
3. Click the Yes button to confirm
that you wish to delete the
selected attendee(s).
3
NOTE: To cancel deleting the
attendee(s), click the No button.
RESULT: The attendee(s) has
been deleted from your
Favorites List and no longer
displays on the Favorite
Attendees screen.
It is important that you
keep your Favorites List
“clean” and delete
duplicates and outdated
entries.
Effective
Effective05/05/2012
8/1/2013
Company Confidential
©
© 2012
2013 Abbott
Abbott
Page 14 of 14
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