Workflow and Emailing options in TIRS (CRM) This guide details the steps which should be followed to set status reasons as well as view and edit emails sent from Dynamics CRM (TIRS). Certain emails will be created and sent automatically by the system, other emails will be created as drafts and rely on a user to send them. This gives the user the opportunity to review and edit, if appropriate, the email before it is sent. Login Login to the TIRS CRM via Sign In through the University Single Sign On (SSO). Status Reason Information Please review the following table for status reason definitions, how they are set and the relevant notifications. Ref Status Reason Notification Summary Recipient Meaning How is status Reason set Actions 1 Draft None N/A Traveller (T) or proxy has saved, not yet submitted Automatic N/A 2 Submitted Submitted application - confirmed To: Traveller Traveller submits 1. Email to T confirming
application for approval form submitted Submitted application for review/action To: TA then TM 2. Email to TA, TM informing form submitted for review 3 Submitted for Referral Submitted application for referral confirmed To: Traveller Traveller submits application that requires referral for approval Automatic on Submission from web app 1. Email to T confirming form submitted to IA for referral App Submitted for review/action To: TA then IA 2. Email to IA informing form submitted for referral 4 Referred to Insurers Travel Ins App has been referred to insurers To: TA and TM Application 'sent' to Insurance team to send to insurers for review. TA sets status reason email to IT notifying them that an application has been submitted for referral 5 Awaiting Response None N/A Insurance team have sent application to insurers and are awaiting response IA sets status reason 6 Referral – insurance is available Referral - Insurance is Available To: TA/TM IA inform TA/TM – ins is available with details when notification sent IA sets status reason to TA, TM that insurance is available 7 Referral - Insurance Not Available Referral - Insurance is Not Available To: TA/TM IA inform TA/TM – ins is not available IA sets status reason Email to TA, TM that insurance is NOT available 8 Proceed to book travel Proceed to Book Travel To: Traveller Referral scenario – TA/TM notify T TA or TM set status reason Email to T that ins is available and to
when ins is available and okay to take up, but need travel arrangement details please Proceed to Book Travel 9 Returned for Corrections Returned for Corrections To: Traveller TA/TM to T or IA to TA/TM in the event there are corrections to be made on form – would be after submission but before approval TA sets status reason Email to T (or proxy if applicable) 10 Approved Travel Ins App has been approved To: Traveller cc: TA cc: IA if Referral TM to T (travel ins application approved) TM sets status reason Email to T notifying insurance approved. Create and attach PDFs (as required) 11 Set to Resubmit None N/A ‘Significant’ fields on application are unlocked for editing. App must be re-submitted for approval. Automatically when traveller hits 'Set for Resubmission' button in web app. No action. this is a transient status and will only be this while a travellers is updating, prior to 12 Rejected Travel Ins App has been rejected To: Traveller cc: TA cc: IA if Referral TM to T (travel ins application rejected) TM sets status reason Email to T that application has been rejected with reason included. 13 Cancelled Travel Ins App has been cancelled to: T cc: TA/TM cc: IA if referral T (or TA/TM)has cancelled application 1. **If an app is cancelled after it has been approved,