Creating defined traces

Trace is a mechanism to send an electronic notification as a reminder for an action, or as an alert. A trace can be received by a designated user in the Fractional Booking page or Customer Care page or is sent by the system as an email to the designated email address.

You can create a defined trace for an action that is standard process for your location so that it can be reused easily, or you can create a trace for something specific to your location.

To create a defined trace:

  1. Select Administration > Location Setup > Defined Traces.
  2. Specify this information:
    Trace Type
    Specify the trace type that you want to add. For example, you can create a defined trace for vehicle reservation or fractional booking.
    Trace Name
    Specify the trace name and description.
    Topic
    Specify the topic of the trace.
    Trace Details
    Specify the trace details.
    Status
    Specify Active to use the trace.
    User
    Specify the ResRent user who receives the trace.
    Email Address
    Specify the email address at which the trace must be delivered.
    Department
    Specify the department that must complete the trace.
  3. In the Delivery Details section, specify the information that you require. See additional details about these fields:
    Trace Delivery Method
    Specify the delivery method.
    Trace Delivery Options
    The option in the Trace Delivery Method field determines the values that are available in this field.
    Option Description
    Alert If you select this option, an alert pop-up is displayed to specified users when the reservation is accessed. In the Alert Options section, the alert pop-up can be set to display During Pickup Process or During Return Process, or when the vehicle reservation is in Reserved Status or On Rent Status or for All Statuses.
    Alert and lock at Return If you select this option, an alert pop-up is displayed to specified users during the Return process and will prevent the user from completing the Return of the renter until the alert's trace status is set to Completed.
    Email / User If you select this option for delivery of a trace either to the user's message center in-box or to the specified email address or both. An End of Day process delivers a trace if an email address is specified as the recipient of the trace. The trace is delivered on the date according to the selection made in the Trace Delivery Options field:
    • Date/ Time: Selecting this option delivers the trace on the date specified in the Delivery Date / Time field. The trace is delivered by the End Of Day process except when you specify a date that is equal to the System Date. If date is equal to the System Date, the trace is delivered at the time specified by the user.
    • Offset From: Selecting this option sets the Delivery Date / Time field according to the option selected in the Offset From field along with the number of days specified in the Days field. The Offset From field options are:
      • Days Before Start Date: Delivery Date / Time is set to the number of days prior to the vehicle reservation pickup date.
      • Days After Start Date: Delivery Date / Time is set to the number of days after the vehicle reservation pickup date.
      • Days Before End Date: Delivery Date / Time is set to the number of days before the vehicle reservation return date.
      • Days After End Date: Delivery Date / Time is set to the number of days after the vehicle reservation return date.
      • Days after Created Date: Delivery Date / Time is set to the number of days after the vehicle reservation is created.
    Note: When the vehicle reservation pickup or return date is changed the Delivery Date / Time is re-calculated.
    Locator Selecting this option will cause an alert pop-up to display to specified users and sets the locator indicator in the Renter Directory for vehicle reservations in any status during the specified delivery date range.
  4. Click Submit.