Adding 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 as an alert pop-up or is sent by the system as an email to the designated email address.

Note: If the delivery date of the trace is equal to the Location Date when the trace is added, then the system delivers the trace to the email address specified on the trace, at the specified Date/Time.

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. A trace can be set to the following status:

The status of the trace is Pending when a trace is added. You can cancel a pending trace.
The status of the trace is set to Delivered once it has been delivered to the user or by e-mail.
The status of the trace is set to Completed after the trace action is performed.

As per your requirements, you can use the following menu to add a trace:

Select Reservations > Reservations > Traces button.
Select Reservations > Customer Care > Traces toolbar button.
Alternatively, select Reservations > Fractional Booking > Traces tab.
Alternatively, select Reservations > CSA/HES > Traces tab.
Select Rentals > Rental > Traces button.
Select the vehicle reservation record that you want to add a trace to.
Click the Traces tab or button.
Select a trace in Defined Trace. If you select a defined trace, the trace details are displayed.
Alternatively, create a trace. Specify the information that you require. See additional details about these fields:

Renter Name

Specify the renter for whom you want to create 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.

Due Date

Specify the date by which the trace must be completed.

Completed

Select this check box to set the status of the trace to Completed.

Canceled

Select this check box to cancel the trace.

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.

Click Submit.