If you're going on annual leave, or a short-term absence, you may need someone to action your Pre-Trip Approval requests from LOGiC while you're away.
The easiest way to do this is to set up a forwarding rule in Outlook. Any Pre-Trip Request emails will be automatically forwarded to the person you've nominated to approve on your behalf.
Our guide below walks you through how you can do this.
Note that this guide was created based on Outlook 2016. Steps for other versions of Outlook may vary.
Creating Forwarding Rules
1. Create a rule
- Open any Pre-Trip Approval Request email you've received.
- From the Move group on the ribbon, click the Rules button and select Create Rule
2. Setting up the auto-forward
- Tick the first two boxes:
- From Inntel Online Bookings
- Subject contains Pre Trip Approval Request
- Click the Advanced Options button in the bottom right-hand corner.
- Click Next as you've already selected the conditions when the email should be sent.
3. Choosing what happens to the message
- Tick the box beside forward it to people or public group
- Click on people or public group to bring up your company's global address list
- Select the people or mailbox(es) you want to action the approval request in your absence and click OK.
- Click Next
- There's no need to add any exceptions, so click Next again
4. Finishing the rule set up
- Enter a name for the rule
- Leave the Run this rule now.... checkbox unticked otherwise it will forward all Pre-Trip Approval emails currently in your Outlook.
- Leave Turn on this rule ticked if you're ready for new approval requests to be forwarded, or untick it for now if you're not ready yet.
- Click Finish
Once the rule is turned on, any emails from Inntel Online Bookings with Pre-Trip Approval in the subject will be automatically forwarded to the person or mailbox you selected in Step 4.
Changing and managing rules
You can edit, delete, turn on, or turn off rules at any time by:
- Opening an email and clicking Rules and then Manage Rules and Alerts; or
- Clicking File in Outlook and then the Rules and Alerts button
From here, you can tick the rule to enable it and start forwarding approval emails. When you're back from leave, uncheck it to disable the rule and stop forwarding.
From this screen, you can also choose to delete, copy, or change your rules.
Tip: if you untick the rule rather than delete it, you can use it again the next time you're on leave.
All you need to do when you want to turn forwarding on again is:
- go to Manage Rules and Alerts;
- tick the box beside the rule when you're ready to forward approval emails again;
- click the forward it to attribute if you need to change who the emails go to;
- click Apply and you're all set.