myCWT Client Administrator Guide - Carlson Wagonlit Travel · myCWT Client Administrator Guide ii...

© 2017 CWT

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myCWT Client Administrator Guide

Part 1: General Overview, Company News

September 2017 Version 1.1


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Table of Contents

myCWT Overview ................................................................................................................ iii

myCWT Compatibility Details ........................................................................................... iii

Client Sites Organization ..................................................................................................... iii

myCWT Top Navigation ...................................................................................................... iv

Home Page Details ................................................................................................................ v

Client Administrator Functionality ................................................................................... viii

Sites Tab ............................................................................................................................... viii

Language Selector ................................................................................................................ ix

Company News....................................................................................................................... x

Creating a Company News Article ...................................................................................... x

Additional editing available on the Content Section of Company News .................. xii

HTML Editing ......................................................................................................................... xii

Text Options......................................................................................................................... xiii

Attaching images, table or vertical line to an article .................................................. xiii

Editing or Removing a Company News Article ............................................................. xvi

Changing the display name ‘Company News’ ............................................................. xviii

Propagating an article from the client top to all or a subset of subunits ............. xviii

Removing an article from displaying in multiple subunit sites .................................. xx

Selecting an article to display from the Home page of a subunit site .................... xxi

Changing the display order of an article on a subunit Home page ......................... xxii

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myCWT Overview

myCWT Compatibility Details

1. URL: https://www.myCWT.com

a. When bookmarking myCWT, please make sure you only bookmark

https://www.myCWT.com and not the page you are redirected to just after you

type in the URL.

b. As an alternative, you can bookmark the Home page once you enter myCWT.

c. Travelers who access myCWT via SSO should not need to bookmark the site.

2. Browser Compatibility

a. Desktop – myCWT is compatible with the latest versions of all major browsers

i. Microsoft Edge

ii. Microsoft Internet Explorer 11

iii. Chrome

iv. Firefox

v. Safari

3. Devices: myCWT features a responsive design and can be viewed on mobile, tablet, and

desktop devices:

a. All iOS smartphone devices using iOS 9 and iOS10 (will continue to support 2

latest versions)

b. iPad with iOS9 or iOS10

c. Any Android device with Android version 5.0 and newer

Client Sites Organization

The following terminology is used for myCWT to reference organizational hierarchies:

Client Top – Usually each CWT client has one Client Top; in myCWT, creation and

propagation of client content to subunits occurs here

Subunit – A child site associated to a client top, assigned a country and/or division;

travelers are assigned to one specific subunit

myCWT provides a top-down propagation approach where the subunits can inherit changes

made at the client top. Some changes can also be made at the subunit level.

https://www.mycwt.com/

https://www.mycwt.com/

Client Administrator’s User Guide

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myCWT Top Navigation

Home Page – Contains booking tools, company news, company resources and other portlets

Book A Hotel – Express hotel booking (appears based on a CWT Client Maintenance subunit policy)

My Trips – Contains the travelers upcoming trips and past trips for last 3 years

My Travelers – Viewed only by Travel Arrangers as set in CWT Portrait

o Travel Arrangers will view their travelers’ upcoming and past trips on the My Travelers page

o Travel Arrangers will see their own upcoming trips on the Home page; ability to view their travelers’ trips on the home page is coming soon

Travel Tools – Coming soon

CWT AnalytIQs - Any user with the CWT AnalytIQs role (set in CWT IDM and via CWT AnalytIQs team) will see a link that will automatically authenticate them into CWT AnalytIQs

Admin – Users with the Client Admin role will see the Admin page; creation of client content and propagation to subunits is managed here

My Account – Login Settings (edit Username and Password) and Logout

My Travel Profile – This link is an outbound SSO that will automatically authenticate the user into their CWT Portrait profile. Travel Arrangers and Client Traveler Maintainers/Super Users will be able to view their assigned travelers in CWT Portrait.

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Home Page Details

Welcome Portlet

o Greeting for Traveler

o Background Image – will change based on the traveler’s next trip

Top 10 destinations will have an animated image. With the image above, the London Eye will rotate, boats will travel along the river, cars will drive across the bridge, and clouds will move across the sky.

Top 10: Atlanta, Boston, Chicago, Dallas, Houston, London, New York, Paris, San Francisco, Washington

40 other top destinations will have a static image representing the city:

Amsterdam, Austin, Barcelona, Berlin, Brussels, Calgary, Charlotte, Copenhagen, Delhi, Denver, Dusseldorf, Frankfurt, Las Vegas, Los Angeles, Lyon, Madrid, Melbourne, Mexico City, Miami, Milan, Minneapolis, Mumbai, Munich, Newark, New Orleans, Orlando, Philadelphia, Phoenix, Rio de Janeiro, Rome, San Diego, Sao Paolo, Seattle, Shanghai, Singapore, Stockholm, Sydney, Tel Aviv, Toronto, Vienna, Zurich

If a traveler does not have an upcoming trip or is not traveling to one of the top 50 locations above, a series of generic travel images will display.

o Book My Full Trip – this is an outbound SSO that will authenticate travelers from myCWT into their specific Online Booking Tool (OBT) where the


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traveler can book a flight, hotel, car, etc. The specific OBT is set by CWT Admins in the CWT IDM system.

My Trips Portlet

o Next upcoming trip is displayed

Each part of the trip has its own separate white box or “card”; one for flight, one for hotel, one for car rental, etc.

Arrows in upper right corner allows user to scroll right or left to continue viewing trip details

Map icon will show the trip destination

Clicking on a part of the trip will open up the My Trips page

Company News

o Company News allows Client Admins to post important information for their travelers such as travel news, changes to policies, etc. as well as any relevant travel news.

o A default news article will appear on all new sites welcoming travelers to the new myCWT. Other “global” news articles will be available from time to time from CWT. If a Client Admin wishes to remove this article they can do so from the Client Top Admin site under Manage News.

o Functionality is described in the Company News section of this guide.

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Company Resources

o Company Resources allows Client Admins to post links to documents or URLs. Each site will launch with standard tabs and a few standard links under each tab. The standard tab names can be edited by the Client Admin. The standard inks can be removed at the Client Top Admin site under Manage Company Resources.

o Clients can create up to 15 categories/tabs and can have up to 50 links to documents or URLs under each tab. As you click on each tab, the assigned links will show underneath the tab.

o Functionality is described in the Company Resources section of this guide.

o Each tab has its own list of links available (these may not match your site exactly)

My Company Links

My Travel Guides

My Travel Tools

My Travel Information


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Client Administrator Functionality

Client Administrators are able to navigate between the client top and subunits to which they are

assigned.

When logging into myCWT, a client admin will arrive on the home page of the subunit their

traveler profile is associated with.

To access the client admin functionality, select the admin link from the menu bar:

The Admin page will open at the subunit level. In the example below, the subunit is “US-CWT”

under client top “Carlson Wagonlit Travel”.

Sites Tab

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The Sites tab lists your client top as well as a link to the Client Admin Documentation (this full

guide). To view the subunits you have access to under your client top, click on the magnifying

glass.

Results

You can also search for a specific site by typing the name of

the organization in the Search box. As you type, subunits that

match what you’ve typed will appear. If no results are found a

“no results” message will appear.

To navigate to the subunit site, click on the subunit name. This

will open up the Home page for that specific subunit.

You can choose to show fewer or more results or navigate

between result pages by using the icons at the bottom of the

list of sites.

Language Selector

The main admin page defaults to the language

chosen in the client admin’s CWT Portrait profile.

The viewed language can be changed by selecting

another language from the drop-down list in the

language selector. The language change impacts

both the Admin Page and the subunit sites.

This will not change the default language in the

client admin’s CWT Portrait profile.


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Company News

The Company News Portlet can provide travelers with company, travel, or CWT news. Articles

are created at the client top and can be launched to either all subunits or a subset of subunits.

CWT news articles will appear in the News Library on a regular basis and can be added or

removed at either the Client Top or Subunit level.

Creating a Company News Article

Select the admin page from the main tool bar at the top of your myCWT site.

From the “Sites” menu on the left side of

the Admin page, click on the client top

name (in the image to the right the client

top is CWT Training).

This will bring up the available menus for

the client top – Content and Subunits. By

default the Content page is displayed.

On the right side of the admin screen, move your mouse into the “Company News”

section until the “Asset Publisher” bar appears. Click on the ‘+’ sign and select “Company

News”.

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The “New Company News” box will appear to allow you to create the article.

o Default Language: The article will automatically default to the language chosen in the Client Admin’s CWT Portrait profile. If you wish to add translations in other languages, simply choose the language from the “Add Translation” drop-down and enter the translation.

o Title: The title section is a required field. It displays up to 70 characters of text. Titles that exceed the limit are truncated and will appear with “…” at the end of the allowed characters.

o Summary: The summary section displays up to 350 characters of text. Characters exceeding the limit will see a “read more” link.

o Content: The content section does not have a character limit and can include images, tables and links. From the Home Page, this section is accessed by clicking on “read more” at the end of the Summary section. More information on the capabilities of the Detail section can be found in the next section of this guide.

o Schedule: The display date defaults to the creation date of the article and the Expiration date defaults to ‘Never expire’.

You can change the display date to a date in the future if you want the article to begin to be displayed at a later date.

Uncheck the ‘Never expires’ box to set a specific expiration date.


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o Select Publish when complete. Once published the article appears in the News summary section with the scope of the client top name. It is then available to post to all or a subset of the assigned subunits.

o Note: Global News articles will appear only at the client top level under Subunits > Manage News with the scope of CWT Global.

Additional editing available on the Content Section of Company News

When you are creating or editing a Company News article, you can use the following functionality

in the Content section of the article only.

HTML Editing

When you click into the content section you’ll see the following icons:

The expand button allows the user to create or edit using HTML. It also opens 3

additional options:

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1. Allows user to use HTML editor in full screen

2. Changes the background from white to black (and back to

white)

3. Takes user back to normal edit screen (non HTML)

Text Options

If you highlight a portion of your text, a text menu will appear that will allow you to:

1. Change the font style (default is Normal)

2. Make the selected text bold, in italics or underline

3. Add a numbered list

4. Add a bulleted list

5. Add a URL link

6. Tweet the content you’ve highlighted

Attaching images, table or vertical line to an article

The Plus icon will bring up an additional menu that will allow you to:

1. Add an image

2. Add a table

3. Add a verticle line to your article


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Admin can upload existing documents from their local or network drive

1. Follow the steps above to create an article.

2. Navigate to the Content section.

3. Select the ‘+’ sign on the left side of the screen.

4. This brings up a new menu where you can add an image, table, or vertical line to your

document.

5. Select the image icon (first one in picture above). This will open a Select File box. Browse

to the image you wish to upload.

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6. Select ‘Add’ when the file is complete to close this menu. The selected image will now

display in your article.

7. A menu will display

when you click on

the image that will

allow you to choose

to align the image to

the left, center or

right side of the

article or add a URL

link.

8. The image can also

be resized by

clicking on it and

grabbing the

“handle” on any

corner of the image.


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9. The image is automatically add to your Documents and

Media folder under the Client Top Content. Clicking on

the three dots under the image will bring up an edit menu:

Editing or Removing a Company News Article

1. Navigate to the Admin page

2. Click on the Client Top Name

3. Click on the news article you wish to edit or delete

4. On the far right side of the article, click on:

a. The pencil/edit icon to open the edit screen

b. The ‘X’ to delete the article

NOTE: There isn’t any warning to confirm deletion

of the article so make sure you are certain before

you click on the ‘X’. There is not a way to bring the

article back once it’s been deleted.

Changing the display name “Company News” at the client top

1. From the Admin screen, select the Client Top.

2. From the Subunits menu choose Manage News.

3. At the bottom of your screen you’ll find the Manage Company News Titles menu:

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4. Click on Select a title to show all available titles (if you have created different titles at the

subunit level they will show here).

5. Choose “Company News”. This will open the translations in the system for Company

News. You can update all of the languages or just the ones you need. Once you are

finished entering the new name, click Update to change this for all subunits.


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Changing the display name ‘Company News’ at the subunit level

1. On a subunit homepage, select the gear icon to the right of Company News.

2. Select the edit icon (pencil).

3. Type the new name over the existing name.

4. Select the checkbox to confirm.

5. Select save in the lower right corner of the screen.

6. Changes are reflected on the subunit site.

Propagating an article from the client top to all or a subset of subunits

1. Click on the Client Top Name under the Sites tab. This will open the Content and Sub

Units pages (by default the Client Top Admin site will open with the Content page active).

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2. Click on the Sub Unit page and select Manage News from the drop-down.

3. Click on the article you would like to appear on the subunit site/s to select it.

4. The subunit section will appear below the list of articles.

5. Within the subunit list you can either:

a. Check the box in the top section next to Subunits to select all the subunits.

b. Individually select the subunits sites that should receive the article.

6. Select update when complete to make the articles appear on the appropriate subunits.

Note: Company News Articles appear on the subunit sites with the most recently published article

at the top. You can change the order of the articles at the subunit level only. From the client top,

you can unpublish and then republish to put the articles in the right order (last published = first

displayed).


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Removing an article from displaying in multiple subunit sites

1. From the Admin Screen, click on the Client Top name

2. Click on Sub Units

3. Select Manage News from the drop down menu

4. Select the article to open up the list of subunits

5. Uncheck the individual subunits or uncheck the top check box and all subunits will be

automatically unchecked

6. Select ‘Update’ when finished

7. Confirmation is received.

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Selecting an article to display from the Home page of a subunit site

1. Articles can be chosen for display by a Client Admin directly on the subunit site by

selecting the gear icon to the right of Company News

2. The ‘Current company news’ section will show all articles displayed on this subunit.

3. Select the ‘News Library’ button to show all available articles that have not yet been

displayed on this subunit.


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4. Select ‘Add’ to add a specific article and then click ‘Save’

5. When you refresh the site the newly selected article/s will appear

Changing the display order of an article on a subunit Home page

1. Select the gear icon to the right of Company News

2. Select the list icon to left of the article name

3. Drag and drop where you want it

4. Save the changes

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Part 2: Company Resources, Documents and Media

September 2017 Version 1.0


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Table of Contents

Client Administrator Functionality ........................................................................................... 25

Sites Tab ................................................................................................................................ 26

Language Selector ................................................................................................................. 26

Company Resources .............................................................................................................. 27

Creating a Document Link ...................................................................................................... 28

Creating a URL Link ............................................................................................................... 31

Editing or Removing a Company Resources Link.................................................................. 34

Changing the display name for Company Resources and Tab Names at the client top ....... 34

Changing the display name ‘Company Resources’ at the subunit level ................................ 36

Creating new Tabs for Company Resources ......................................................................... 37

Propagating a link from the client top to all or a subset of subunits ....................................... 38

Removing a link from displaying in multiple subunit sites ...................................................... 39

Selecting a link to display from the Home page of a subunit site........................................... 41

Changing the display order of a link on a subunit Home page .............................................. 43

Documents and Media ........................................................................................................... 43

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Client Administrator Functionality

Client Administrators are able to navigate between the client top and subunits to which they are assigned.

When logging into myCWT, a client admin will arrive on the home page of the subunit their traveler profile is

associated with.

To access the client admin functionality, select the admin link from the menu bar:

The Admin page will open at the subunit level. In the example below, the subunit is “US-CWT” under client top

“Carlson Wagonlit Travel”.


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Sites Tab

The Sites tab lists your client top as well as a link to the Client Admin Documentation (this full guide). To view the

subunits you have access to under your client top, click on the magnifying glass.

Results

You can also search for a specific site by typing the name of the organization in the Search box. As you type,

subunits that match what you’ve typed will appear. If no results are found a “no results” message will appear.

To navigate to the subunit site, click on the subunit name. This will

open up the Home page for that specific subunit.

You can choose to show fewer or more results or navigate

between result pages by using the icons at the bottom of the list of

sites.

Language Selector

The main admin page defaults to the language

chosen in the client admin’s CWT Portrait profile.

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The viewed language can be changed by selecting another language from the drop-down list in the language

selector. The language change impacts both the Admin Page and the subunit sites.

This will not change the default language in the client admin’s CWT Portrait profile.

Company Resources

Company Resources

o Company Resources allows Client Admins to post links to documents or URLs. Each site will launch with standard tabs and a few standard links under each tab. The default links and other useful links can be found in the Global link directory and can be added or removed at either the Client Top or Subunit level.

o The standard tab names can be edited by the Client Admin. The standard inks can be removed at the Client Top Admin site under Manage Company Resources.

o Clients can create up to 15 categories/tabs and can have up to 50 links to documents or URLs under each tab. As you click on each tab, the assigned links will show underneath the tab.

o Functionality is described in the Company Resources section of this guide.

o Each tab has its own list of links available (these may not match your site exactly)

My Company Links

My Travel Guides

My Travel Tools


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My Travel Information

Creating a Document Link


From the “Sites” menu on the left side of the

Admin page, click on the client top name (in the

image to the right the client top is CWT

Training).

This will bring up the available menus for the

client top – Content and Subunits. By default the

Content page is displayed.

On the right side of the admin screen, move your mouse into the “Company Resources” section until the

“Asset Publisher” bar appears. Click on the ‘+’ sign and select “Document Link”.


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The New Document Link menu will appear:


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o Default Language: The article will automatically default to the language chosen in the Client Admin’s CWT Portrait profile. If you wish to add translations in other languages, simply choose the language from the “Add Translation” drop-down and enter the translation.

o Title: The title section is a required field.

o Summary: The summary section is optional.

o Select: Click on “Select” when you are ready to choose your document and the Select File menu will display.

You can either drag and drop a document or click on “Select” to navigate to a file on your computer.

Once you’ve chosen the document, click “Add” to upload it to the site.

Once the document is uploaded it will appear in the New Document Link menu:




o Select “Publish” when complete. Once published the document link appears in the Company Resources section. It is then available to post to all or a subset of the assigned subunits.


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o The document will also be saved to your Documents and Media section.

Creating a URL Link



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From the “Sites” menu on the left side of the

Admin page, click on the client top name (in the

image to the right the client top is CWT

Training).

This will bring up the available menus for the

client top – Content and Subunits. By default the

Content page is displayed.

On the right side of the admin screen, move your mouse into the “Company Resources” section until the

“Asset Publisher” bar appears. Click on the ‘+’ sign and select “URL Link”.


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o The New URL Link menu will appear.Default Language: The link will automatically default to the language chosen in the Client Admin’s CWT Portrait profile. If you wish to add translations in other languages, simply choose the language from the “Add Translation” drop-down and enter the translation.

o Title: The title section is a required field.

o Summary: The summary section is optional.

o URL: Enter the URL you wish to post as a link



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o Select “Publish” when complete. Once published the URL link appears in the Company Resources section. It is then available to post to all or a subset of the assigned subunits.

Editing or Removing a Company Resources Link

5. Navigate to the Admin page

6. Click on the Client Top Name

7. Click on the link you wish to edit or delete

8. On the far right side of the article, click on:

a. The pencil/edit icon to open the edit screen

b. The ‘X’ to delete the article

NOTE: There isn’t any warning to confirm deletion

of the article so make sure you are certain before

you click on the ‘X’. There is not a way to bring the

article back once it’s been deleted.

Changing the display name for Company Resources and Tab Names at the client

top

6. From the Admin screen, select the Client Top.

7. From the Subunits menu choose Manage Resources.

8. At the bottom of your screen you’ll find the Manage Company Resources Titles menu:


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9. Click on ‘Select a title’ to show all available titles (if you have created different titles at the subunit level

they will show here). You

can also edit your tab

names here.

10. Choose “Company Resources”. This will open the translations in the system for Company Resources.

You can update all of the languages or just the ones you need. Once you are finished entering the new

name, click Update to change this for all subunits.


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11. Follow this same process if you wish to change any of the tab names.

Changing the display name ‘Company Resources’ at the subunit level

1. On a subunit site, select the gear icon to the right of Company Resources,


3. Type the new name over the existing name, entering any translations by choosing the language from the

drop-down and entering the translated text.

4. You can also change your tab names on this screen.

5. When you are done editing, select save in the lower right corner of the screen/


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6. Before the changes are final, you need to click Save on the next screen.

7. Changes are reflected on the subunit site

8. Once you have changed the name on one subunit, you can go to the Admin screen, select the Client Top,

go to the Subunits menu and choose Manage Resources. A new box will appear at the bottom of the

screen that will allow you to change the name for all subunits in all supported languages.

Creating new Tabs for Company Resources

Client Admins are able to create up to a total of 15 tabs under the Company Resources tab.

1. On a subunit site, select the gear icon to the right of Company Resources,


3. Click on “+ Create New Tab”. This will open up a new tab at the bottom of the list. Enter the new tab name, click OK and then click Save. This will create the tab in the Admin’s chosen language. Translations can be entered at the Client Top Admin screen under Manage Company Resources Titles.


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4. Note: The new tab will not appear on any site until at least one link is added to the tab.

Propagating a link from the client top to all or a subset of subunits

7. Click on the Client Top Name under the Sites tab. This will open the Content and Sub Units pages (by

default the Client Top Admin site will open with the Content page active).

8. Click on the Sub Units menu and select Manage Resources from the drop-down.

9. Click on the URL or Document link you would like to appear on the subunit site/s to select it.

10. The subunit section will appear below the list of articles.

11. Choose which Tab you want to the link to appear under from the drop-down on the right.

12. You can now choose to:


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c. Check the box in the top section next to Subunits to select all the subunits.

d. Individually select the subunits sites that should receive the article.

13. Select update when complete to make the link appear on the appropriate subunits.

Note: Company Resources links appear on the subunit sites with the most recently published article at the top of

the list. You can change the order of the links at the subunit level only. From the client top, you can unpublish and

then republish to put the links in the right order (last published = first displayed).

Removing a link from displaying in multiple subunit sites

8. From the Admin Screen, click on the Client Top name.

9. Click on Sub Units and Manage Resources from the drop-down menu.

10. Select the link to open up the list of subunits.

11. Select the Tab name from the drop-down on the right.


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12. Uncheck the individual subunits or uncheck the top check box and all subunits will be automatically

unchecked.

13. Select ‘Update’ when finished.

14. Confirmation is received.


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Selecting a link to display from the Home page of a subunit site

6. Links can be chosen for display and reordered by a Client Admin directly on the subunit site by selecting

the gear icon to the right of Company Resources.

7. The Company Resources menu appears. You can choose to look at either:

a. Current Company Resources - what’s currently showing on the page.

b. Resources Library – all available links which are not yet shown on this subunit.

8. The three lines to the left of the tab name will open/close the display of links.

9. The three dots to the right of the tab name allow you to edit the tab name or remove this tab from the

subunit.


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10. The up or down arrow on the far right of each tab name allow change the order the tabs are displayed for

this subunit.

11. If a tab doesn’t yet contain any links, the message below will appear and the tab will not show on the

subunit.

7. To remove a link from display, click on Remove. (Note: this only removes the link from this subunit and does not remove it for all subunits.)

8. To add a link to a tab, click on Resources Library to view all available links that are not yet displayed. Click on Add, then choose the tab where you’d like the link to appear.


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12. When you refresh the site the newly selected link will appear.

Changing the display order of a link on a subunit Home page

5. Select the gear icon to the right of Company Resources.

6. Select the list icon to left of the link name.

7. Click on it and drag it to your preferred location.

8. Save the changes.

Documents and Media

The Documents and Media section within the Admin screen allows you to add to your online library of documents,

images, and other file types to your library.

1. From the Admin screen, click on the Client Top name. Move your cursor to the Documents and Media section until the header appears. Clicking on the + sign allows you to add a folder, shortcut, multiple documents at once or upload a single basic document.


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2. To add a Folder, click on the Folder option and name the folder (description is optional). Click Save when you are done. You can go back to the main menu either be clicking on the left arrow next to the folder name, or by choosing Cancel.

3. To upload multiple documents at once, choose the Multiple Documents. A new box will open allowing you to either drag/drop or select files using the browse function. You can go back to the previous screen by clicking on the left arrow next to Add Multiple Documents.

4. To upload one document at a time, choose the Basic Document link. A New Document menu will open.


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5. The document will load in the Admin’s chosen language.

6. You can change the default language by clicking on Change.

7. You can add translated documents by clicking on the Add Translation button and choosing the appropriate language.


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8. Choose your file and give it a title (description is optional).

9. You can add tags to the document to help you find it easily.

10. Click Publish when you are finished. This will add the document to the Document Library and make it available to post to subunits.

myCWT Client Administrator Guide - Carlson Wagonlit Travel · myCWT Client Administrator Guide ii...

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