WorkFlex integrates with various business travel booking tools, so you can review trips and generate compliance checks faster. The integration gathers the necessary travel itinerary information (name, travel dates, start and destination country) from the booking confirmation emails.
With SAP Concur, there are several options to feed business travel confirmations directly into the WorkFlex compliance platform. For an overview of all booking tool integrations, see the OBE Integration Guide. Below are the available integration options for SAP Concur:
1. Include us in trip booking confirmation emails (Recommended) đŠ
There are two options available to set up auto forwarding of booking confirmation emails to WorkFlex:
Option 1: Include a WorkFlex mailbox that we will generate for you (e.g., [email protected]) in the CC field of booking confirmation emails, trip details will automatically be forwarded to WorkFlexâs trip detection engine. This allows us to retrieve the necessary information to evaluate the trip and, if needed, create the required compliance checks.
This function must be set up with your Customer Success Manager (CSM) at SAP Concur, as it is not accessible directly through the platformâs settings.
Option 2: As SAP CONCUR has limitations with the number of email addresses within the travel booking confirmationâs email (which are sent to the traveler post booking) CC fields, there might be a scenario where you are already using this field for other internal purposes.
In this case, you can simply add the WorkFlex mailbox (e.g., [email protected]) in an automatic forward rule directly to the mailbox used in CC field. This way, the confirmation mail would first be sent to the mailbox you have already specified in SAP Concur. Then the mailbox would automatically forward a copy to your WorkFlex mailbox.
As an alternative, we can also reverse this flow: add the WorkFlex mailbox in SAP Concur and forward any emails received from SAP Concur back to your original mailbox.
2. SAP Concur Web Services Module đ
If you already have the Web Services Module with SAP Concur, our development team can work with your team to build a small middleware tool. This tool extracts the necessary trip details for upcoming business trips and sends them directly to WorkFlex via our Open API.
As this option requires additional engineering effort on your side, please raise it during onboarding so that we can support you and have the platform up and running as soon as possible.
For more information about our Open API, see our Open API documentation.
3. Third-party booking agencies
A number of SAP Concur accounts use a third-party booking agent (e.g. AMEX GBT) to fulfil business trip booking requests. If this is the case, reach out directly to your travel agent and share the details above, especially option 1: the agent can include your custom @getworkflex.com mailbox in their booking tool, so booking confirmations are forwarded to WorkFlex for the compliance reviews.
4. Manual & auto forwarding of booking confirmation emails from the traveler's inbox đ§
If none of the options above work for you, you can also choose to automatically or manually forward emails directly from the traveler's inbox to the WorkFlex mailbox (e.g., [email protected]).
Establish a policy with your employees that they manually forward any booking confirmations from SAP Concur to the WorkFlex mailbox.
Establish a policy where each employee sets up a forwarding rule on their own. While this takes only a few minutes, it means additional setup effort for each employee. Below is a brief step-by-step guide on how to set up forwarding rules in an email inbox. Please note that each email client (Outlook, Gmail, etc.) may vary slightly from these instructions.
For some email providers (e.g. Microsoft Exchange), you can also set up a global automatic forwarding rule that forwards all booking confirmation emails received in any employee's mailbox to WorkFlex. This way, employees do not need to do anything manually.
How to set up email forwarding manually đ¨
Think of email forwarding like a mail carrier who reads the address on a letter and sends it to another location without you having to do anything. You can tell your email account to do the same with certain emails.
Since different email providers (like Gmail, Outlook, Yahoo) have slightly different steps, hereâs the general way to do it:
1. Open your email settings
Go to your email inbox (Gmail, Outlook, etc.).
Look for "Settings" (it usually looks like a little gear âď¸).
2. Find the "Rules" or "Filters" section
Look for an option called "Rules," "Filters," or "Forwarding."
This is where you can tell your email what to do when certain messages arrive.
3. Create a new rule
Click on "Create Rule" or "New Filter."
Choose what kind of emails should be forwarded (for example, emails from a certain person or with a specific word in the subject).
4. Set up auto-forwarding
Select "Forward to" and enter the email address where these messages should go.
Save your changes.