Client File Plus Course Book - Travelport€¦ · Step 4 – Save the File ... Appending a Date ... Booking File including items such as name, ticketing, phone, address, form of payment

Client File Plus Course Book

Acknowledgement:

©2012 Travelport. All rights reserved. All Travelport logos and marks as well as all other proprietary materials depicted herein are the

property of Travelport and/or its subsidiaries. Travelport Confidential

Galileo Number GN 542/543 V3.00

Client File Plus 3

Contents

Module 1: Introduction ......................................................................... 9

Prerequisites ..................................................................................................................................... 9

Housekeeping ................................................................................................................................... 9

Course Length ................................................................................................................................ 10

Course Materials ............................................................................................................................ 10

Course Objectives .......................................................................................................................... 10

How Does Client File Plus Work ................................................................................................... 11 Moving Information ................................................................................................................. 11 Making a Booking File ............................................................................................................ 13

Features and Concepts .................................................................................................................... 14 Client File Plus ........................................................................................................................ 14

Module 2: Client File Plus – Overview ............................................... 15

Module Objectives ......................................................................................................................... 15

Client File Types ............................................................................................................................ 15 Customer Data Client Files ...................................................................................................... 15 Itinerary/Auxiliary Service Client Files................................................................................... 16 Information Client Files ........................................................................................................... 16 Membership Client Files.......................................................................................................... 16

Client File Hierarchy ...................................................................................................................... 17

Client File Formats ......................................................................................................................... 17 Line Numbering ....................................................................................................................... 18 Qualifier ................................................................................................................................... 20 Data .......................................................................................................................................... 21

Module Review .............................................................................................................................. 22

Module 3: Building Customer Data Client Files................................ 23


Overview ........................................................................................................................................ 23

Building and Modifying a Business File ........................................................................................ 24 Step 1 – Initialise File .............................................................................................................. 24 Step 2 – Input the Data ............................................................................................................ 25 Step 3 – Modifying a Business File ......................................................................................... 26 Step 4 – Save the File .............................................................................................................. 27

Building a Personal File ................................................................................................................. 27 Step 1 – Initialise File .............................................................................................................. 27 Step 2 – Input the Data ............................................................................................................ 28 Step 3 – Save the File .............................................................................................................. 29

Retrieving and Modifying Client Files........................................................................................... 29 Retrieving Client Files ............................................................................................................. 29 Modifying Client Files ............................................................................................................. 30

Module Review .............................................................................................................................. 32 Company Details ...................................................................................................................... 32 Personal Details ....................................................................................................................... 33

Contents

4 Client File Plus

Module 4: Moving Customer Data Client Files ................................. 35


Moving Options .............................................................................................................................. 35

Multiple Move ................................................................................................................................ 36 Displayed Move ....................................................................................................................... 37 Blind Move .............................................................................................................................. 37

Single Moves .................................................................................................................................. 38 Displayed Move ....................................................................................................................... 38 Blind Move .............................................................................................................................. 38

Select Moves .................................................................................................................................. 39 Displayed Move ....................................................................................................................... 39

Related Moves ................................................................................................................................ 40 Displayed Move ....................................................................................................................... 40 Blind Move .............................................................................................................................. 40

Moving Additional Data ................................................................................................................. 41 Your Reference ........................................................................................................................ 41 Adding Additional Booking File Entries ................................................................................. 41 Moving Optional Lines ............................................................................................................ 42 Appending a Date .................................................................................................................... 42 Joining it all Together .............................................................................................................. 43

The Booking Process ...................................................................................................................... 44 Step 1 – Move the Customer Data Client File(s) ..................................................................... 44 Step 2 – Book the Itinerary ...................................................................................................... 44 Step 3 – Move Related Items ................................................................................................... 45

Module Review .............................................................................................................................. 46

Module 5: Itinerary Auxiliary Service Client Files ............................. 47


Overview ........................................................................................................................................ 47

Client File Structure ....................................................................................................................... 48

Building and Modifying Itinerary Files ......................................................................................... 48 Step 1 – Initialise File .............................................................................................................. 48 Step 2 – Input the Data ............................................................................................................ 49 Step 3 – Save the File .............................................................................................................. 51

Moving Itinerary Files .................................................................................................................... 52 Moving Options ....................................................................................................................... 52 Displayed Move ....................................................................................................................... 52

Module Review .............................................................................................................................. 54 Details ...................................................................................................................................... 54 Procedure ................................................................................................................................. 55

Module 6: Information Client Files .................................................... 57


Overview ........................................................................................................................................ 57


Building Information Files ............................................................................................................. 59

Contents

Client File Plus 5

Step 1 – Initialise File .............................................................................................................. 59 Step 2 – Input the Data ............................................................................................................ 60 Step 3 – Save the File .............................................................................................................. 60

Formatting Information Client Files .............................................................................................. 61

Numbering Options ........................................................................................................................ 62 Un-numbering an Information Client File ............................................................................... 62 Renumbering an Information Client File ................................................................................. 62 Temporarily Un-numbering a Client File ................................................................................ 63

Module Review .............................................................................................................................. 64

Module 7: Membership Client Files ................................................... 65


Overview ........................................................................................................................................ 65


Building Membership Files ............................................................................................................ 66 Step 1 – Initialise File .............................................................................................................. 66 Step 2 – Input Data .................................................................................................................. 68 Step 3 – Save Data ................................................................................................................... 68

Displaying Membership Files ........................................................................................................ 68

Membership Access Table ............................................................................................................. 69 Displaying the Access Table ................................................................................................... 69 Updating the Access Table ...................................................................................................... 72

Moving Customer Data Membership Client Files ......................................................................... 73

Module Review .............................................................................................................................. 74

Module 8: Managing Client Files ....................................................... 75


Displaying Client Files ................................................................................................................... 75 Summary .................................................................................................................................. 76

Listing Client Files ......................................................................................................................... 77 Summary .................................................................................................................................. 77

Copying Client Files ....................................................................................................................... 78 Summary .................................................................................................................................. 78

Renaming Client Files .................................................................................................................... 79 Summary .................................................................................................................................. 79

Deleting Client Files ...................................................................................................................... 80 Summary .................................................................................................................................. 80

Displaying Inactive Client Files ..................................................................................................... 81 Summary .................................................................................................................................. 81

Reinstating Inactive Client Files .................................................................................................... 82 Summary .................................................................................................................................. 82

Association ..................................................................................................................................... 83 Booking File Divide ................................................................................................................. 83 Booking File Repeat ................................................................................................................ 84 Change Of Ownership ............................................................................................................. 84

Contents

6 Client File Plus

Disassociation ................................................................................................................................ 84 Summary .................................................................................................................................. 84

Module Review .............................................................................................................................. 85

Module 9: Security Options ................................................................ 87


Security Profile ............................................................................................................................... 87 Secondary Level Profile .......................................................................................................... 87 Agent Level Security Profile ................................................................................................... 88

Optional Functionality Table ......................................................................................................... 89 Displaying the Table: ............................................................................................................... 89 Table Functions ....................................................................................................................... 90 Updating The Optional Functionality Table ............................................................................ 92

Module Review .............................................................................................................................. 93

Appendix A: Focalpoint Relay – Client File Editor ........................... 95


Creating a Galileo Client File ........................................................................................................ 96

Modifying a Client File .................................................................................................................. 98

Checking Formats ........................................................................................................................... 99

Numbering and Un-numbering Client Files ................................................................................. 101

Using Client Files Locally............................................................................................................ 102

Displaying a Client File History................................................................................................... 103

Deleting and Reinstating Client Files .......................................................................................... 104 Deleting Client Files .............................................................................................................. 104 Reinstating a Client File ........................................................................................................ 104

Troubleshooting ........................................................................................................................... 105 Invalid Blank Line ................................................................................................................. 105 Invalid Transfer Code ............................................................................................................ 105 Invalid Host Format ............................................................................................................... 106

Module Review ............................................................................................................................ 107

Appendix B: Focalpoint Relay – Booking File to Client File .......... 109

Module Objectives ....................................................................................................................... 109

Defining and Saving Settings ....................................................................................................... 110

Selecting a Script Reminder ......................................................................................................... 115

Completing the Client File to Booking File Window .................................................................. 116 Setting Close After Use ......................................................................................................... 116 Retrieving a Booking File ...................................................................................................... 116 Creating the Client File .......................................................................................................... 117

Practice Questions ........................................................................................................................ 120

Appendix C: Viewpoint ..................................................................... 123

Module Objectives ....................................................................................................................... 123

Take the Tour – Moving Profiles and Client Files ....................................................................... 123

Client File Levels ......................................................................................................................... 124

Contents

Client File Plus 7

Agency File ............................................................................................................................ 124 Business File .......................................................................................................................... 125 Personal File .......................................................................................................................... 125

Moving a Client File .................................................................................................................... 126 Practice .................................................................................................................................. 128

Applying TravelScreen Preferences ............................................................................................. 129 Requesting Air Availability ................................................................................................... 131

Module Review ............................................................................................................................ 134

Appendix D: Dynamic Update .......................................................... 135

Overview ...................................................................................................................................... 135 Security .................................................................................................................................. 135

Initiating an Update ...................................................................................................................... 136 Displaying a List of Fill-in Formats ...................................................................................... 136 The Dynamic Update Screen ................................................................................................. 136 Select Title List ...................................................................................................................... 137

Dynamic Update Procedure.......................................................................................................... 139 Dynamic Update Status Display ............................................................................................ 139 Supervisory Message Queue .................................................................................................. 140

Dynamic Update History .............................................................................................................. 141

Appendix E: Procedure Summaries ................................................ 143

Client File Plus ............................................................................................................................. 143 Module 3: Building and Modifying a Business File ............................................................. 143 Module 3: Building a Personal File ...................................................................................... 144 Module 3: Retrieving and Modifying Files .......................................................................... 145 Module 4: Moving Client Files............................................................................................. 146 Module 5: Building and Moving Itinerary Files ................................................................... 147 Module 6: Information Client Files ...................................................................................... 148 Module 7: Membership Client Files ..................................................................................... 149 Module 8: Managing Client Files, Entries ............................................................................ 150

Appendix F: Answer Key .................................................................. 153

Module 2: Client File Plus – Overview ....................................................................................... 153

Module 3: Building Customer Data Client Files ......................................................................... 154 Business File .......................................................................................................................... 154 Personal File .......................................................................................................................... 154

Module 4: Moving Customer Data Client Files .......................................................................... 155

Module 5: Itinerary Auxiliary Service Client Files ..................................................................... 156 Step 1 – Create the Itinerary File ........................................................................................... 156 Step 2 – Blind Multiple Move from the Personal File .......................................................... 157 Step 3 – Blind Move Itinerary File ........................................................................................ 157 Step 4 – Blind Move Related Items ....................................................................................... 158

Module 6: Information Client Files .............................................................................................. 159

Module 7: Membership Client Files ............................................................................................ 159

Module 8: Managing Client Files ............................................................................................... 160

Module 9: Security Options ........................................................................................................ 161

Appendix A: Focalpoint Relay – Client File Editor..................................................................... 162

Contents

8 Client File Plus

Appendix B: Focalpoint Relay – Booking File to Client File ...................................................... 163

Client File Plus 9

Module 1: Introduction

Welcome to Client File Plus.

Client File Plus is an automated storage system that stores information

regarding company and customer preferences in the Galileo® system, as

opposed to storing it in paper files. The stored information can then be

referred to quickly and easily as required or transferred into a Booking

File when making a customer’s reservation, saving both time and effort

and ensuring accuracy.

Client File information may be accessed and utilised by the agency that

created it, and by associated branch offices linked by group coding or

through Selective Access.

Prerequisites

To attend this course you must be able to:

Build and retrieve a Booking File

Display a good knowledge of the Galileo® central system

Make a basic car and hotel booking

Housekeeping

The following should be noted:

Fire exits

Toilets

Smoking policy

Breaks

Communication

Mobile phones

Point Out

That using other office

files will not be

covered on this

course, but the entries

are similar to the ones

that they will be

learning. All entries

are in the Galileo help

pages or Format

Guide.

Ins. Note

Briefly introduce

yourself and students

to do likewise.


10 Client File Plus

Course Length

This course is two and a half days.

Day 1 – 2 Client File Plus

Day 3 am Evaluation

Course Materials

The Client File Course Book provides an area to take notes, write down

entries and complete exercises. Once you have completed this course,

use the course book as a reference guide back at your agency.

Course Objectives

Upon completion of this course you will be able to:

Explain the main functions of Client File Plus and identify the different

types of Client File

Create and modify Customer Data Client Files

Move, Client File information to create Booking Files

Create and modify Itinerary and Auxiliary Client Files

Build and format Information Client Files

Explain the main function of Membership Client Files and control

accessibility through use of the membership access table

Process and manage Client Files

Describe the security implications involved with Client File Plus

Ins. Note

Students should be

aware of what they are

going to cover and

achieve.

Either read through

objectives or go

through contents page

as the module

headings are the

objectives.

Point Out

Explain new

university style

documentation and

advise that they will

receive a copy of the

Instructor Guidelines

at end of the course


Client File Plus 11

How Does Client File Plus Work

When you use Client File Plus, you build your Booking Files differently.

A lot of information that you would have added manually into your

Booking Files, will now be added automatically using the stored

information in Client Files.

Your first step would be to move the Client File information.

Note: Often you will use Pkeys to store your main Client File formats,

so that bookings can be made quickly and efficiently.

Moving Information

You may move different information according to which Booking File

you are building. The following demonstration will move items from:

Agency, Business and Personal Client Files

Itinerary file

Agency file

This is an example of an agency file.

Ins. Note

At this stage, the screens

in this section are just to

introduce students to the

screen layouts; the

screens do not need to be

explained.

Demo. Note

No Barco:

Ensure SHELL-

JONES Booking-File

created. Write Pkey

entries on board.

With Barco.

Talk through screens

then create Booking-

File using Pkeys.


12 Client File Plus

Business file

This is an example of a customer data business file.

Personal file

This is an example of a customer data personal file.

Itinerary file

This is an example of an itinerary business file.

Ins. Note

If asked – mileage

numbers, VGML and

seat references would

not be stored in a

Client File if you were

using TravelScreen™.

Ins. Note

If asked – hotel and

car numbers would

not be stored in a

Client File if you were

using TravelScreen™.


Client File Plus 13

Making a Booking File

The screen below shows the Booking File that has been created using the

Client File information detailed on the previous pages.

Run Demo

Using Pkeys:

F2, F3, F4

Using the name

JONES and tested

dates.

Highlight

.. to the group, the

speed at which this

Booking File was

created.

Demo. Note

No Barco

Ask students to

display JONES

Booking File and

write on the board

those entries used to

create it.


14 Client File Plus

Features and Concepts

Listed below are some of the important features and concepts of Client

File Plus.

Client File Plus

Client File Plus provides the capability to quickly build a comprehensive

Booking File including items such as name, ticketing, phone,

address, form of payment and delivery fields.

In a Client File, you can store frequently used information regarding your

customer; at a company or personal level.

You may choose whether to move all or some of the information stored

in Client Files.

The unique structure of Client File Plus allows you to store not only

customer data, but frequently sold itineraries.

Client File Plus 15

Module 2: Client File Plus – Overview

Client File Plus provides you with the ability to store information within

files held on the Galileosystem. The information can then be

transferred quickly and easily to create Booking Files.

This module describes the types of Client File that exist, the

relationships between the various levels of Client Files and some of the

generic formats used in the creation and structure of Client Files.

Module Objectives

Upon completion of this module you will be able to:

Explain the main function of Client File Plus.

Name the four different types of Client File.

Explain the relationship between different types of Client File.

Add a line to a Client File using a specific format.

Client File Types

Client File Plus consists of four different types of Client Files. These

are:

Customer data

Itinerary and auxiliary

Information

Membership

Customer Data Client Files

Customer Data Client Files are the main types of files that you will use.

They contain travel and policy information about:

Your agency

Business (company) accounts

An individual employee of a business account

The agency file

This record contains details about your agency, e.g. telephone numbers,

out of office hours, emergency numbers, etc.

Each agency pseudo city has one agency file.

Ins. Note

Hand out copies of

Appendix E.

Ins. Note

The agency file is

created automatically

when AAT is created.


16 Client File Plus

The business file

Each business account must have its own Client File. This business file

is where you can store details regarding that specific account, e.g.

telephone numbers, ticket delivery address, payment policy, required

invoice layout (DYO number), etc.

You may create unlimited business files.

The personal file

You can build a personal file for each person travelling for a company

for which a business file exists. Each personal file contains personal

information, e.g. name, telephone number, address, credit card number

etc.

All personal files are linked at time of creation to business files;

therefore a business file must exist before a personal file can be built.

You may create unlimited personal files.

Itinerary/Auxiliary Service Client Files

Itinerary/Auxiliary Service Client Files allow you to store details of

frequently used air, hotel, car and tour segments. You can also store

itinerary remarks.

You may create unlimited itinerary files.

Information Client Files

These files simply contain information commonly used by your agency.

They are useful for holding such things as office procedures and policies,

home contact telephone numbers etc.

You may create unlimited information files, but remember this

information is never transferred into a Booking File.

Membership Client Files

Membership Client Files are so called because they are utilised by

selected (member) agencies. They may be Customer Data,

Itinerary/Auxiliary Service or Information Client Files and as such may

be used purely for information purposes or the information contained in

them can be transferred into a Booking File.

You may create unlimited membership files.


Client File Plus 17

Client File Hierarchy

The diagrams below show the relationship between the different Client File types.

Agency File

Customer Data

Personal File

Customer Data

Personal File

Customer Data

Business File

Itinerary

Personal File

Information

Business File

Itinerary

Business File

Itinerary

Personal File

Information

Personal File

Membership

Agency File

Membership

Itinerary

Business File

Membership

Information

Business File

Membership

Customer Data

Personal File

Membership

Information

Personal File

Membership

Customer Data

Business File

Membership

Customer Data

Personal File

Membership

Itinerary

Personal File

Client File Formats

Each Client File is made up of a number of lines up to maximum of 200,

in which the information is entered and stored. In order for this

information to be accepted into the Client File, it must be entered using a

specific format. Continued on next page

Ins. Note

These flowcharts are

to give a high level

overview.

Advise students that

we will look at levels

again when we move

on to creating Client

Files.


18 Client File Plus

Client File Formats (Cont.)

The format in which every line must be entered, regardless of which type

of file is being created, is as follows:

A line number (mandatory)

Transfer code (mandatory)

Qualifier (optional except mandatory for itinerary files)

Slash / (mandatory except with transfer code B)

Data – free text or standard Galileo Booking File format

(mandatory except with transfer code B )

For example:

3YP/P.LONB*0171 1212 1212

Line Numbering

All data is stored in a Client File by using a line number.

When creating a Client File you may store data on any of the 200 lines.

However, it is a good idea to use the same line numbers for the same

types of information in each Client File:

Item: Line numbers:

Names 1 – 2

Phone numbers 3 – 9

Addresses 10 – 15

Document production (DI.) 20 – 29

Ticketing related items 30 – 39

Air preferences 50 – 59

Hotel details 60 – 69

Car details 70 – 79

Customiser field (CI.)

Note: This field is important for

Selective Access users. Viewership

of Booking Files can be defined by

whether there is a particular CI. in the

Booking File.

90

Misc, Custom Check rule, etc 100

Using a line numbering convention will make it is easy to transfer

information by line number, rather than displaying the files each time to

check which line number the information is on.

Ins. Note

This is even more

relevant with the

introduction of Relay,

…and Dynamic

Update.

- Where default

settings can be set up.

Ins. Note

Display flip chart with

the numbering system

on for the duration of

the course.


Client File Plus 19

Transfer Codes Information

is stored in Client Files for two reasons:

To be transferred to a Booking File, e.g. a telephone number

For information purposes only, e.g. agency procedures and policies

To advise the Galileo® system which information is to be transferred to a

Booking File and which is not, when the data is being stored in the Client

File, it must be preceded by a transfer code.

Use the transfer codes in the following table when building Client Files.

Transfer code: Translation: Description:

Y Always move This code indicates that the data will always automatically be moved into

a Booking File.

Note: The agency telephone field stored in the agency file is stored as a

Y line, so that it can automatically be transferred to all Booking Files.

O Optional move This code indicates that the data may optionally be moved into a Booking

File.

Care should be taken when deciding whether to use a transfer code Y or

O, because of possible conflicts when the data is moved into a Booking

File, e.g.

If the Booking File field allows multiple items, e.g. phone field, note

pad, etc., the transfer code Y is recommended.

If the Booking File field allows only a single item, e.g. ticket

arrangement field, delivery address, etc., the transfer code O should

be used.

R Related move Related item fields are similar to optional fields and do not automatically

move into the Booking File. The R (related) transfer code must be used

for the following Booking File fields, where they are to be segment or

passenger related:

Programmatic SSRs (SI.)

Mileage Membership numbers (M.)

Associated remarks (RI.S)

Points to note:

Related items would only be stored in a personal file.

All these items require that the name is in the Booking File before

they are moved.

If you are using TravelScreen, then it is not necessary to store them

in a personal file.

Seat data can only be stored as a NP. entry, not the Galileo format.

Moving related items requires additional move entries, either:

– relate move

– select move

N Never move This code indicates that the data is for information purposes, and should

never be moved into a Booking File.

B Blank line Transfer code B is used to store blank lines (for clarity) within a Client

File.

Continued on next page

Only Read

Main codes. Students

will be asked to read

the description later.


20 Client File Plus

Transfer Codes (Cont.)

Points to note:

As information files are built for information purposes, only use transfer

code N (never move).

Data entered on lines with Y, O or R transfer codes must be stored in

strict Booking File format, to enable it to be moved into a Booking

File.

Qualifier

An optional qualifier, A – Z, may be used immediately following the

transfer code. This identifies certain lines of the stored data as relating

to specific functions, such as hotel or car segments. The concept is

similar to notepad secondary qualifiers.

These qualifiers are used purely for sorting purposes. For example it is

possible to display just those lines of the Client File, which relate to

hotels.

Any letter of an agent's choice may be used as an optional qualifier,

although logical ones e.g. H for hotels etc. will make remembering them

easier.

Note: It is important that if an agency decides to use these qualifiers,

then the entire agency uses the same qualifiers. Failure to do so could

result in confusion when trying to display specific Client File lines.

Itinerary files

When building itinerary files, it is mandatory to use a qualifier. They are

as follows:

Qualifier code: Use for:

D Departure flight

R Return or onward flights

C Car segments

H Hotel segments

T Tour segments

A Air taxi segments

S Surface sector

I Remarks (associated, due, paid and text)


Client File Plus 21

Data

In a Client File you may store:

Any data that you would normally enter into a Booking File. This could

include:

Vendor Remarks, e.g. 12O/V.AYY*WIDE SEATING REQUIRED

Telephone numbers, e.g. 3YP/P.LONB*0208 328 3936

General information, such as:

Contacts, airlines procedures etc.

You may not store:

Availability entries

Vendor locators

Seating entry, i.e. S. (enter seating preferences as a NP)

Storing dates

Consideration must be given to formats when dates are required. Five

dots are used to account for dates.

Caution! Those fields requiring a date should be entered using an ‘O’

transfer code. The date is specified in the move entry. If the line were

stored using a ‘Y’ transfer code the system would respond with an error

message when trying to move.

The ticket field and review Booking File field are the only places that

dates can be accounted for in this manner:

Example:

30O/T.TAU/·····

31O/RB······

Note: For the RB. format, it is necessary to include 6 dots. The first dot

being part of the RB. entry and the other 5 dots for the date.


22 Client File Plus

Module Review

Using your course book and/or the Galileo® system, write down the answers to the following

questions.

1. What is the main function of Client File Plus?

2. Name the four different types of Client File.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

3. What needs to exist before a personal file can be created?

4. What is the maximum number of lines that can be stored in a Client File?

5. Give the format to enter a business telephone number, London 0208 328 3964, to line 4 with the

‘always move’ transfer code

6. What does the transfer code O indicate?

Ins. Note For answers, refer students to Appendix G: Answer Key.

TO STORE FREQUENTLY USED CUSTOMER INFORMATION WHICH CAN BE

TRANSFERRED QUICKLY AND EASILY TO CREATE BOOKING FILES

CUSTOMER DATA

ITINERARY AND AUXILIARY

INFORMATION

MEMBERSHIP

A BUSINESS FILE AND AGENCY FILE

200

4Y/P.LONB*0208 328 3964

THAT INFORMATION CONTAINED IN THIS LINE MAY BE BE OPTIONALLY MOVED

INTO A BOOKING FILE

Client File Plus 23

Module 3: Building Customer Data Client Files

This module looks at Customer Data Client Files. You will first see how

to build a customer data Client File and modify it during this process.

Then you will look more closely at how to retrieve the files and modify

them.

Module Objectives


Describe the relationship between the three types of Client Files

Build, retrieve and modify business files

Build, retrieve and modify personal files

Overview

The diagram below shows the relationship between the different Client

File types.

Note: A personal file cannot exist without a business file and a business

file cannot exist without an agency file.

Example:

Agency File

Personal File Personal File

Business File

Personal File

Business FileBusiness

File

Personal File

Module Guidelines

All to do the ‘How to use’

sections together.


24 Client File Plus

Building and Modifying a Business File

You can build a business file for each account you service. Each

business file contains details about that specific account, e.g. telephone

numbers, ticket delivery address, payment policy, required invoice

layout, etc.

All customer data Client Files are built using the same method and

involve the following four steps.

1. Initialise (create) the Client File by giving it a name.

2. Input the required data.

3. Modify data, if required.

4. Save the data.

Step 1 – Initialise File

You initialise your own business files. The name given to a business file

should be short so as to reduce keystrokes on later retrieval.

Points to note:

The name may consist of minimum 2, maximum 21 characters.

Once you have initialised the file, you may not make any other Galileo

entries in the same work area, until you have either saved or ignored

the data. (You may switch to another work area to make other

Galileo entries).

When to use

Initialise your business file as your first step to building a new account.

How to use

To initialise your file:

CFB/SHELL

Use the company name where possible but keep it short

Hands-on

Students create SHELL file

adding their first name, e.g.

SHELLCAROLYN

Long name = for training

identification purposes.

All Sign On


Client File Plus 25

Step 2 – Input the Data

The data you would want to input will be with reference to the company.

Points to note:

A file may contain a maximum of 200 lines.

A line may contain a maximum of 58 characters after the slash (/).

You may enter multiple lines into a file by using the plus symbol (+).

When to use

At this stage you may or may not wish to input data into your business

file. You may just wish to enter only one line.

How to use

To input data:

1N/SHELL CORPORATION (enter)

Line number and transfer code (optional qualifier) and text

To redisplay your Client File at any time:

C*R

Response on redisplaying after lines have been added:

Remind Students

N lines are for

information purposes.

B lines are to make

your Client File easier

to read.

Y lines are all Galileo

Booking File format

and will always move

into the Booking File.

Or you can choose

whether or not to move

this info.

Redisplay

The redisplay entry

may not be necessary

subject to how the

Optional Functionality

Table is set.

Hands-on

Explain entries for lines

2 and 3, then ask them

to complete the

remainder alone.


26 Client File Plus

Step 3 – Modifying a Business File

It is possible to modify a Client File before it has been ended.

When to use

Whilst building your file, it may be necessary to modify, change or

delete a previous line you have added.

How to use

Use the formats below to perform the appropriate task.

To replace a whole, existing line

Replace line 3

3YP/P.LONB*01818844 SHELL

To change only the transfer code

Change line 10O to Y

10Y/

To add multiple new lines

Use the standard entries but joined with a plus (+)

4OP/P.EDIB*102 29303 SHELL+50O/D.RECEPTION*CASTLE

To insert a line

Insert a line between 3 and 4

/3 (enter)

Then add a line:

4OP/P.LONB*0178293 FAX

To re-number (re-arrange) lines

Line 50 needs to be re-numbered as line 11, i.e. insert after line10, line

50

/10L50

To delete a line

Delete line 5

5 (enter)


Client File Plus 27

Step 4 – Save the File

It is only necessary to save a Client File once. Save your Client File at

the end of the initialisation session; either immediately after initialisation

if no data is to be entered at that time, or after data has been entered.

When to use

End your file to save your information. You may do this at any time and

return to add information at a later date.

How to use

To end or save your file:

CE

Client File End

To redisplay the last business file viewed:

C*B

Building a Personal File

You can build a separate personal file for each person travelling for a

company for which a business file exists.

Each personal file contains personal information about the customer. e.g.

telephone number, address, credit card number etc. The procedure is

identical to building a business file, except initialising the file.


You initialise your own personal files. A personal file should be built

using the customer’s family name.

Points to note:

The name may consist of minimum 2, maximum 21 alpha characters.


entries in the same work area until you have either saved or ignored

the data. (You may switch to another work area to make other

Galileo entries).

When to use

Initialise your personal file as your first step to building a new account.


28 Client File Plus

How to use

To initialise your file:

CFP/SHELL-JONES

You must use the Business File name first that the customer works for


The data you would want to input will be with reference to the

individual.

Points to note:

A file may contain a maximum of 200 lines.

A line may contain a maximum of 58 characters after the slash (/).


When to use

At this stage you may or may not wish to input data into your business

file. You may just wish to enter only one line.

How to use

To input data:

1Y/N.JONES.ROBERTMR (enter)

Line number and transfer code (optional qualifier)/text

To redisplay your Client File at any time:

C*R

Responses on redisplay after lines have been added:

Remind Students

N lines are for

information purposes.

B lines are to make

your Client File easier

to read.

Y lines are all Galileo

Booking File format

and will always move

into the Booking File.

O you can chose

whether or not to move

this info

R for programmatic

SSRs, M. and RI.

Note: Manual and

general OSIs can be

stored with O, Y or R.

Hands-on

Students create file using

their surname/family

name e.g.

SHELLJOHN–SMITH

Hands-on

Ask students to

complete screen as per

course book.


Client File Plus 29


It is only necessary to save a Client File once. Save your Client File at

the end of the initialisation session; either immediately after initialisation

if no data is to be entered at that time, or after data has been entered.

When to use

End your file to save the information. You may do this at any time and


How to use


CE

To redisplay the last Client File viewed:

C*R

To redisplay the last personal file viewed:

C*P

Retrieving and Modifying Client Files

Once ended, Client Files can be retrieved and amended. All 3 levels of

Client Files, agency, business and personal are:

Retrieved in a similar manner

Updated using the same method

Retrieving Client Files

You can retrieve a Client File by its name or from a list.

When to use

Retrieve a Client File if you wish to check the details or modify it.

Ins. Note

This time we are going

to modify a saved file

(in the next section).


30 Client File Plus

How to use

To retrieve a file, perform the respective entry:

Agency

C*

Business

C*SHELL

To display a list of all business files belonging to your office:

CLB then CL*NUMBER

Personal

C*SHELL-JONES

To display a list of all personal files belonging to your office:

CLP then CL*NUMBER

Modifying Client Files

If you wish to amend a retrieved Client File, use the same modify entries

as before a client has been ended, but start all entries with C@.

When to use

Modify Client Files whenever you need to:

Replace a whole line, change the transfer code or optional code, add new

lines, insert a line, re-arrange lines and delete a line.

How to use

Use the formats below to perform the appropriate task.

To replace a whole, existing line

Replace line 3

C@3YP/P.LONB0171 1212 MR JONES-DIRECT

To change only the transfer code

Change line 10O to Y

C@10Y/

Ins. Note

Ensure Personal file

e.g SHELL-JONES

is active.


Client File Plus 31

To add multiple new lines

Use the standard entries but joined with a plus (+)

C@4OP/P.GLAB*102 29303 MR JONES+50O/D.RECEPTION*CASTLE

To insert a line

Insert a line between 3 and 4

C@/3

C@4OP/P.LONB*0178987 MR JONES FAX

To re-arrange (re-number) lines

Line 50 needs to be re-numbered as line 11, i.e. insert after line10, line

50

C@/10L50

To delete a line

Delete line 5

C@5 (enter)

Note: You do not have to type CE again. Modifications to previously

ended Client Files are automatically saved.

Summarise Module – Handout Stapled Appendix F

Refer to Appendix F: Procedure Summaries, which they can use in the Module Review

– Building and Modifying Business Files

– Building Personal Files

– Retrieving and Modifying Files.


32 Client File Plus

Module Review

This module review requires that you build a Client File for a company and one of their employees.

For the business file name, use IBM followed by your first name, e.g. IBMmartin. For the personal

file name, use your own family name, e.g. IBMmartin–henderson.

Using the guidelines in Module 2: Client File Plus – Overview, you decide:

The line numbers

Transfer codes

Optional secondary qualifiers. Use a qualifier to identify related lines of information

Insert at least 1 blank line to assist clarity in your files

Company Details

Before you start to build your Client File in the system, you may wish to

complete the table below:

Line: Transfer

code:

Optional

qualifier:

Booking

File field:

Data:

Full name of company

Business phone number

Business address

Ticketing time limit

Invoice company for any payment

Hotel corporate numbers: MC 12345, HY 54321, HH

24681

Car corporate numbers: ZI 13579

Contact Keith Ball ext 2134 for any billing enquires

Weekend contact Jayne Tent 0181 343434


Client File Plus 33

Personal Details

Before you start to build your Client File in the system, you may wish to

complete the table below:

Line: Transfer

code:

Optional

qualifier:

Booking

File field:

Data:

Customer name

Home phone number

Home address

Ticketing time limit

Customer pays cash for personal travel

Review Booking File field.

Note: You must allow 6 dots for this field; one for the

tab stop and 5 for the date, e.g. RB*freetext

Customer would like a VGML

Add an unassociated remark:

‘DON’T FORGET YOUR PASSPORT’

Mileage membership number OS 1212121


34 Client File Plus

Notes

Client File Plus 35

Module 4: Moving Customer Data Client Files

Once you have created Client Files, you will want to use them when

building a Booking File. This module details how to effectively move

Client File information into your Booking File.

There are many choices as to exactly what and how you move

information. Your agency must decide how you want to work and what

type of move entries you are going to use, as this can affect how you set

up your Client Files.

Module Objectives


Summarise the options for moving information.

Append additional data to the move entries.

Move data into your Booking File using a multiple, single, select and

related move.

Moving Options

The main forms of moving are:

Data may be moved from

Multiple levels of a Client File e.g. from the personal file as well as

the associated business and agency file (multiple move)

One level of a Client File (single move)

Only selected lines of data from a Client File may be moved (select

move)

Data stored as related (R) data in a Client File may be passenger

and/or segment related (related move)

You may or may not wish to display the Client File before moving the

data:

The Client File is first displayed before data is moved (displayed

move)

Data may be moved from a Client File without displaying the Client

File first (blind move)

Points to note:

Up to 99 Client Files may be moved into one Booking File.

Optional lines and additional information, such as your reference, dates

etc. may be added to the move entry where appropriate.

Additional Booking File fields, not stored in Client Files, may be added

to move inputs by appending them with an end item (+).

Module Guidelines

All make the ‘How to

use’ entries using own

Client Files.

Before You Start

Do revision. Ins demo

examples of Client

Files:

– SEM/E5P/AG

– CLB

– C*GALILEO

– CLP/GALILEO

– CL*9


36 Client File Plus

Summary

or

Displayed move

Move all Y lines from specified Client

File and above

Multiple move

Move all Y lines only from specified

Client File

Single move

Display the Client File prior to moving

Move Y, O and R lines that are detailled

in the entry, only from the specified

Client File

Select move

Move R lines only from the specified

Client File

Related moveBlind move

Do not display the Client File prior to

moving

Append information

only

.. such as your reference, date,

additional Booking File fields,

etc.

.. specify which optional lines

you wish to move and add

addtional information

Add optional lines and

append information

Multiple Move

A multiple move, moves all Y lines from the specified or displayed level

(known as the ‘entry level’) of the Client File, plus lines from the level(s)

above it, i.e. data is moved from multiple levels of the hierarchy.

Examples:

If a personal file is displayed or specified (known as the ‘entry level), a

multiple move, moves lines from the personal file, plus lines from the

associated business file and agency file.

If a business file is specified or displayed, lines from the business file,

plus lines from the agency file will be moved.

Ins. Note

To move the Agency

file on its own:

CM/

Agency File

Business File

Personal File

Ins Draw

This diagram on the

board. Students do

not have it in their

course books.

Leave on board and

rub out arrows when

you describe a Single

Move.


Client File Plus 37

Displayed Move

A displayed move is where you first view the Client File before moving

it.

When to use

Use a multiple displayed move when you wish to move the entry level

file and above, but wish to view the Client File prior to moving.

How to use

To move a business file:

C*SHELL then CM/

To move a personal file:

C*SHELL-JONES then CM/

Blind Move

A blind move is where you do not view the Client File before moving it

therefore you must specify the Client File title in the move entry.

When to use

Use a multiple blind move when you wish to move the entry level file

and above, and do not need to view the Client File prior to moving.

How to use


CMT/SHELL


CMT/SHELL-JONES

Hands-on

Students to complete

all move entries and

ignore Bookings Files

after each entry.

Hands-on




after each entry.


38 Client File Plus

Single Moves

A single move input, moves lines from only the level of the specified or

displayed Client File (entry level), plus the agency phone number from

the agency file.

Note: Additional data may be appended and optional lines can be

moved.

Displayed Move

A displayed move is where you view the Client File before moving it.

When to use

Use a single displayed move when you only wish to move the entry level

file, but wish to view the Client File prior to moving.

How to use


C*SHELL then CMB/ (move business file only)


C*SHELL-JONES then CMP/ (move personal file only)

Blind Move

A blind move is where you do not view the Client File before moving it.

Therefore you must specify the Client File title in the move entry.

When to use

Use a single blind move when you wish to move the entry level file only,

and do not need to view the Client File prior to moving.

How to use


CMBT/SHELL


CMPT-SHELL-JONES

Hands-on




after each entry.

Hands-on




after each entry.


Client File Plus 39

Select Moves

It is possible to move only selected lines of data from displayed business

or personal files. In this situation all Y, O and R lines are considered as

optional lines, and only those, which are specified in the input, are

moved into the Booking File.

Points to note:

The agency telephone number does not move.

Unless you are very familiar with your Client Files, you would always

need to first display the Client File.

Displayed Move


it.

When to use

Use a select displayed move when you only wish to move specific items

from the Client File or have moved the majority of the Client File but

forgot to move a line.

How to use

To move select lines from a business file:

C*SHELL then CMB/S/+3.4

To move select lines from a personal file:

C*SHELL-JONES then CMP/S/3.4

Hands-on




after each entry.


40 Client File Plus

Related Moves

The related move input moves only the R lines in your Personal Client

Files. These items can only be moved into the Booking File, once there

is a name and an itinerary present. This would be your last move entry.

Displayed Move


the related items.

When to use

Use a related displayed move when you only wish to move the R lines,

but wish to view the Client File prior to moving.

How to use

To move related items from a personal file:

C*SHELL-JONES then CMP/R

Blind Move

A blind move is where you do not view the Client File before moving the

related items, therefore you must specify the Client File title in the move

entry.

When to use

Use a related blind move when you do not need to view the Client File

prior to moving.

How to use

To move related items from a personal file:

CMPT/SHELL-JONES/R

Ins. Note

Related data may be

passenger and segment

related but this is not covered

in this course. Refer to Help.

Hands-on

CM/

Book KL segment

C*SHELL-JONES

CMP/R

Hands-on

CMT/SHELL-JONES

Book KL segment

CMPT/SHELL-

JONES/R


Client File Plus 41

Moving Additional Data

When you make your move entry, you may wish to:

Add your reference to the agency phone field.

Include additional Booking File fields.

Move optional items with or without a date.

This section looks at how to append these items to the move entries.

Your Reference

If you are making a booking for your customer, then your reference

(name) should always be appended to the agency phone. This is because

the agency phone, which should always be the first phone field in your

Booking File, will automatically be sent to the airlines.

When to use

All move entries which move the agency file, should have your reference

appended. Your reference will automatically append itself to the phone

field from the agency file.

How to use

To move your business and agency files and append your reference to the

agency phone field:

C*SHELL then CM/+*NAME

*R

Adding Additional Booking File Entries

Any additional Booking File entries can be added with the move entry.

When to use

To save keystrokes, add the same Booking File entry you would have

added later.

Ins Note

Examples in this

section look at moving

the business and

agency file.

Ins. Note

this is a displayed

multiple move.

Hands-on

All to use

SHELLname Client

Files.


42 Client File Plus

How to use

To append a NP. field to a business file:

C*SHELL then CM/+NP.INSURANCE DECLINED

*R

Moving Optional Lines

Optional lines do not automatically move when you enter a multiple or

single move. Therefore you may need to specify which optional line

numbers you wish to move.

When to use

Move optional lines when making a multiple or single move, as these

types of lines do not automatically move.

How to use

Move optional address line 11 from the business file:

C*SHELL then CM/+11

*R

Appending a Date

Some optional lines, such as T.TAU and RB, will need to have a date

specified. This date must be specified at the same time as the move

entry.

Note: Lines that require a date, can never be set up as Y lines.

When to use

Append a date to certain Booking File fields set up in your Client Files

such as ticketing and review booking.


Client File Plus 43

How to use

Move optional ticketing field line 30 from the business file and append

date:

C*SHELL then CM/+30*01NOV

*R

Joining it all Together

Where possible, move all additional related items with the first move

entry.

When to use

Join items together when you have a few things to move.

How to use

The 3 different sections (reference, optional lines and Booking File

fields) are divided by slash and plus, e.g. /+, followed by the standard

entry.

To append your reference, optional field line 11, optional field line 30

with date and additional Booking File field to a business file move entry:

C*SHELL then

CM/+*NAME/+11.30*10NOV/+NP.INSURANCE DECLINED

*R


44 Client File Plus

The Booking Process

Making a booking using Client Files is a 3 or 4 step procedure:

1. Move the Customer Data Client File(s).

2. Book the itinerary.

3. Move the related information.

Note: If necessary, go back and select move any data that has been

forgotten.

Step 1 – Move the Customer Data Client File(s)

Providing your Client Files have been set up correctly to move all levels,

move the personal, business and Agency Client File, i.e. use a multiple

move.

When to use

To create the Booking File, first move the customer detail(s) from the

Client File(s).

Note: You may move, up to 99 Client Files into one Booking File.

How to use

Multiple move the data by either:

Blind move

CMT/SHELL-JONES/+*NAME/+30*10NOV

*R

Displayed move

C*SHELL-JONES

CM/+*NAME/+30*10NOV

*R

Step 2 – Book the Itinerary

Book your customer’s itinerary as normal.

Dates

Everyone will be

making live bookings

in order to move the

related items. All use

different dates 6

months hence.

Ins. Note

Recommend the blind

move as this would be

more common for

agents fully using

Client File Plus™.

Book Flights

Book KL flights.


Client File Plus 45

Step 3 – Move Related Items

The related items are those stored in the personal file such as mileage

membership numbers and programmatic SSRs (meal requests etc.).

When to use

Now you have booked the itinerary and have a name in the Booking File,

you can move the related items from the personal file.

How to use

Relate single move the data by either:

Blind move

CMPT/SHELL-JONES/R

*R

Displayed move

C*SHELL-JONES

CMP/R

*R

Ins. Note

Students to do one or

the other – not both!

Review

.. the Booking File

then ignore.

Summarise Module

Refer to stapled handout, Appendix F: Procedure Summaries, Module 4: Moving Customer Data Client Files.


46 Client File Plus

Module Review

Make the entries in the Galileo® system and then write down your answers. Use the IBM Client Files

built in the previous modules. Remember to always add your own reference to the agency phone

field.

1. Your customer is travelling for personal reasons. Move the relevant information.

______________________________________________________________________________

2. Your customer is travelling on a very short business trip London to Guernsey (LHR GCI). He

will not require any personal information in his Booking File other than the name. You will need

to move information from the business file only.

______________________________________________________________________________

3. Ms Brooks and Ms Kibwana who work for IBM, are travelling on the same business trip. Move

their details into one Booking File.

______________________________________________________________________________

Single move personal information only (and agency phone which is always moved).

Blind: CMPT/IBM–BROOKS/+*CB

Display: C*IBM–BROOKS then CMP/+*CB

Move related information if required

Single move business information only (Agency phone which is always moved) if you wish Select move

name from personal.

Blind: CMBT/IBM/+*CB then CMPT/S/IBM–BROOKS/+1

Display: C*IBM then CMB/+*CB

C*IBM–BROOKS then CMP/S/+1

Multiple move the first customer data file bringing over all 3 levels.

Blind: CMT/IBM-BROOKS/+*CB/+30*01MAR

Then single move just Ms Kibwana’s details

Blind: CMPT/IBM-KIBWANA

Client File Plus 47

Module 5: Itinerary Auxiliary Service Client Files

Use Itinerary Auxiliary Service Client Files to store details of regular

itineraries used within your agency. These files can contain air, car,

hotel, tour, surface and air taxi segments in addition to associated

itinerary remarks, due, paid and text.

Itinerary Auxiliary Service Client Files may be built at the business level

and personal level. A business file must exist before an associated

personal file can be built.

The main method of using itinerary files, would be to first move your

customer data file, including the customer’s name, and then to move your

itinerary file.

Module Objectives

At the end of this module, you will be able to:

Describe the relationship between customer data and itinerary files.

Successfully build and move itinerary files.

Overview

The following should be noted:

Information stored in an itinerary file is not automatically updated by the

Galileo® system. If there is a flight number change or hotel/car rate

code change etc., the data in the Client File must manually be

amended to reflect these changes.

It is not possible to use multiple move entries, only single or select

moves.

Itinerary files are built in the same way as customer data files using the

following three steps.

1. Initialisation – creating a record by giving it a name.

2. Inputting the required data.

3. Saving the data.

Note: To modify and retrieve an itinerary file, use the same formats as

per Module 3: Building Customer Data Files and/or refer to the Galileo

Help: H/BOOKING FILES

Ins. Read

– Then Demo

Blind multiple move

personal file:

- CMT/SHELL-

JONES/+*CB

Display itinerary file:

- C*FQCHDQ

Displayed move:

- CMB/+10NOV

25NOV


48 Client File Plus

Client File Structure

The diagram below shows the relationship between customer data files

and itinerary files:

Example:

Agency File


Business File

Itinerary File

Information

File

Itinerary

File

Itinerary File

Building and Modifying Itinerary Files

You can build itinerary files at either a business or personal level for

frequently travelled journeys.

Itinerary files allow you to store the company and/or employee’s

preferences but without the flexibility provided by TravelScreen.

Points to note:

All inputs are the same for business and personal itinerary files, except

for initialising files.

Check all segment details prior to the initialisation entry or use a

different work area to check items.


The first step is to decide what name to give your file. The name given

to the file should be short, so as to reduce keystrokes later on retrieval.

Points to note:

The name may consist of minimum 2, maximum 21 characters.


entries in the same work area, until you have either saved or ignored

the data.

Ins. Note

Use in conjunction

with flowchart in

Appendix F:

Procedure Summaries,

Building and Moving

Itinerary Files.


Client File Plus 49

When to use

Build a business itinerary file for a company whose employees regularly

make the same journey.

Build a personal file for an employee who makes a different journey to

the rest of the company, but still on a frequent basis.

How to use

To initialise a business itinerary file:

CFB/I/SHELL

To initialise a personal itinerary file:

CFP/I/SHELL-JONES


Input the required data.

Points to note:

Only transfer codes Y, N and O may be used.

The optional qualifiers are referred to as ‘primary qualifiers’ which are

mandatory as they identify the segment type:

D Departure flight

R Return or onward flight

C Car

H Hotel

T Tour

A Air taxi

S Surface

I Remarks (associated, due, paid and text)

A maximum of 12 lines can be stored in an itinerary file.


For details of all itinerary file inputs, see the Galileo help pages:

H/CIAB

Hands-on

Students to create a

business file using the

training cities

FQCHDQtheir first

name, e.g.

FQCHDQmartin

Note: We are going

to use training

pseudos in order that

later you may move

this file many times

with no impact.

Ins. Note

We are going to focus

on air, car, hotel and

associated remarks.


50 Client File Plus

When to use

You may or may not wish to input data into your file at this stage.

Alternatively, you may just wish to enter only one line.

How to use

When you enter data into itinerary files, use the normal, direct sell

formats leaving 5 dots for the date.

To add the departure flight:

1YD/0ZZ944F…..FQCHDQNN1 (enter)

(transfer code Y and qualifier D for departure)

To add car hire:

2YC/0CCRXENN1HDQ…..-…..SDMN/ARR-1030/DT-1030

To add a hotel:

3YH/0HHLZQNN1…..-…..78482SU2PEN-1/G-DPST CHQ

To add the return flight:

4YR/0ZZ943F…..-…..HDQFQCNN1

To add associated remarks to the previous segment:

5YI/CHECK IN 1 HOUR BEFORE DEPARTURE

Response on redisplay:

Hands-on

Ask students to add

the lines opposite to

their newly created

itinerary files.


Client File Plus 51

Note: When the data is moved, it is moved in logical sequence. So line

1, 2, 3 etc. Theoretically you do not need to enter the /ARR- time for the

car hire, as it will be taken from the previous segment. However, in

practice it is a good idea in case this segment is moved with no

immediate prior segment.


It is only necessary to save a Client File once. Save at the end of the

initialisation session or after initialisation and data input.

When to use



How to use


CE


C*R

To redisplay the last business itinerary file viewed:

C*B


52 Client File Plus

Moving Itinerary Files

Itinerary files can be created at a business and personal file level,

however, no hierarchical structure is reflected in the move inputs. This

means all moves are single or select moves, i.e. data is moved just from

the displayed or nominated Client File (not from any higher level).

Moving Options

The main forms of moving are:

Data may be moved from

One level of a Client File (single move)

Only selected lines of data from a Client File may be moved (select

move)

You may or may not wish to display the Client File before moving the

data:

The Client File is first displayed before data is moved (displayed

move)

Data may be moved from a Client File without displaying the Client

File first (blind move)

Displayed Move

A displayed move input is used to move data from a Client File that is

currently displayed.

When to use

Display the file if you wish to check the details or make a select move

entry.


Client File Plus 53

How to use

To move the segments:

1. Input the customer’s name or multiple move their personal file:

CMT/SHELL-BROOKS/+*CB

2. Display your itinerary file:

C*TITLE

3. Move the details.

Single move all details with 2 dates where car and hotel is for the

duration of the trip:

CMB/S/+1*10NOV+2*10NOV11NOV+3*10NOV15NOV+4*25NOV

Select move details with different dates where car and hotel is not

for the duration of the trip:

CMB/+10NOV25NOV

Response indicating the lines which were successfully moved:

Question

Ask students what the

entry is to blind

multiple move their

personal file?

Summarise Module

Refer to stapled handout, Appendix F: Procedure Summaries, Building and Moving Itinerary Files.

Hands-on

Ignore Booking File

before completing the

last move entry.


54 Client File Plus

Module Review

This module review requires that you build an itinerary file for IBM for travel to Amsterdam.

1. Build it at a personal level relating it to your existing IBM business file. You decide the Client

File name, but for training purposes, include your first name somewhere in the title. All the

segment lines of information in the Client File are always moved, except for any general

comments.

2. Once your itinerary file is completed, build a Booking File for your customer. Your IBM

customer wishes to travel out on 4th, returning on 7th. As these are live flights, use dates 6 months

hence.

3. Print your completed Booking File and identify which Booking Files the information has come

from.

** Do not end transact **

** Type I to ignore when completed **

Details

Before you start to build your itinerary file in the system, you may wish

to complete the table below:

Line: Transfer

code:

Primary

qualifier:

Segment type: Data:

Outward flight KL1008 C LHRAMS

Return flight KL1009 C AMSLHR

Car details ZI vendor code in AMS, ECMN type car, CD

CD-A123456

/1+CAL Availabiltiy

N1A1 To book 1 car from, column A, line 1.

Associated remarks

Outward flight

Return flight

Car

CHECK IN 45 MINS BEFORE DEPARTURE

CHECK IN 90 MINS BEFORE DEPARTURE

ASK FOR UPGRADE CAR

Add general comment USE FOR IBM EMPLOYEES

Ask Students Not to look at answers in Appendix G until they really have to


Client File Plus 55

Procedure

List the steps you took:

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

Steps could be:

1. CREATE THE ITINERARY (PERSONAL) FILE, LINKING IT TO IBM:

a). Initialise the file: CFP/I/IBM your first name–LHRAMS

b) Input the data using Y for the segment lines and the appropriate primary qualifiers.

c) End the file: CE

2. BLIND MULTIPLE MOVE THE PERSONAL FILE (AND LEVELS ABOVE)

CMT/IBM–family name /+*CB/+30*01MAR (optional ticketing line)

3. BLIND MOVE ITINERARY (PERSONAL) FILE

CMPT/file name/+04MAR07MAR

4. BLIND MOVE RELATED INFORMATION FROM CUSTOMER DATA PERSONAL

FILE

CMPT/IBM–family name/R


56 Client File Plus

Notes

Client File Plus 57

Module 6: Information Client Files

Information Client Files contain information commonly used by an

agency. They are useful for holding such things as office procedures and

policies, home and airline contact numbers etc.

This data is never transferred into a Booking File.

Module Objectives

At the end of this module you will be able to:

Describe the purpose and structure of an information file.

Build an information file.

Enter formats into a Client File.

Number and un-number a Client File.

Overview

You may wish to build a Client File that just stores procedures rather

than customer data. Display the information file:

C*BA DEAL

Response:

Points to note:

There are no numbers.

There are formats such as soms and tab stops.



58 Client File Plus

Overview (Cont.)

Now display another file, which is being used as an online telephone list

and has personal files, attached:

C*AIRLINES

Response – business file:

Tab and enter to view a personal file:


The diagram below shows how information files fit in with other types of

files.

Example:

Agency File


Business File

Information

File

Itinerary

File

Information

File

Information

File

Ins. Note

Branch managers

could use a file like

this to keep their staff

informed of their

whereabouts (if they

had the time to update

it!)


Client File Plus 59

Information files are built in the same way as all other Client Files using

3 steps.


2. Inputting the required data.

3. Saving the data.

Note: Building and modifying is the same as for Customer Data Client

Files.

Building Information Files

You can build files at either a business or personal level for information

purposes only.

Points to note:

All inputs are the same for business and personal information files,

except Step 1 – Initialising the File.

All lines will be never move lines with a (N) transfer code.


The first step is to decide what name to give your file. The name given

to the file should be short, so as to reduce keystrokes later on retrieval.

Note: The name may consist of minimum 2, maximum 21 characters.

When to use

Build a business information file for your main agency procedures and

policies.

Build a personal file if the business information file has several areas

that the user may wish to go to. You could also build a personal file

attached to a business customer data file.


60 Client File Plus

How to use

To initialise a business information file:

CFB/AIRLINES

To initialise a personal information file:

CFP/AIRLINES-BA


The data you would want to input will be for reference purposes only.

All lines will be entered with an N transfer code.


When to use

You may or may not wish to input data into your file at this stage. It may

be that you simply wish to ‘reserve’ the name and return to the file later.

Alternatively, you may just wish to enter only one line.

How to use

To add information:

1N/AIRLINE DETAILS AND CONTACT INFORMATION


It is only necessary to save a Client File once. Save at the end of the

initialisation session; either immediately after initialisation if no data is

to be input at that time, or after initialisation and data input.

When to use



Hands-on

Students to create the

business information

file in their own name,

e.g.

AIRLINESMARTIN

Ins. Note

Students to simply

enter this one line for

the moment. In the

module review they

will recreate

AIRLINES


Client File Plus 61

How to use


CE


C*R

To redisplay the last business file viewed:

C*B

Formatting Information Client Files

Formatting allows you to add SOMs (), Tab Stops () and a plus (+)

into your file. These formats can be entered in most types of Client File

but are predominantly used in information files.

Note: Formatting is allowed on Y, O and N lines in the phone field and

in notepad entries.

When to use

Use formatting when you wish to:

Direct the user to another Client File.

Assist the user with a Galileo Booking File format or give them the entry

you wish them to put in the Booking File.

How to use

To enter formatting:

1. Put your terminal into formatting mode:

FMT for file in create mode

C@FMT for existing file

2. Add text lines as normal.

3. Insert where applicable:

SOM :*

Plus ::

Tab Stop :–

4. Type text lines as normal

5. Exit formatting mode:

NFT for file in create mode

C@NFT for existing file

Ins. Note

The formatting entry

must be made prior to

starting the line.


62 Client File Plus

Numbering Options

To enhance the look of Client Files, you have the option to suppress the

line numbers. You may un-number most types of Client File but this

would predominantly be used for information files, as no data is moved,

the numbers become irrelevant.

Un-numbering an Information Client File

Un-numbering provides the ability to eliminate the display of line

numbers, headline and the END OF DISPLAY message on a Client File.

This can be of value for information files, where line numbers make the

data difficult to read. The file will remain with no numbers until the

numbers are ‘turned back on’.

When to use

When you have finished building your file, leave it unnumbered for ease

of reading.

How to use

To un-number a file:

CUN (in create mode)

C@CUN (existing file)

Renumbering an Information Client File

Renumbering will add back the display of line numbers, headline and the

“End of Display” message on a Client File.

When to use

Renumber your file when you wish to add information to it.

How to use

To renumber a file:

CNM (in create mode)

C@CNM (existing file)

Hands-on

Hands-on


Client File Plus 63

Temporarily Un-numbering a Client File

You may un-number a file temporarily, just for the one read.

When to use

This is very useful if you have not yet finished building your file, but

wish to see how it looks in the interim.

How to use

To temporarily un-number a file for that one viewing:

C*R/*

Note: The next time you view this file, e.g. C*R, it will automatically be

renumbered.

Hands-on

Summarise Module

Refer to stapled handout, Appendix F: Procedure Summaries, Information Client Files.


64 Client File Plus

Module Review

1. This module review requires that you build your own AIRLINES file as per the files below.

C*AIRLINESyour name

C*AIRLINESyour name–BA

2. Once built, view the files unnumbered, renumbered, temporarily unnumbered, leaving them

finally unnumbered.

Remind Students They are not changing C*AIRLINES, but attempting to

recreate it.

Client File Plus 65

Module 7: Membership Client Files

Membership Client Files should be thought of as having a second set of

Client Files, which are used in the same way as other Client Files, i.e. as

an automated storage system.

It is possible to build:

Customer data Membership Client Files

Itinerary auxiliary service Membership Client Files

Information Membership Client Files

Note: Information Membership Client Files are the most commonly

used.

The difference between membership and other Client Files is the security

of who can access, update and move them.

Non-membership Client Files functions are controlled by group coding

and Selective Access agreements.

Membership Client Files functions are controlled by a Membership

Access Table set up by the Membership Client File owner. This

table permits or denies pseudo cities access to the Membership

Client File regardless of group coding or Selective Access

agreements. It also defines the level of access each pseudo city may

have.

Module Objectives

At the end of this module, you will be able to:

Describe when to use a Membership Client File.

Build and display membership files.

Display and update the Membership Access Table.

Move Membership Client Files into a Booking File.

Overview

The agency membership file can be compared to having another agency

file. So a membership file may have associated business files and

personal files. All formats that can be entered into standard files, can be

entered into membership files:

Formats, i.e. Tab Stop, Som and Plus

Secondary qualifiers

Transfer codes

Module Guidelines

All to do the ‘How to use’

together.


66 Client File Plus


Membership Client Files can be thought of as an identical ‘batch of files’

in addition to the standard files. All files in the diagram are membership

files.

Membership

Agency File

Membership

Itinerary

Business File

Membership

Information

Business File

Membership

Customer Data

Personal File

Membership

Information

Personal File

Membership

Customer Data

Business File

Membership

Customer Data

Personal File

Membership

Itinerary

Personal File

Information is stored in Membership Client Files in the same way as with

all other Client Files, by building or creating records.

Building Membership Files

There are 3 steps:


2. Inputting the required data – enter as per standard normal files.

3. Saving the data – CE.

Note: Your pseudo may only update a membership file if you have been

given permission to do so in the Access Table. Normally the owner of

the file would control and update it.


The inputs for initialising file are similar to other Client Files. The main

difference is that you must include the agency membership file code in

initialisation otherwise the new file will simply be attached to the normal

agency file, e.g. C*.

No Hands-on

For this section.


Client File Plus 67

When to use

Agents, tour operators and airlines may wish to use Membership Client

Files to allow other Galileo users outside of group coding and Selective

Access, view their Client Files.

You must have a membership agency file initialised if you wish to build

information just in this one file or build any other types of membership

files at any level.

How to use

Agency file

A membership agency file is identified by a unique 3 or 4 alpha character

code. You decide which code you would like to use, providing it does

not already exist in the Galileo® system.

A membership agency file must be requested and initialised by your

local Helpdesk.

At the time of the request, it should be stated whether the Access Table

attached to the agency file should be an inclusive or exclusive. In broad

terms:

An inclusive table is used to list up to 5000 pseudo cities that may access

the Membership Client File.

An exclusive table is used to list up to 5000 pseudo cities that may not

access the Membership Client File.

When initialised, the agency file contains no data and your agency file

name will be confirmed to you, e.g. XTR.

Business file

A membership business file is initialised in exactly the same way as

other business files, except that the membership agency file code is used

in the inputs.

To create a membership customer data or information file:

CFB/XTR/TOURS

(XTR is the agency file name. TOURS is the customer data or

information title)

NDCs/SMOs

NDCs/SMOs should

contact the Global

Service Centre in

Denver to arrange

membership files.

Access Table

Covered later in this

module.

Hands-on

Students to create

TOURSfirst name

Then end it

immediately: CE


68 Client File Plus

Personal file

To create a membership customer data or information file:

CFP/XTR/TOURS-KENYA

(XTR is the Agency file name. TOURS is the customer data or

information title. KENYA is the personal file name.)

Step 2 – Input Data

The inputting of data is identical for a Membership Client File as for any

other Client File.

For further information, see previous respective modules.

Step 3 – Save Data

Saving data in a Membership Client File is identical to saving data in

other Client Files, i.e. CE.

Displaying Membership Files

You may display a Membership Client File or list providing you have

been given permission to do so via the Access Table.

When to use

Display a membership file if you wish to:

Update it.

Read the information it contains.

Move it into a Booking File.

How to use

Displaying the files is as per standard Client Files, but using the agency

code.

Agency file

To display the agency file:

C*XTR/

Ins. Note

Students create this

using their business

file and CE


Client File Plus 69

Business file

To display the business file:

C*XTR/TOURS (when you know the name)

CLB/XTR/ (displays a list of business files associated to XTR).

Personal file

To display the personal file:

C*XTR/TOURS-KENYA (when you know the name)

CLP/XTR/TOURS (displays a list of personal files associated to

TOURS)

Membership Access Table

The Membership Access Table controls who may view and may not view

your membership files.

There are two types of Membership Access Tables, inclusive and

exclusive. When the owning pseudo makes the initial request for a 3 or

4-letter alpha code, they should also specify whether the Access Table

should be set up as inclusive or exclusive.

Note: It is possible to store up to 5000 pseudo cities in the Access

Table.

Displaying the Access Table

Only the owning pseudo for that membership file can display the Access

Table. There is only one table per agency membership file (code), so

subject to what was initially requested, you will either see an inclusive or

exclusive table.

When to use

Use an inclusive table when you wish to restrict access to the

Membership Client File to specified pseudo cities. Only those pseudo

cities listed in the Access Table may have access to the Membership

Client File.



70 Client File Plus

When to use (Cont.)

Use an exclusive access table when you wish to deny access to specified

pseudo cities. All pseudo cities worldwide may access the Membership

Client File on a read only basis, except those listed in the table. Those

listed in the table may, either be denied access altogether or be given a

higher level of access than the basic read only access.

Note: Pseudos (offices) who have been given permission to view

particular membership files would need to know the membership code.

How to use

To display the table:

C*TD/XTR

Response – an inclusive access table:

Screen description:

The table shows only those pseudos who may view the XTR membership

files. There are two types of access:

Level of access: Description: Identified by:

Read only A pseudo listed here may:

– Display the membership file

– Display a list of associated business and personal files

– Move files

Pseudo city code/R

e.g. PU7–R

Read and write A pseudo listed here, in addition to the read

functionality, may update files.

Note: These pseudos cannot create or delete a file.

Pseudo city code/W

e.g. XV1–W

Hands-on

In EA7


Client File Plus 71

Response – an exclusive access table:

Screen description:

All pseudos in the world may view XTN membership files on a read only

basis except:

The pseudos listed in the table with X, may not view the XTN

membership files at all.

The pseudos listed with W, in addition to read, may also update (write)

the XTN membership files.

There are two types of access:

Level of access: Description: Identified by:

Read and write A pseudo listed here, in addition to the read

functionality, may update files.

Note: These pseudos cannot create or delete a file.

Pseudo city code/W

e.g. XE2–W

Access denied This pseudo may not access any of the membership

files for XTN.

Pseudo city code/X

e.g. XQ0–X

Hands-on

C*TD/XTN to display

exclusive table.


72 Client File Plus

Updating the Access Table

If you are the owning pseudo, you may add, delete or change the access

for a pseudo.

When to use

Update the access table when the status for a pseudo has changed.

How to use

Refer to the table for the correct format:

Description: Format:

To add a read only pseudo to the table C*TA/XTR/X1K–R

To add a write pseudo to the table C*TA/XTR/X1K–W

To change the capability from read to write to an

existing pseudo in the table

C*TC/XTR/X1K–W

To change the capability from write to read for an


C*TC/XTR/X1K–R

To delete pseudo from the table C*TD/XTR/X1K

No Hands-on


Client File Plus 73

Moving Customer Data Membership Client Files

Moving membership files is very similar to moving standard files, except

that you would always include the agency code followed by a double

slash (//).

When to use

Use the move entry if you have any customer data membership files.

How to use

The table below details some examples. You may append additional

items as required.

To move a: Move description: Example entry:

Customer data file Multiple move from personal

and above

CMT/XTR//SONY-SMITH

Single move only business CMBT/XTR//SONY

Select personal move CMBT/XTR//S/SONY-SMITH

/+3*10NOV+7*15NOV+8–11

Itinerary file Personal file CMPT/XTR//SONY-HKGLHR/+10NOV25NOV

Summarise Module

Refer to stapled handout, Appendix F: Procedure Summaries, Membership Files.


74 Client File Plus

Module Review

Create two short Membership Client Files associated to XTR as follows:

Business information file containing formats and leave it unnumbered.

Title - your nameTours

Include the following tours:

5 Day Rockies C*XTR/your nameTOURS-ROCKIES5.

7 Day Grand Canyon C*XTR/your nameTOURS-GRAND7.

5 Day Texas Ranger C*XTR/your nameTOURS-TEXAS5.

9 Day Yosemite Explorer C*XTR/your nameTOURS-TAHOE9.

Personal information file and leave it unnumbered.

Create a personal file for one of the titles listed above:

e.g. C*XTR/your nameTOURS-GRAND7.

Enter details of a basic itinerary for this tour.

Client File Plus 75

Module 8: Managing Client Files

There are many generic entries that allow you to manage and organise

your Client Files. This module covers how to maintain those Client Files

and perform additional functionality, such as renaming, copying and

deleting files.

Note: Printability inputs (P–) may be used to obtain hard copies of

Client Files. Enter P– before any of the display or list entries.

Module Objectives

At the end of this module you will be able to:

Display, list, copy, rename, delete, reinstate and disassociate Client Files

Displaying Client Files

You have already learnt how to retrieve and display Client Files. This

section looks at some additional formats, which you may wish to use to

display Client Files.

Points to note:

C*R, C*B or C*P will display the last active Client File providing ignore

has not been entered to clear the session.

It is possible to display saved Client Files created by your own agency,

or an agency associated by means of group coding or Selective

Access agreements.

Some of the display layout is controlled by the Optional Functionality

Table, which you will look at in Module 9: Security.

When to use

Use the appropriate display format to immediately display the relevant

Client File and thus cut down on keystrokes.

How to use

To display Client Files, choose the relevant entry from the summary

table.

Module Guidelines

All to practice entries in

summary tables.


76 Client File Plus

Summary

Listed below are some of the main formats. For full details refer to the

Galileo® help pages: H/CLIENT FILES.

Note: An associated office is one to which you are group coded or have

a Selective Access agreement in place.

To display: Customer data,

information and

itinerary files:

Membership Client

Files:

Associated office’s

files:

Agency file C* C*XTR/ C*XX9/

Business file – title is known C*SHELL C*XTR/COURSES C*XX9/BEERS

– partial title (min 2 letters) C*SH C*XTR/CO C*XX9/BE

Personal file – title is known C*SHELL-JONES C*XTR/COURSES-

CFTS

C*XX9/BEERS-

CONNOLLY

– Business title unknown C**–JONES C*XTR/*–CFTS C*XX9/*–

CONNOLLY

All levels C*SHELL-

JONES*ALL

N/A C*XX9/BEERS–

CONNOLLY*ALL

Specific line numbers To the end of your title or after C*R, add:

:30 to display one line

:4–30 to display a range of lines

:30–200 to display from line 30 to the end of your Client File

Specific transfer lines To the end of your entry or after C*R, add:

:Y to display all Y lines

:O to display all O lines


Client File Plus 77

Listing Client Files

You can request a list of Client Files for your agency and associated

agencies.

When to use

List Client Files when you wish to check which Client Files exist or are

unsure of the spelling for a Client File.

How to use

To display Client Files, choose the relevant entry from the summary

table, tab to the CL* prompt and enter the Client File number.

Note: The last activated list may always be redisplayed with the input:

CL*L.

Summary



Note: An associated office is one whom you are group coded or have a

Selective Access agreement in place.

To list: Customer data,

information and

itinerary files:

Membership Client

Files:


files:

Associated agencies CLM N/A N/A

Business files CLB CLB/XTR/ CLB/XX9/

– beginning with a letter CLB/S CLB/XTR/C CLB/XX9/B

Personal files CLP/SHELL CLP/XTR/COURSES CLP/XX9/BEERS


78 Client File Plus

Copying Client Files

The copy input allows the creation of a new Client File, containing all or

part of the data in an existing Client File. Once copied, the new Client

File can then be saved or modified as normal. The existing and the new

Client File remain completely separate.

Points to note:

If you copy a business file, the personal files are not copied.

TravelScreen preferences are not copied. They must be copied over after

the Client File.

When to use

Copy is useful to reduce the work in building business files and/or

personal files for companies or clients with similar requirements.

How to use

Copying is a 3-step process:

1. Display the file: C*existing title.

2. Make the copy entry: CFB/C/new title.

Optional display, if required: C*R.

3. End the Client File: CE.

Summary



Note: To copy membership and associated office files, once displayed,

use the same copy entries as below.

To copy:

First display existing Client

File

Customer data and information

files:

Itinerary Client Files:

All of a business file CFB/C/new business title CFB/C/I/new business title

All of a personal file CFP/C/new business title–new

personal title

CFP/C/I/new business title- new

personal title

Specific lines After the title enter a colon and the lines numbers, e.g. :1.5–10

Hands-on

Ask Delegates to

display existing

SHELLname file

and copy to create

file ESSOname


Client File Plus 79

Renaming Client Files

At times, it may be necessary to rename a Client File. This is a useful

input as it saves you having to build an identical Client File using the

same details as the one you wish to change.

Note: Personal files and TravelScreens will also be ‘renamed’, i.e. if

they existed before, then they will do now with the new name.

When to use

In the case of a business file, a business account may have changed its

name through reorganisation, take-over or merger.

A personal file may need to be renamed because the passenger may have

married and wishes to change to her married name, or it may be that a

business account has two employees of the same name.

How to use

Renaming is a 3-step process:

1. Display the file: C*existing title.

2. Make the rename entry: CRB/existing title:new title.

Note: Even though you have displayed the existing file, the existing

title must still be included in the entry.

3. Confirm the rename by typing Y (or N to ignore).

Summary



Note: To rename membership and associated office files, include the

membership agency code or pseudo city.

To rename:


File

Customer data, information and

itinerary files:

Membership files and associated

files:

Business file CRB/existing business title:new

business title

CRB/XTR/ existing business

title:new business title

Personal file CRP/existing personal title:new

personal title

CRP/XTR/ existing personal

title:new personal title

Hands-on

Ask delegates to

display ESSOname

file and rename to

AMOCOname


80 Client File Plus

Deleting Client Files

It is possible to delete your own Client Files or those of other agencies

associated by means of group coding or Selective Access agreements.

Once a file is deleted, you can immediately build a new file using the

same name as the deleted file.

Deleting the agency file

If you do not wish to use Client File Plus or TravelScreen, then contact

your local Helpdesk who will delete your agency file. All business and

personal files will also be deleted. The deleted Client Files will remain

on the system for 30 days. During that time, your local Helpdesk can

reinstate all files, if there is a change of plan.

Deleting business files

Deleting a business file also deletes all associated personal files and any

TravelScreen preferences.

When to use

Delete files when you no longer require them.

How to use

Deleting is a 3-step process:

1. Display the file: C*title

2. Make the delete entry: CXB/title

3. Confirm by typing Y (or N to ignore).

Summary



Note: To rename membership and associated office files, include the


To delete:


File


itinerary files:


files:

Business file CXB/business title CXB/XTR/business title

Personal file CXP/personal title CXP/XX9/personal title

Ins. Note

You do not physically

have to display a

personal file; it is just

good to check before

deletion.

Hands-on

Ask delegates to

display and cancel

AMOCOname file


Client File Plus 81

Displaying Inactive Client Files

Client Files are considered inactive for 30 days following a delete

command. Lists of inactive Client Files may be obtained, although this

function is not available for agency files or through Global Access.

When to use

You are attempting to move a file but cannot find it or you receive a

similar names list that does not show the Client File you are looking for.

Check the inactive Client File list, as if your Client File is there, you may

wish to reinstate it.

How to use

Use one of the applicable formats in the Summary table.

Summary



Note: To display inactive files for membership and associated office

files, include the membership agency code or pseudo city.

To list deleted: Customer data, information and

itinerary files:


files:

Business files CLXB CLXB/XTR/

– a specific business file CLXB/ business title CLXB/XTR/business title

Personal files CLXP/business title CLXP/XX9/business title

– a specific personal file CLXP/business title-personal title CLXP/XX9/business title -

personal title

Hands-on

Ask students to

display innactive

AMOCOname file


82 Client File Plus

Reinstating Inactive Client Files

Client Files may be reinstated within 30 days of being deleted.

Note: If a business file is reinstated, any associated personal files will

automatically be reinstated, along with any TravelScreen preferences and

history.

When to use

Reinstate a file if you made a deletion error or wish to make a copy of

some of the file.

How to use

Use the applicable format in the summary table below.

Summary



Note: To reinstate membership and associated office files, include the


To reinstate:


itinerary files:


files:

Business file CXB@business title CXB@XTR/business title

Personal file CXP@personal title CXP@XX9/personal title

Hands-on

Ask students to

reinstate

AMOCOname file


Client File Plus 83

Association

When moving data from a Client File to create a Booking File, the Client

File remains associated to that Booking File.

The association can be seen in the form of a prompt on the face of a

Booking File, e.g.

The list of associated Client Files can be viewed by tabbing to *CF

prompt and pressing Enter:

Points to note:

List of associated Client Files (max 99) in the order in which each was

moved into the Booking File.

PREF indicates that TravelScreen preferences are associated to the

Client File. The asterisk (*) indicates that TravelScreen preferences

are live for this Client File.

Note: In this example, an itinerary file was moved last into the

Booking File and therefore there are no automatic active preferences.

This is highlighted by PREF being omitted as shown above.

Booking File Divide

When a Booking File is divided, the Client File associations remain in

the original Booking File.

Ins. Note

The OFT controls

which Client File has

the active preference,

covered in the next

module.

Ins. Note

Either show an

existing Booking File

created using Client

Files or create one

now, using the

SHELLname Client

Files.


84 Client File Plus

Booking File Repeat

When a Booking File is created using the repeat entries, i.e. REALL or

REALLSALL, the associations remain both in the original Booking File,

and are also seen in the newly created Booking File.

Change Of Ownership

If a Booking File change of ownership takes place and the new owner is

group coded or has Selective Access permission with the original owner,

the Client Files associated are not removed.

If a particular Client File is not accessible to the new owner, that Client

File will remain on the Association List, however, the user cannot

display the Client File. The Client File will stay associated to the

Booking File, unless manually removed by the user.

Disassociation

Disassociation is the process of deleting Client File associations from an

end transacted Booking File. The Client File itself is not deleted.

When to use

This may be required in the case of a name change, Booking File divide,

Booking File repeat etc.

How to use

The Booking File must be displayed before disassociation can take place,

then use the applicable format in the Summary table.

Summary



To disassociate: All files:

All files CMREF@

Selected files [email protected]


Client File Plus 85

Module Review

Use the Galileo® system to test the entries (using your own files, if not specified) and write down

your answers to the following questions.

What is the entry to:

1. Display the three levels of Client Files?

2. Display from line 100 onwards of the business file SHELL?

3. List all business files for another pseudo (XF8)?

4. Rename a business membership file?

______________________________________________________________________________

______________________________________________________________________________

5. Delete a personal file?

6. Display all inactive personal files, relating to live business file?

7. Reinstate a personal file?

8. Disassociate Client File reference number 2 from a Booking File?

C*BUSINESS TITLE–PERSONAL TITLE*ALL

C*SHELL:100-200 (200 is the maximum amount of lines in a Client File)

CLB/XF8/

1) Display the file C*AGENCY CODE/BUSINESS TITLE

2) Rename the file CRB/AGENCY CODE/EXISTING BUSINESS TITLE:NEW BUSINESS

FILE TITLE

3) Confirm rename enter Y

CXP/BUSINESS-PERSONAL TITLE (doesn’t have to be displayed – although recommended)

CLXP/BUSINESS TITLE

CXP@BUSINESS TITLE-PERSONAL TITLE

CMREF@2


86 Client File Plus

Notes

Client File Plus 87

Module 9: Security Options

Security for Client File Plus and TravelScreen is controlled at two levels.

These two levels determine:

The individual user’s level of functionality

The way in which your agency’s Client Files are displayed and updated

Module Objectives

Upon completion of this module, you will be able to identify the security

implications associated with:

The Sign-on Table Display (STD) profile

The Optional Functionality Table (OFT)

Security Profile

The third screen of the Security Profile (STD), controls Client File

functionality. This is set differently for secondary and agency level

users.

Secondary Level Profile

A secondary level profile would be similar to the one below where all

Client File Plus fields are set to Y. This would be the person

maintaining the Client File.


Hands-on

Ask students to

display 3rd screen of

STD

e.g. STD/9141/**


88 Client File Plus

Secondary Level Profile (Cont.)

Points to note:

The first indicator in each field gives that agent the ability to authorise

other agents to perform Client File functionality.

The second indicator in each field allows them to perform the specified

function.

Screen description:

Screen: Description:

CFILO Update Optional Functionality Table

CFILC Create Client File

CFILM Modify Client File

CFILD Delete and reinstate Client File

CFILR Copy Client File

CFILN Rename Client File

CFILT Change control of Client Files (not currently in use)

CFILU Perform Dynamic Update

Agent Level Security Profile

An agent level profile would be similar to the one below, where they are

permitted to perform only certain functionality.


Client File Plus 89

Optional Functionality Table

The Optional Functionality Table provides the ability to modify the way

in which Client Files are displayed and updated. A default Optional

Functionality Table exists for each pseudo city.

The Optional Functionality Table can be displayed across group code

and Selective Access authority. When borrowing across Selective

Access, the pseudo city must have permission to display the owning

pseudo city’s agency file in order to be able to display the table.

Displaying the Table:

To display your table:

C*OT/

Response:

Screen description:

The fields are described fully on the next page.

The default settings for the fields are as follows:

Option: Description:

Y Yes

N No

D As per the designated city setting

F First

L Last


90 Client File Plus

Table Functions

This section explains the functions listed in the above table in more

detail.

Designated pcc

This field is used by agencies that require a single setting across their

organisation. One designated (governing) pseudo city in the organisation

sets up its Optional Functionality Table in the required manner. All

other agencies input the pseudo city of that designated office in their

Optional Functionality table.

All or selected fields may then be set to D to copy the designated pseudo

city’s Optional Functionality Table in its entirety, or selected individual

fields.

Order of display

Client File Plus offers the ability to display all levels of a Client File

(agency, business and personal) in the same entry. The default is to

show personal, then business followed by the agency file (PBA).

However it is possible to change this order by changing the order in the

Optional Functionality Table, e.g. agency, then business, then personal

(ABP).

Align format of display

The table provides the ability to choose whether the data in a Client File

is displayed in an aligned or unaligned form.

If the setting in the table is:

Y the Client File data will be aligned

N the Client File data will be unaligned

Example: Aligned (Y) format:

Hands-on

Ask delegates to

display their SHELL

files.

C*SHELLname-

personal title*ALL.

Change OFT.

Repeat entry above.

Hands-on

Ask delegates to

display SHELLname

File.

Highlighted alignment

Change OFT

Redisplay

SHELLname files

Highlight new

alignment.

Ins. Note

The agency must

either be group coded

or have a Selective

Access agreement

with the designated

city.


Client File Plus 91

Example: Unaligned (N) format:

Association

This setting provides the ability to choose which Client File will be

active when multiple Client Files have been used (associated) to create a

Booking File. If the Client File has TravelScreen preferences attached,

those preferences will also be active. The user has the ability to choose

the preferences from either:

First Client File moved

Last Client File moved

To have No preferences active

As per the Designated city setting

Dynamic update

Dynamic Update provides the ability to update multiple Client Files

within a single pseudo city. If set to:

Y – Dynamic update is permitted

N – Dynamic update is not permitted

Change : display record

When modifications are made to a Client File the system response will

depend on the setting in this field. If set to:

Y – the Client File will automatically be redisplayed reflecting any

changes.

N – an asterisk will be returned after a change has been made to the

Client File. It would then be necessary to redisplay the Client File to

see the change (C*R).

Ins. Note

Display the Booking

File used earlier to

demonstrate

Association page 8.9.

Change the C*OT/

table to show *

moving.


92 Client File Plus

Updating The Optional Functionality Table

The ability to update the Optional Functionality Table is controlled by

the CFILO setting on the third screen of the Security Profile.

To update the table:

1. Display the table: C*OT/.

2. Tab to the required option and type in the new data to override any

previous settings.

3. After the amendments are complete, press Enter to confirm the

update. The updated table is redisplayed automatically.


Client File Plus 93

Module Review

1. What are the two elements of the system that control the security settings for Client File Plus and

TravelScreen?

______________________________________________________________________________

2. What does CFILD .N.Y indicate when displayed in an agency level security profile?

3. In the Optional Functionality Table, what are the four choices of Association settings?

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

SECURITY PROFILE (STD)

OPTIONAL FUNCTIONALITY TABLE (OFT)

THAT THE AGENT CAN DELETE AND REINSTATE CLIENT FILES BUT CANNOT

AUTHORISE OTHERS TO DO SO

F - FIRST

L - LAST

N - NO

D – AS PER DESIGNATED PSEUDO CITY


94 Client File Plus

Notes

Client File Plus 95

Appendix A: Focalpoint Relay – Client File Editor

Client File Editor provides a text editor format for creating and

modifying Galileo® Client Files. With Client File Editor, travel agents

have the ability to:

Create new Client Files

Retrieve a Client File that is already stored on the host system,

download it to a workstation, edit it locally, and then upload the

updated file to the host system

Add line numbers to a Client File automatically and check whether

the formatting is acceptable to the host system. It is even convenient

to use the Client File Editor program to create the Client File

Delete, reinstate, and rename Client Files

Show a Client File history and show the contents of all the personal

files for a designated business file

Module Objectives

Upon completion of this module, you will be able to help travel agents

complete the following tasks:

Create a Client File

Modify a Client File

Check formatting

Number and remove numbers from lines

Save and retrieve files locally

Display a Client File history

Delete and reinstate Client Files

Troubleshoot Client File Editor error messages

Appendix A – Focalpoint Replay – Client File Editor

96 Client File Plus

Creating a Galileo Client File

The travel agent can create Client Files in Client File Editor in two

ways:

By typing each line directly into Client File Editor

By displaying previously created text which Client File Editor then

uses to create the Client File in the Galileo® system

Each line must include the following:

Line number

Move indicator:

Y - always move lines

O - optional move lines

N - never move lines

R - related moves (SSRs, associated remarks and Mileage

Membership data)

B - a blank line

When to use The Galileo® system can retain any customer, itinerary, and general

information that you would normally keep on paper. The stored

information can then be referred to quickly and easily, or it can be

transferred into a Booking File. When you want to create a Client File,

you can use Client File Editor.

How to use To create a Client File:

1. From the Focalpoint Relay toolbar, click the Client File Editor icon

.

The Client File Editor window appears.


Client File Plus 97

2. Click the New Client File icon on the toolbar, to create a new

Client File.

A new file icon is created under your Local Files folder and the

typing area opposite becomes available.

3. Type the information to be stored in the Client File.

4. Choose where to save the Client File

Note: If you exit Client File Editor before the Client File is saved,

your work will be lost.

To create a local Client File, use the Save, or Save As commands

from the File menu. Click OK to finish the procedure

To create the Client File, click the Host Update icon

The Update Client File screen displays.

5. Complete the screen and, click OK.

The message “Please wait while Client File is updated” displays.

Upon completion the Client File is removed from the Local Files

folder and appears under the appropriate business file folder.

Note: If an error has occurred, return to the Galileo system to see

the agent alert.

Practice Use Client File Editor to create a business profile with the following

lines of information. Update the Client File to the host using your

initials as the name.

Line 1 with an always move with the name field of Sam Jones

Line 2 is a blank line

Line 10 with an always move with a business phone field of FRA

770-673-3800

Line 11 with an always move with a personal phone field of FRA

770-673-1234


98 Client File Plus

Modifying a Client File

Client File Editor can be used to modify information in existing Client

Files.

When to use Client File Editor can be used to quickly locate information that needs to

be corrected, such as a changed phone number or address.

How to use To modify an existing Client File:

1. From the Focalpoint Relay toolbar, click the Client File Editor icon

.

2. From the Client File Editor toolbar, click the Retrieve icon .

The Retrieve Client File window appears.

3. Type the Client File information:

a. In the Agency File field, type the pseudo city where the Client

File is already created.

Note: The list box displays pseudo city codes that were

previously opened through Client File Editor, not all the pseudos

in the agency’s group. If the pseudo has not been displayed

previously, it must be typed.

b. Type the business file name.

Note: The list box will display only business file titles

previously displayed through Client File Editor. There is no

correlation between the pseudo and business file listings. If the

business file has not been displayed previously, it must be typed.

c. Type the personal file name.

If this is left blank, a business file is retrieved.

4. Click Client File.

The requested Client File appears.

5. Type the changes to the Client File.

Note: If you are adding new lines to an existing Client File, make

sure that you include the line number.


Client File Plus 99

6. Save the Client File using one of the following procedures:

To save the Client File to the Galileo® system with the current

name, press

Alt + C, D.

To save the Client File to Galileo with a new name, press

Alt + C, A.

7. Complete the screen and press Enter.

Note: While a host file is open in Client File Editor on your

workstation, it is effectively a local file, and can be closed or saved

locally if required, with no effect on the host version. If you exit

Client File Editor before saving any changes, your work will be lost.

Practice Use Client File Editor to retrieve the business Client File that you

created previously with your initials. Change the business phone field to

770-683-9876 and update the information to the Host. Close the current

window.

Retrieve the Client File and verify your change was accepted.

Checking Formats

A travel agent can check the formats within a Client File, it will check

the following:

The primary qualifier

Line numbering

Line length

When to use Before submitting an active Client File to the host from your local

session, you can use Client File Editor to check that the contents of the

Client File conform to the format requirements of a host Client File.


100 Client File Plus

How to use To check formats:

1. From the Client File Editor window, click the Check Format icon

One of four messages appears:

If there was an error in a primary qualifier:

If there was an error in line numbering:

If there was an error in line length:

If there was no error:

2. Correct any errors highlighted by Check Format.

3. Click OK and then click the Update Host icon .


Client File Plus 101

Numbering and Un-numbering Client Files

The format of Client Files on the host system requires that all the lines in

the file should be numbered consecutively up to a maximum of 128.

When to use When editing or creating a Client File, the Number or Un-number Client

File options automate the numbering process for you.

How to use To number the lines automatically in the active Client File:

1. In a new or existing Client File, place the cursor in the Details

window of the Client File Editor.

The Number and Un-number icons become active.

2. In this example the lines are not numbered, so click the Number icon

All the lines in the file are numbered consecutively from 1 and, by

default, every line of text is given a never move indicator, and blank

lines are given blank indicators.

If there are more than 128 lines when you use this option, Client File

Editor displays a message that all lines after 128 will be invalid and

prompts you to confirm whether or not you want to continue.

If you respond Yes, Client File Editor performs the numbering operation

but stops at 128, and leaves all lines after number 128 un-numbered.

Note: Using the Un-Number option removes the number and the move

indicator.



Using Client Files Locally

You can open a new or existing local file and save it as a Client File in

the host system, or open an existing host Client File and save it locally.

Note: Closing an existing file without saving it leaves the file

unchanged in its original location.

When to use If you are building a Client File over a period of time, you can store it

locally and prevent anyone using the incomplete file.

How to use To open, close, and save Client Files locally, use the File menu options.

To save a new local file:

1. From the Client File Editor window, click File, then Save (Ctrl+S).

The File Save As dialog box appears.

2. Type or select a valid file name. The file type (extension) for Client

Files should be .PRX.

3. Specify a valid path with a combination of selections from the

Drives and Folders/Directories lists.

4. Click OK to save the file locally under the specified path and file

name details.

To save an existing local file under its current path and file name

details:

From the Client File Editor window, click File, then Save (Ctrl+S).

Any changes that you have made are saved.

To save an existing local file under new path and file name details:

1. From the Client File Editor window, click File, then Save As (Alt+F,

then A).

The File Save As dialog box appears.

2. Type or select a valid file name. The file type (extension) for Client

Files should be .PRX.

3. Specify a valid path with a combination of selections from the

Drives and Folders/Directories lists.

4. Click OK.

The file is saved locally under the new specified path and file name

details, with any changes that you have made, and you can either

close or save the original.



Displaying a Client File History

As Client Files change, the amended details are recorded in the Client

File history.

When to use If a Client File has changed and you want to check who made the

changes, you can display the history using Client File Editor.

How to use To display a Client File history:

1. From the Client File Editor window, highlight a Client File.

2. Right mouse click to display the menu options.

3. Select Display History.

The Client File history is displayed.

From the history you can see what actions have been recorded for

that Client File. The User ID of the person who made the changes,

and the date on which the changes were made are listed.



Deleting and Reinstating Client Files

Deleting Client Files If a Client File is no longer required, it can be deleted using Client File

Editor.

When to use As part of good quality control, any redundant Client Files should be

deleted.

How to use To delete a Client File from the host:

1. Select or retrieve the file to be deleted.

2. From the Client File menu, select Delete.

You are prompted to confirm your intention to delete the file.

Note: You can only delete Client Files from the host if you have the

right level of authorisation.

To delete a local Client File:

You can use the File Manager (Win 3.1>), Explorer (Win 95), or the

DOS command line to delete local versions of Client Files

Reinstating a Client File After a Client File has been deleted, it remains inactive for 30 days,

during this period, the Client File can be reinstated.

When to use Rather than creating a new Client File, you may want to reinstate a

previously deleted one.

How to use To reinstate a Client File:

1. From the Client File menu, Select Reinstate.

The Reinstate Client Files dialog box opens.

2. Use the Agency, Business, and Personal File fields to identify the

Client File you want to reinstate.

3. Click OK.



Troubleshooting

Errors can occur when trying to update the host. These errors include

the following:

Invalid blank line

Invalid transfer code

Invalid host format

Invalid Blank Line Client File Plus introduced the R and B transfer codes. Do not type a

slash following the B transfer code, (e.g., 40B not 40B/) to add a blank

line.

If you type a slash after the line number and B transfer code, the

following message displays when Client File Editor tries to move the

blank line:

Remove the slash and update the host to resolve the error.

Invalid Transfer Code The move indicator is one of the following single characters:

Y, O, N, R, or B.

If you type any other character after the line number, the following

message displays when Client File Editor tries to update the host:

Change the transfer code to a valid one and update the host to resolve the

error.



Invalid Host Format If a transfer code is followed by an invalid host format, the following

message displays when Client File Editor tries to update the host:

Change the host format to a valid one and update the host to resolve the

error.



Module Review

For multiple choice questions, circle the correct answer. For fill in the blank questions, the answer is

a short phrase or Galileo format. Feel free to use your course book and the Galileo system as you

work. When finished, check your answers in Appendix G: Answer Key.

1. A travel agent is using Client File Editor to modify some of the agency’s Client Files. He has a

Client File created for information purposes, and he wants to un-number it.

Which of the following icons should he click?

a.

b.

c.

d.

2. John is trying to add a blank line to his Client File. He is using Client File Editor to edit the

Client File. He tells you he receives a VERIFY - FORMAT on line 50 when he attempts to

update to the Host. He says he typed the following on line 50: 50B/

What should John type on line 50 to add a blank line?

3. A travel agent was using Client File Editor to create a new Client File, but his PC failed and he

lost all his work. He still wants to use the Client File Editor tool to create this Client File because

he knows it will save him a lot of time in the future.

After retyping the Client File, what should he do to store the Client File in Galileo?

a. Use the Host Update As option in Client File Editor before closing the tool.

b. Use the Save option in Client File Editor before closing the tool.

c. Press Alt + Tab to Focalpoint, use the Update option, and then close the tool.

d. Press Alt + Tab to Focalpoint, use the Save As option, and then close the tool.

4. When a Client File is automatically numbered using Client File Editor, which transfer code is

given to all lines (apart from blank lines)?

a. N

b. Y

c. R

d. O



Notes


Appendix B: Focalpoint Relay – Booking File to Client File

The Booking File to Client File tool provides an easy way to create a

business or personal file from data stored in a Booking File. The

following fields can be transferred to the Client File:

Name

Phone

Address

Delivery

Mileage Membership

Form of payment

Notepad

Document Itinerary remarks

Note: Someone who is not allowed to create Client Files in the Galileo

system will not be able to use Booking File to Client File to create Client

Files.

Module Objectives

Upon completion of this module, you will be able to help travel agents

do the following tasks:

Define Client File settings so primary and secondary qualifier,

Notepad items, and Document Itinerary remarks are assigned as

desired

Create a script reminder, where a script must be run after creating a

Client File with the Booking File to Client File tool

Complete the Booking File to Client File window to create a

business or personal file in the correct pseudo city

Troubleshoot situations that cause errors in Booking File to Client

File



Defining and Saving Settings

Defining settings in the Booking File to Client File tool establishes a

consistent structure for creating Client Files, and allows a travel agent to

select:

The fields that transfer to the Client File, and assign the line number

and qualifier for each. The field always includes a primary qualifier,

it can also include a secondary qualifier

Which Notepad items transfer, either all items or just specific ones

chosen by qualifiers

Which Document Itinerary remarks transfer

Note: Every time Booking File to Client File is launched, it loads the

default settings file DEFAULT.SET. This file, if unchanged, will

transfer all Booking File fields into the Client File with sequentially

numbered lines.

When to use A settings file can be created to control the information that is

transferred to a Client File during the build process. Booking File to

Client File can be used to create setting files for use as an alternative to

the default. Once created, you can use the stored settings rather than

recreate them every time they are needed.

How to use The following sets of procedures allow you to designate which types of

information in a Booking File transfer to the Client File:

Selecting/deselecting Booking File fields - Name, Phone, Address,

Delivery, Mileage Membership, Form of Payment

Selecting/deselecting Notepad items

Selecting/deselecting Document Itinerary remarks

This section also describes how to save these default settings.



Selecting/deselecting Booking File fields

To select/deselect fields and edit details:

1. From the Focalpoint Relay toolbar, select the Booking File to Client File

icon .

If a Booking File is not active, the Booking File Retrieval dialog box

appears.

2. Enter a passenger’s surname or record locator, and select OK.

The New Settings window appears.

If an item is selected for transfer a tick is displayed. If an item has

been deselected a cross is displayed.

3. To select or deselect an item, click the tick or cross.

4. To amend qualifiers and line numbers within an item, double-click

the item.

The Edit Settings dialog box appears.




Selecting/deselecting Booking File fields (Cont.)

5. Verify the field is to be transferred and edit qualifiers and line

numbers.

Points to note:

The starting and ending line numbers will be the same for fields

that can have only one line in the Booking File

When you edit settings, the new values are validated to make sure

they are within the permitted range

6. Correct any validation results:

If an invalid Begin or End line value is entered, the numbers turn

red

The End Line value must not be less than the Begin Line value

The End Line and Begin Line values must be within the

allowable range (1 - 200)

If you select OK when red values are present, a warning dialog

box displays

7. Select OK.

8. Repeat steps 3-7 to edit any other fields.

Selecting/deselecting Notepad items

Note: When you choose to transfer Notepad items, the default is to

transfer all items. If you do not want to transfer specific items, you must

deselect them.

To select/deselect Notepad items and edit details:

1. From the New Settings window, expand the Notepad branch by clicking

the plus sign (+) next to it.


3. To amend qualifiers and line numbers within an item, double-click it.

4. Edit qualifiers and line numbers.

5. Select OK.




Selecting/deselecting Document Itinerary remarks

When you choose to transfer Document Itinerary remarks, the default is

to transfer all remarks. If you do not want specific Document Itinerary

remarks to transfer, you must deselect them.

To select/deselect Document Itinerary remarks and edit details:

1. From the New Settings window, expand the Document Itinerary

remarks branch by clicking the plus sign (+) next to it.


3. To amend qualifiers and line numbers within an item, double-click it.

4. Edit qualifiers and line numbers.

5. Select OK.


Saving the settings To save the settings do one of the following:

Select the Save icon from the toolbar

From the File menu, select Save As

Points to note:

The default settings file DEFAULT.SET can be overwritten, or the

settings can be saved to a new filename.

Once a file is saved, the filename displays on the Booking File to

Client File title bar.

Example Steve with Travel Today is creating the default settings for the Client

Files in his office. Because staff there use many Notepad items, he

needs to establish a large range for them. From the New Settings screen

he double-clicks Notepad and enters 75 in the Begin Line field and 125

in the End Line field. When his settings are complete, the screen looks

like the following:

Steve clicks the save icon to save his new settings.



Practice Emulate your Help Desk’s pseudo city. Change the Booking File to

Client File settings as follows:

Name field, begin at 1 and end at 1

Phone fields, begin at 5 and end at 15

Address, begin at 25 and end at 25

Delivery, begin at 50 and end at 50

Mileage Membership, begin at 60 and end at 69

Form of payment, begin at 20 and end at 20

Notepad items, begin at 100 and end at 129

Select only those with a qualifier of A, C, H and I

Document Itinerary remarks, begin at 150 and end at 199

Make the Primary Qualifier Y and the Secondary Qualifier *

Select only DYO Document Itinerary remarks

Save the settings to a file, using your initials as the filename.

Troubleshooting If a new Client File has not collected all the lines of a Booking

File: Check whether there are more lines in the Booking File than

are designated for the Client File. If there are, the additional lines

will be ignored

Version 3.00.14 errors:

a. Notepad qualifiers 0-9 are included, but numeric qualifiers are

not permitted

b. Double Notepad qualifiers are not accounted for.

c. Document Itinerary remarks DS and AR are not accounted for,

and FA, FP, OR, U1, U2 and YR are for Apollo use only and not

applicable for Galileo users



Selecting a Script Reminder

A travel agent can elect to have a script run after Booking File to Client

File creates the Client File.

When to use When you want a script to add data not captured by the Booking File to

Client File tool, you can create a script reminder.

How to use To create a script reminder:

1. Select the Script icon from the toolbar .

The Select Script dialog box appears.

2. Find and highlight the required script.

3. Select Open.

4. Select the Save icon , to store this information in the settings file.



Completing the Client File to Booking File Window

A travel agent can use the Booking File to Client File tool to:

Select an option to close the tool automatically after the Client File

is created

Create a business or personal file using information from a Booking

File

Note: Before using Booking File to Client File tool to create a Client

File a Booking File must already be created in the Galileo system.

Setting Close After Use A travel agent can set Booking File to Client File tool to automatically

close after use.

When to use If you only intend to create one Client File, you can set the tool to

automatically close.

How to use To change the Close After Use option:

1. From the Booking File to Client File window, select Options.

The Options menu appears. No tick next to Close After Use

indicates the option is turned off.

2. To change the option, press C.

Retrieving a Booking

File

A Booking File must be active in the Galileo® system to create a Client

File. A travel agent can use Booking File to Client File to retrieve the

Booking File.

When to use When you want to use Booking File to Client File tool to create a Client

File from the information stored in a Booking File.



How to use To retrieve a Booking File:

1. From the Booking File to Client File window, select the Retrieve

icon .

The Booking File Retrieval dialog box appears.

2. Type the passenger’s surname, or the record locator number.

3. Select OK.

The Booking File displays in the Booking File to Client File

window, and is now active in the Galileo® system.

Creating the Client File A travel agent can use Booking File to Client File to create a business or

personal file from information in a Booking File.

When to use After verifying that the current transfer settings, script reminder, and

close after use options are correct for the Client File, you can create a

new business or personal file.



How to use To create a business or personal file from a Booking File:

1. From the Booking File to Client File window, select the Build icon .

The Build Client File screen appears.

Note: When creating a personal file, the associated business file

must already exist.

2. Enter the pseudo city, business file name, and if applicable, the

personal file name.

3. Select OK.

A message appears saying that the Booking File will be ignored.

4. Select OK.

Note: If the Client File already exists, the following message

appears asking to delete the old Client File.

5. Select Yes or No.



Example Jennifer just made a reservation for a new client who works for one of

her corporate accounts. She wants your help creating a Client File with

the information from the Booking File. She will not need to type it into

the Galileo system. The Booking File is complete, she has end

transacted, and retrieved.

From the Focalpoint Relay toolbar, Jennifer should press Ctrl + B to

display Booking File to Client File. She should then select the Build

icon from the Booking File to Client File toolbar. The Build dialog box

appears, and already has her pseudo city code filled in, with the cursor in

the Business File field. Jennifer should type the name of the company

and tabs to move to the personal file field. She then needs to type the

client’s name and press Enter.

She receives the message that the Booking File will be ignored and

presses Enter since she knows that the Booking File has been completed.

Jennifer receives the message that the Client File is complete. Since the

Close After Use option is turned on, the Booking File to Client File tool

closes and she is returned to the Galileo® system.

Practice Emulate your Help Desk’s pseudo city. Create and end transact a

Booking File. Display Booking File to Client File and use it to retrieve

the Booking File, then create a business file.

Troubleshooting When an agent receives this message:

The probable cause is that the Booking File must include a business or

personal number. Add a business or personal number if the only Phone

field present is an agency one.



Practice Questions

Circle the correct answer. Feel free to use your course book and the Galileo® system as you work.

When finished, check your answers in Appendix G: Answer Key.

1. A travel agent is converting a Booking File for an employee at Segue Inc. to a personal file. She

just tabbed to the Personal File field (PAR Name), but noticed that the pseudo city is incorrect.

What should you recommend as a way to correct the pseudo city code?

a. Press Alt + A to display the correct field and type the correct pseudo city code.

b. Press Alt + R to refresh the screen and match the current pseudo city in the Galileo system.

c. Close Booking File to Client File and start over with the correct pseudo city.

d. Select the New Pseudo icon from the toolbar.

2. An agency owner is trying to decide which fields to transfer to a Client File. He has set up his

Primary and Secondary fields and is now selecting which Notepad items to transfer. He wants to

select only C and H Notepad items.

How should he set up the Notepad Qualifier Selections dialog box?

a. Only C and H should be selected, and the No qualifier option should be selected.

b. Everything but C and H should be selected, and the No qualifier option should be selected.

c. Only C and H should be selected, and the No qualifier option should not be selected.

d. Everything but C and H should be selected, and the No qualifier option should not be

selected.



3. Joe tells you he was trying to create a Client File from a Booking File using Booking File to

Client File. He tells you that the message “No agreement exists for Agency X89” is displayed on

his screen.

What is most likely causing Joe to receive this message?

a. No Booking File is present.

b. The Client File already exists.

c. He is trying to create a Client File for another agency with whom he has no Selective Access

or group coding agreement.

d. He does not have the authority to build Client Files.



Notes


Appendix C: Viewpoint

You may store information about your agency, corporate accounts and

customers in Galileo® Client Files. By having this information on file,

you are able to quickly move data into a Booking File, a great time-saver

when making reservations for your customers.

TravelScreen allows you to manage your customer’s travel arrangements

by recording their preferences with regard to air, hotels, cars and forms

of payment.

Module Objectives

Upon completion of this module, you will be able to:

Take the Tour – Moving Profiles and Client Files

Identify the three levels of Client File

Move information from a Client File into a Booking File

Apply TravelScreen preferences

Take the Tour – Moving Profiles and Client Files

Follow the steps below to access “Touring Viewpoint”:

1. Sign-on to the Galileo® system.

2. Click on Companions from the Menu Bar on the Focalpoint® screen.

3. When the drop-down menu appears, click on Viewpoint. The

passenger itinerary screen appears.

4. Click Help.

5. Click on Touring Viewpoint from the drop-down menu.

6. Click past the introductory screens.

7. When the menu items display, click Moving Profiles and Client

Files.



Client File Levels

Client Files consist of three hierarchical levels:

Agency File

Business File

Personal File

Agency File One agency file exists for each travel agency pseudo city code, and

contains information relevant to the agency. The file usually includes

the phone number and address for the agency, the agency’s policies and

procedures for common tasks such as ticketing, and accepted forms of

payment.

Example agency file:

Note: The agency phone number is moved automatically into every

Booking File you create, and ensures that your correct agency name and

phone details are recorded in the Booking File



Business File

The business file contains information relevant to your agency’s

corporate accounts. These files usually contain a business phone

number, the corporate policy for form of payment, and records of

specially negotiated discounts with hotel and car vendors.

Example business file:

Note: Check with your agency manager to see which Client Files have

been created for use in your agency. Alternatively, to display a list of

Business Files in Focalpoint®, type CLB and press Enter.

Personal File

The personal file contains information relevant to each customer. The

personal file usually contains a customer’s name, phone number, address,

preferred form of payment, frequent flyer numbers, meal and seating

preferences.

Note: Some of these items may be stored in TravelScreen and

automatically added to the Booking File if your agency is using

TravelScreen.




Personal File (Cont.)

Example personal file:

Moving a Client File

Information stored in each of the three levels of Client File may easily be

moved into a Booking File.

When to use

Move data from a Client File to quickly and accurately create a Booking

File.

How to use

From the main Viewpoint screen, take the following steps to move a

business file into a Booking File:

1. Click on the Customer button, select Get Client File, and the

Retrieve Client File screen displays.

Response:



Screen description:

Field: Description:

Received from Enter the name of the person who instructed you to

make the reservation.

Agent Name Enter your name or reference.

Pseudo city Automatically pre-filled with the pseudo city code

of your agency where the Client File resides.

Business file Enter the title of a business file when moving

information from the business file.

Personal file Enter the title of a personal file when moving

information from the personal file.

Merge Preferences This will move both business and personal

TravelScreen preferences into the Booking File.

Note: Business preferences take priority over

personal preferences.

Move All Levels Click on this button to move data from the Agency

File, Business File and Personal File (when

applicable).

The next button will be one of three options, depending on whether the

Business and Personal File boxes are completed:

Move Agency Only This moves lines only from the agency file.

Move Business

Only

This moves lines only from the business file and

agency phone field.

Move Personal

Only

This moves lines only from the personal file and

agency phone field.

Display This displays the items from the files that are to be

moved.

List This lists all personal files belonging to a specific

business file.

2. Enter your customer’s name in the Received from box, and your

name as a reference in the Agent Name box, and enter the title of the

business file in the Business File box.

3. Click on Move Business Only. Your agency phone details are

moved into the Booking File, together with information moved from

the business file.




How to use (Cont.)

Response:

Client File

associations

Added phone fields

4. Book the required itinerary, and add other relevant information to

complete the Booking File.

Practice

Use Viewpoint and your course book to complete the following scenario,

where you are making reservations for a new customer, Joey Sanchez.

You have no information on file yet. Move your agency file only to

include your agency phone number with your name attached, and

also type in your customer’s name into the Received from field.

Ignore the Booking File.



Applying TravelScreen Preferences

TravelScreen provides an efficient way to manage your customers’ travel

arrangements by recording their preferences for air travel, car hire, hotel

accommodation and forms of payment. TravelScreen guarantees

accuracy and is a great time-saver, and ensures that you comply with

your customers’ travel policy when you create a Booking File.

TravelScreen may be attached to:

Business files to record preferences for business travel

Personal files to record preferences for individual travellers

When to use

Use TravelScreen when you wish to apply your customer’s stored

preferences when creating a Booking File.

How to use

Take the following steps to apply TravelScreen preferences for your

customer:

1. Click on the Customer button, select Get Client File, and the

Retrieve Client File screen displays.

2. Enter your customer’s name in the Received from box, and your

name as a reference in the Agent Name box. Enter the title of the

business file in the Business File box, and your customer’s name in

the Personal File box.

Response:

Note: The default is to merge TravelScreen preferences, i.e. the

business preferences and the personal preferences will apply to any

air, car and hotel request.




How to use (Cont.)

3. Click on Move All Levels. Your agency phone details are recorded

in the Booking File, together with details from the business file and

the personal file.

TravelScreen automatically becomes active when you move a Client

File that has TravelScreen preferences attached, and the

TravelScreen button appears on the main Viewpoint screen to the

right of the Finish button.

The TravelScreen button gives you the options shown in the

following screen:



The following table lists the TravelScreen button options:

Option: Description:

Clear Clears TravelScreen preferences if they are not relevant

to the Booking File you are creating.

Personal Activates personal preferences, and inhibits business

preferences.

Merged Merges business and personal preferences.

Note: This is the default.

Lock Locks TravelScreen preferences so that they remain

active when you end the Booking File.

Unlock Unlocks TravelScreen preferences when the Booking File

is ended.

Note: This is the default.

Requesting Air Availability

When TravelScreen is active, any request for air availability will be

biased by the stored preferences.

When to use

Apply TravelScreen preferences when they are relevant to the Booking

File you are creating.

TravelScreen preferences were automatically activated when Client Files

were moved into the Booking File below.

Reminder that active

TravelScreen

preferences apply



How to use

1. The following shows an example of a completed Air Availability

Request screen:

2. Click the Search button to view availability.

Response:

Click the Show Pref

button to reveal the

stored preferences

3. Click the Show Pref button to reveal the stored preferences.



Response:

Note: Only British Airways, Swissair and United Airlines are

displayed in flight availability.



Module Review

Write your answers on a separate piece of paper, and use your course book and the Galileo® system

as you work. When finished, check your answers in Appendix G: Answer Key.

1. Write down the procedure to move into a Booking File the personal file for your customer Juan

Martin who is an employee of IBM.

2. How are attached TravelScreen preferences activated?

Note: Be sure to cancel or ignore any bookings you have made in this module, or your agency may

be charged.


Appendix D: Dynamic Update

Dynamic update provides the ability to update multiple customer data or

itinerary files at the same time.

You can:

Add, insert, delete and replace a line of text

Number and un-number files

Warning! Dynamic update should be used with great caution. Only

agencies that have well organised Client Files should use this

functionality, i.e. similar items must be on the same line number in each

Client File. Otherwise using Dynamic Update could cause information

to be lost and overridden without warning.

Overview

Dynamic update can be very useful when you have multiple files that you

need to update at one time with the same item, e.g.

The business delivery address is in all the personal files for the company;

this requires changing

Your agency has a new policy to offer a High Life Insurance. You need

to insert this line in all business files.

Points to note:

Only one dynamic update for each pseudo city is allowed at any one

time.

Dynamic update is not available for updates to membership Client Files.

Dynamic updates are initiated using fill-in-formats.

Security

As the Dynamic update functionality is so powerful, there are two layers

of security: the STD Security Profile and the Optional Functionality

Table. If the appropriate security is not in place the following message

will be displayed DYNAMIC UPDATE NOT AUTHORISED.

STD Security Profile

The 3rd screen of the STD security profile controls Dynamic update. The

CFILU field must be set to Y in order to use Dynamic update.

Optional Functionality Table

The appropriate field in the Optional Functionality Table must also be

activated.



Initiating an Update

Dynamic update is started via fill-in formats. You can display either a

list of all available fill-in-formats or if the entry is known, go directly to

the specific fill-in format screen.

The main screen is very similar for each type of update. It consists of

two parts:

The Dynamic Update screen

The Select Title List screen

Displaying a List of Fill-in Formats

To display the fill-in-format which offers access to all other fill-in-

formats:

C*DU/

Response:

Tab to the required option and press Enter.

Note: You can go directly to a specific screen, if you know the relevant

fill-in-format entry.

The Dynamic Update Screen

Subject to which option you selected, e.g. add, insert a line etc. you will

be presented with a screen similar to the one below:

A completed screen (ADD A LINE – C*DU/A):



Screen explanation:

Field: Customer Data Files: Itinerary Files:

Specify the type of files to be

updated.

Place an X in this field to update

Customer Data Files.

Place an X in this field to

update Itinerary Client Files.

TRANSFER CODES Options available are:

Y – Always move

O – Optional move

N – Never move

B – Blank line

R – Related move

Options available are:

Y – Always move

O – Optional move

N – Never move

CLIENT IDENTIFIER (Optional) Enter 1 – 9 if you have created

multi-passenger Client Files.

Not applicable.

QUALIFIER (Optional) Enter applicable 1-letter alpha qualifier A – Z.

SEGMENT ID Not applicable D Departure itinerary

R Return itinerary

I Itinerary remarks

H Hotel itinerary

C Car itinerary

T Tour itinerary

A Air Taxi itinerary

S Surface itinerary

DATA Enter the actual contents of the line to be added, e.g.

NP.DYNAMIC UPDATE TESTING

AGENCY ALL BUSINESS ALL

PERSONAL

Place an X for no, Y for Yes, update all or by pass this prompt.

OR SELECT BUSINESS AND/OR

PERSONAL TITLES

Place an X and enter to display the Select Title List where you may

enter the individual names of the files (see next page for screen

explanation)

ENTER HERE TO SUBMIT FOR

UPDATE

If selecting AGENCY, ALL BUSINESS files or ALL PERSONAL

files, tab to this area and Enter. The prompt confirm Dynamic Update

Y OR N will then be displayed at the foot of the screen:

– If Y (Yes) is selected the following confirmation alert is returned:

DYNAMIC UPDATE HAS BEEN ACCEPTED FOR PROCESSING

– If N (no) is selected the following confirmation alert is returned:

DYNAMIC UPDATE IGNORED

Select Title List

The Select Titles List may be used to specify:

Up to 40 business file titles only

Up to 40 business and all associated personal file titles

Up to 40 personal file titles only

All associated personal files and a specified business file, updating the

personal files only for the specified business file

Ins. Note Not covered in this course



Example of completed screen:

Screen description:

Completed screen: Description:

BUSINESS

PERSONAL

Specify the business and/or personal file titles to be updated. For each

specify which levels are to be included in the update by placing an X in the

business and/or personal file columns.

ESSO Update the business file ESSO and all attached personal files

SHELL-JONES Update the business file Shell and attached personal file Jones

KMART-SMITH Update the personal file Smith belonging to business file KMART

JEWEL Update all the attached personal files belonging to the business file Jewel

MORE TITLES

PREVIOUS TITLES

Prompts to access more or previous titles

ENTER HERE TO SUBMIT

FOR UPDATE

Submit request once data has been completed. The prompt confirm

Dynamic Update Y OR N will then be displayed at the foot of the screen:

– If Y (Yes) is selected the following confirmation alert is returned:

DYNAMIC UPDATE HAS BEEN ACCEPTED FOR PROCESSING

– If N (no) is selected the following confirmation alert is returned:

DYNAMIC UPDATE IGNORED



Dynamic Update Procedure

Once the request has been confirmed, the following process takes place:

1. Th request is logged to the Dynamic Update queue.

2. The process of the dynamic update will be controlled by the Galileo®

system. When that process begins, an update to the Dynamic Update

queue will be made to reflect ‘in progress’.

3. On completion of the Dynamic Update process:

A qualifty report is sent to the supervisory queue.

A dynamic update history is created which contains the details of the

dynamic update request.

Points to note:

During the process each Client File is updated individually

Whilst dynamic update is in progress, Client Files may still be displayed,

and data changed or moved

It is not possible to build, copy, delete, rename or re-instate a Client File.

If an attempt is made to carry out any of these functions, the

following agent alert will be displayed:

DYNAMIC UPDATE IN PROGRESS-NO ADDITIONAL

UPDATES ALLOWED

Dynamic Update Status Display

You may view the status of the Dynamic Update:

C*DU/S*

Response:



Screen description:

Screen: Description:

2GK4 Pseudo city code

REQUESTED Dynamic Update Status (REQUESTED or in PROGRESS)

Z2GK4EMJ Complete sign-on of agent who made Dynamic Update request

2GK4 Pseudo city which made the Dynamic Update request

2120/13JAN Time and date showing when the Dynamic Update request was made. If there

is no Dynamic Update request awaiting processing the following response will

be received:

NO DYNAMIC UPDATE REQUEST AWAITING ITINERARY PROCESS

FOR 2GK4

Supervisory Message Queue

When the Dynamic Update is completed a quality report is created. This

details which Client Files have been updated.

The active quality report may be accessed directly, or from the agents

Supervisory Queue as a message is sent there on dynamic update

completion.

This message indicates how many Client Files were updated and

provides prompts (tab stops) to access the dynamic update quality

reports.

Example:

Cancelling Active Quality Reports

Before another dynamic update request can be made, the active quality

report must be cancelled:

C*DU/X



Dynamic Update History

History on all updates is kept for 30 days and can be displayed using on-

line inputs. The last update request made will be the first entry to be

displayed.

To display the Dynamic Update history:

C*DUH



Notes


Appendix E: Procedure Summaries

This appendix contains summaries of most procedures covered in the

modules.

Client File Plus

Module 3: Building and Modifying a Business File

Step 1 - Initialise file

Display client file

C*RModify

Business

CFB/SHELL

Step 2 - Input data

CE

Note: You cannot make any other Galileo

entries in the same work area until you have

saved your file.

Change line 3:


Replace whole line

Change line 10O to Y:

10Y/

Change transfer code

5 (Enter)

Delete lineStep 3 -Save the information

1N/SHELL CORPORATION

2B


10O/W.SHELL CO*ARTHUR

CASTLE*WINDSOR*P/WW1

30O/T.TAU/.....31Y/F.INV SHELL

60YH/NP.HOTEL CORP. NOS HY

5431

Line 50 needs to be re-numbered as

line 11, i.e. insert after line10, line 50,

/10L50

Re-arrange lines (re-number)

4OP/P.EDIB*102 29303

SHELL+

50O/D.Reception*Castle

Add new lines in one input - join with +

Insert line between 3 and 4:

/3 (Enter)

4OP/P.LONB*0178293 FAX

Insert line

Re-display last file:

C*R

Re-display business file:

C*B



Module 3: Building a Personal File


Display client file

C*R

Step 2 - Input data

CE

Note: You cannot make any other Galileo

entries in the same work area until you have

saved your file.

Step 3 -Save the information

1Y/N.JONES/WILLMR

2B

3YP/P.LONH*9933 MR JONES

10O/W.MR JONES*PARK

LANE*LONDON*P/SW1

30O/T.TAU/.....50RA/SI.VGML

51RA/M.KL232323

52YA/NP.NO SMOKING AISLE

Personal

CFP/SHELL-JONES


C*R

Re-display personal file:

C*P



Module 3: Retrieving and Modifying Files

or

Retrieve file

Tab and enter the line

number of the file you wish to

view:

CL*3

Modify

Business

C*SHELL

Display a list ..

Changes are automatically saved

each time Enter is pressed

Note: You can make Galileo entries in the

same work area inbetween your modifies.

Save the information

.. of all business

files for your

pseudo

CLB

Personal

C*SHELL-JONES


C*R

Agency

C*

.. of all personal

files for the SHELL

company

CLP/SHELL

Re-display personal file:

C*PRe-display business file:

C*B

.. of all agency files

with the same group

code

CLM

Change line 3:

C@3YP/P.LONB*0171 1212

Mr Jones - Direct

Replace whole line

Change line 10O to Y:

C@10Y/

Change transfer code

C@5 (Enter)

Delete line

Line 50 needs to be re-numbered as

line 11, i.e. insert after line10, line 50,

C@/10L50

Re-arrange lines (re-number)

C@4OP/P.GLAB*102 29303 Mr

Jones+

50O/D.Reception*Castle

Add new lines in one input - join with +

Insert line between 3 and 4:

C@/3 (Enter)

C@4OP/P.LONB*0178987 Mr

Jones FAX

Insert line



Module 4: Moving Client Files

Moving Y lines: Description: Displayed move: - Client

File must first be displayed

Blind move: - Client File

does not have to be displayed

Multiple move

All Y lines from the file

and level(s) above will

move

Move all Y lines

from agency file

C* (optional)

CM/

CM/

Move all Y lines

from business and

agency file

C*SHELL

CM/

CMT/SHELL

Move all Y lines

from personal,

business and agency

C*SHELL-JONES

CM/

CMT/SHELL-JONES

Single move

Only the Y lines from

the one file will move

Move all Y lines

from agency file

only

C* (optional)

CM/

CM/

Move all Y lines

from business file

only

C*SHELL

CMB/

CMBT/SHELL

Move all Y lines

from personal file

only

C*SHELL-JONES

CMP/

CMPT/SHELL-JONES

Select move

Treats all Y, R and O

codes as O

Note: You still cannot

move N or B lines!

Only move specified

lines from agency

file

C*

CMM/S/+4.10

CMM/S/+4.10

Only move specified

lines from business

file

C*SHELL

CMB/S/+3.4

CMBT/S/SHELL/+3.4

Only move specified

lines from personal

file

C*SHELL-JONES

CMP/S/+10

CMPT/S/SHELL-

JONES/+10

Related move Moves all related

lines in personal file

C*SHELL-JONES

CMP/R

CMPT/SHELL-JONES/R

Moving O lines and appending

information:

Add: Example:

Append your reference /+*SUE CM/+*SUE

Move optional lines /+1.8–10 CM/+4

Add a date (to line 30) /+30*01NOV CMT/SHELL/+30*01NOV

Note: Line 30 was built in the business file with

optional line T.TAU/

Add additional Booking File entries

to move

/+NP.INS

DECLINED

CMT/SHELL-JONES/+NP.INS DECLINED

Append your reference, move

optional lines, add a date and add

additional Booking File entry

CMT/SHELL-JONES/+*SUE/+30*01NOV/

+NP.INS DECLINED

Note: Line 30 was built both in the business and

personal file as an optional T.TAU/. This entry

picks up on moving the personal line 30.



Module 5: Building and Moving Itinerary Files


Display client file

C*R

Business

CFB/I/FQCHDQ

Step 2 - Input departure air

CENote: You cannot make any Galileo entries in the

same work area until you have saved your file.

Step 7 -Save the information

1YD/0ZZ944F.....FQCHDQNN1

Personal

CFP/I/SHELL-SYDMEL

Step 3 - Car hire

2YC/0CCRXENN1HDQ.....-.....SDMN/ARR-

1030/DT-1030

Step 4 - Hotel details

3YH/0HHLZQNN1.....-.....78482SU2PEN-1/

G-DPST CHQ

Step 5 - Return air

4YR/0ZZ943F.....HDQFQCNN1

Step 6- Itinerary remarks for previous flight

5YI/CHECK IN 1 HOUR BEFORE

DEPARTURE

Displayed move for a return journey:

C*FQCHDQ (Enter)

CMB/+10NOV25NOV

Enter name Blind personal move for a return

journey:

CMPT/FQCHDQ/+10NOV25NOV

Displayed move for different dates:

C*FQCHDQ (Enter)

CMB/S/+1*10NOV+2-

3*15NOV25NOV+4*25NOV+5




All lines entered in information files will use the N transfer code.

The main entries you may wish to use in information files are

summarised in the following table.

To: Format:

Un-number a file C@CUN

Number a file C@CNM

Temporarily un-number a file C*R/*

Put your workstation in to formatting mode C@FMT

Come out of formatting mode C@NFT

Enter a SOM :*

Enter a tab stop :-

Enter a plus ::




The access table formats are as follows:

Description: Format:

To display the table C*TD/XTR/

To add a read only pseudo to the table C*TA/XTR/X1K–R

To add a write pseudo to the table C*TA/XTR/X1K–W

To change the capability from read to write to an


C*TC/XTR/X1K–W

To change the capability from write to read for an


C*TC/XTR/X1K–R

To delete pseudo from the table C*TD/XTR/X1K

The customer data move entries are as follows:

To move a: Move description: Example entry:

Customer data file Multiple move from personal

and above

CMT/XTR//SONY-SMITH

Single move only business CMBT/XTR//SONY

Select personal move CMPT/XTR//S/SONY-SMITH

/+3*10NOV+7*15NOV+8–11

Itinerary file Personal file CMPT/XTR//SONY-HKGLHR/+10NOV25NOV



Module 8: Managing Client Files, Entries

Display

To display: Customer data,

information and

itinerary files:

Membership Client

Files:


files:

Agency file C* C*XTR/ C*XX9/

Business file – title is known C*SHELL C*XTR/COURSES C*XX9/BEERS

– partial title (min 2 letters) C*SH C*XTR/CO C*XX9/BE

Personal file – title is known C*SHELL-JONES C*XTR/COURSES-

CFTS

C*XX9/BEERS-

CONNOLLY

– business title unknown C**–JONES C*XTR/*–CFTS C*XX9/*–

CONNOLLY

All levels C*SHELL-

JONES*ALL

N/A C*XX9/BEERS–

CONNOLLY*ALL

Specific line numbers To the end of your title or after C*R, add:

–:30 to display one line

–:4–30 to display a range of lines

–:30–200 to display from line 30 to the end of your Client File

Specific transfer lines To the end of your entry or after C*R, add:

–:Y to display all Y lines

–:O to display all O lines

List

To list: Customer data,

information and

itinerary files:

Membership Client

Files:


files:

Associated agencies CLM N/A N/A

Business files CLB CLB/XTR/ CLB/XX9/

– beginning with a letter CLB/S CLB/XTR/C CLB/XX9/B

Personal files CLP/SHELL CLP/XTR/COURSES CLP/XX9/BEERS

Rename

To rename:


File


itinerary files:


files:

Business file CRB/existing business title:new

business title

CRB/XTR/ existing business

title:new business title

Personal file CRB/existing personal title:new

personal title

CRP/XTR/ existing personal

title:new personal title



Copy

To copy:


File

Customer data and information

files:

Itinerary Client Files:

All of a business file CFB/C/new business title CFB/C/I/new business title

All of a personal file CFP/C/new business title–new

personal title

CFP/C/I/new business title new–

personal title

Specific lines After the title enter a colon and the lines numbers, e.g. :1.5–10

Delete

To delete:


File


itinerary files:


files:

Business file CXB/business title CXB/XTR/business title

Personal file CXP/personal title CXP/XX9/personal title

List deleted files

To list deleted: Customer data, information and

itinerary files:


files:

Business files CLXB CLXB/XTR/

– a specific business file CLXB/ business title CLXB/XTR/business title

Personal files CLXP CLXP/XX9/

– a specific personal file CLXP/personal title CLXP/XX9/personal title

Reinstate

To reinstate:


itinerary files:


files:

Business file CXB@business title CXB@XTR/business title

Personal file CXP@personal title CXP@XX9/personal title

Disassociate

To disassociate: All files:

All files CMREF@

Selected files [email protected]



Notes


Appendix F: Answer Key

Following are the answers to the practice questions that are at the end of

each module.


1. Answer: To store frequently used customer information which can be transferred

quickly and easily to create Booking Files.

Rationale: As detailed in the introduction to this module.

2. Answer: Customer Data, Itinerary and Auxiliary, Information, Membership

Rationale: These are the 4 Client File types detailed on the first page of this module.

3. Answer: Both a business and agency Client File

Rationale: This is due to the hierarchy rules of Client Files.

4. Answer: 200

Rationale: This is the maximum number of lines that can be created in a Client File.

5. Answer: 4Y/P.LONB*0108 328 3964

Rationale: 4 = Line number, Y = Transfer code. / = Mandatory separator, Telephone number

entered using the Galileo® format.

6. Answer: It means that information contained in this line may be optionally moved

into a Booking File.

Rationale: As detailed in the table in the Transfer Codes section of this module.




Business File

This is an example of a completed business file:

Personal File

This is an example of a completed personal file:




1. Answer: Blind: CMPT/IBM–BROOKS/+*CB

Display: C*IBM–BROOKS then CMP/+*CB

Rationale: As the information is only required from the personal level, single move the

personal file.

2. Answer: Blind: CMBT/IBM/+*CB then CMPT/S/IBM–BROOKS/+1

Display: C*IBM then CMB/+*CB

C*IBM–BROOKS then CMP/S/+1

Rationale: As the majority of the information is required from the business level, single

move the business file.

3. Answer: Blind multiple move: CMT/IBM-BROOKS/+*CB/+30*01MAR

Blind single move: CMPT/IBM-KIBWANA

Rationale: The first move will move all the business and agency details in addition to the

personal details. You then need to move just the personal file only for the second

person.




This example answer demonstrates using a itinerary personal file built

for IBM and the process you could follow when making a complete

booking.

Step 1 – Create the Itinerary File

First decide on the name of you itinerary file and then create as follows:

1. Initialise the file: CFP/I/IBM your first name–LHRAMS

2. Input the data using Y for the segment lines and the appropriate

primary qualifiers.

3. End the file: CE



Step 2 – Blind Multiple Move from the Personal File

Move your own IBM customer data personal file:

CMT/IBM–family name/+*CB

Response on *R:

Step 3 – Blind Move Itinerary File

Use the appropriate entry depending on whether you built you itinerary

file at business or personal level:

CMPT/file name/+04MAR07MAR

Response:



Step 4 – Blind Move Related Items

To complete your Booking File, you may wish to move the related items

from the customer data personal file:

CMPT/IBM–family name/R

Display *ALL, showing VGML and mileage membership number:




See instructor for any queries.

Note: To leave a file unnumbered is: C@CUN. Information files

should always be left unnumbered for ease of reading.


See instructor for any queries.

Note: To leave a file unnumbered is: C@CUN. Information files

should always be left unnumbered for ease of reading.




1. Answer: C*business title–personal title*ALL

2. Answer: C*SHELL:100-200

Rationale: 200 is used as this is the maximum amount of lines allowed in a Client File.

3. Answer: CLB/XF8/

Rationale: Do not forget the slash (/) after the agency code name

4. Answer: 1. Display the file: C*agency code/business title

2. Rename the file:

CRB/agency code/existing business title:new business file title

3. Confirm rename: Enter Y

5. Answer: CXP/business title-personal title

Rationale: The personal file does not actually have to be displayed, although it is recommended.

6. Answer: CLXP/business title

7. Answer: CXP@business title-personal title

8. Answer: CMREF@2




1. Answer: Security Profile (STD) and Optional functionality Table (OFT)

Rationale: STD controls the individual users level of functionality and the OFT controls

the way in which the Client Files are displayed and updated.

2. Answer: That the agent can delete and reinstate Client Files but cannot authorise

others to do so.

Rationale: The fist indicator N, restricts the ability to alter other STDs and the second

indicator Y, indicates the ability to carry out this particular function.

3. Answer: F - First, L – Last, N – NO, D – as per designated pseudo city.

Rationale: As detailed in the table shown in Optional Functionality Table section of this

module.



Appendix A: Focalpoint Relay – Client File Editor

1. Answer: A

Rationale: To populate or view category and date ranges, press Alt + A. Alternative A is

correct. Pressing Alt + D (alternative B) will activate the Distribution

function. Pressing Alt + G (alternative C) will display queue titles. Pressing

Alt + P (alternate D) will activate the Preview function.

2. Answer: C

Rationale: The Free function is used to remove PNRs from a specific queue. Alternative

C is correct. Alternatives A and D are Queue Manager functions, but they do

not remove PNRs from queues. Remove, alternative B, is not a valid Queue

Manager function name.

3. Answer: D

Rationale: Queue Manager can be used to print all or selected PNRs in a queue.

Alternative D is correct. Alternative B, distribute MARs, cannot be done.

Alternatives A and C describe PNR to PRO-file, not Queue Manager.

4. Answer: B

Rationale: The only other required field the Focalpoint Coordinator needs to complete is

the Sign field. Alternative B is correct.




1 Answer A

Rationale: Alternative A is correct because pressing Alt + C will access the Pseudo City

field and the new code can be entered. Alternatives B and D will not work with

this Focalpoint Relay tool. Alternative C might work if the travel counselor

accessed Apollo, changed pseudo cities, and then started over in PNR to PRO-

file; but this is not an effective use of the tool or the counselor’s time.

2. Answer: C

Rationale: In order to select C and H Qualified Remarks, he should highlight (select) only

C and H. He also needs verify the Include Remarks without Qualifiers option is

not selected. The only alternative that correctly does this is alternative C.

3. Answer: D

Rationale: Focalpoint Relay 2.0 displays the error message “PROCEED BUSINESS

PROFILE” when attempting to create a new business profile. The correct

answer is D.



Notes

Documents

Client File Plus Course Book - Travelport€¦ · Step 4 – Save the File ... Appending a Date ... Booking File including items such as name, ticketing, phone, address, form of payment