Business trip in Jira

[Nena Kruljac]

Hello,

the use case is:

1. Employees announce business trip to another city or country by car or plane or bus…

2. A manager approves or decline it

3. After approval, business support team books flight or rent-a-car and hotel…

4. Employee comes back from a business trip and has to provide data about it: receipts, start and end date and time, if car was used, than also car model, registration plates number, km before and after the trip, passengers (if any).

JSM (customer portal) could be used for 1-3 steps, but what about step 4 - how can customer enter after-the-trip-data from step 4 in customer portal to the previously created ticket?

JSW app could be used, but JSM seems better.

Buying additional apps is not an option

Hosting: Jira Cloud

Thank you, best regards, Nena

[Charlie Misonne · Accepted solution]

Hi Nena,

About step 4: do you expect the employees to fill out some extra fields? In that case you can use forms. A form is a separate set of fields you can "attach" to a Jira issue. They can also be filled in by users on the portal.

Via an automation rule you could attach the form automatically to the issue when in step 4.

This is just an idea. You could also add an automatic comment and ask the user for all that data and let them answer via a simple comment and attachments.

kind regards,

Charlie

[Nena Kruljac]

Hi Charlie,

thank you very much, it works.

Best regards, Nena

[Charlie Misonne]

Glad I could help!

Out of curiosity: did you go with the Form solution?

[Limo Service DC]

Hello Nena,

Your use case for managing business trips in Jira is quite interesting, and Jira Service Management (JSM) can indeed handle steps 1-3 seamlessly. For step 4, where employees need to submit post-trip data, JSM can still be a good fit without requiring additional apps.

Here’s how you could set it up:

1. Custom Fields: Create custom fields in the ticket to capture all necessary data after the trip. For example:

   • Start and end date/time
   • Car details (model, registration number, km before/after)
   • Passenger details
   • Receipts (as file attachments)

2. Workflow Transition: After step 3 (manager approval and booking), transition the ticket to a "Trip Completed - Awaiting Data" status. Configure the workflow to allow the customer (employee) to update the ticket with post-trip details in this status.

3. Portal Visibility: Ensure the post-trip fields are visible and editable only when the ticket reaches this status. This way, employees can log in to the portal, locate their existing ticket, and fill in the required details without confusion.

4. Attachments for Receipts: Enable attachment options in the customer portal, so employees can upload receipts directly to the ticket.

For business trips involving rental cars, it’s also helpful to have a reliable car service ready. For example, when traveling in the D.C. area, services like Limo Service DC make transportation seamless with their professional and punctual drivers, offering both comfort and efficiency. This ensures that employees can focus on their work rather than worrying about logistics.

Let me know if you’d like more details on setting up custom workflows or fields in JSM!

[Copper Draw]

Hello you help me this work now..