Visitor Sign-in Kiosk

[Christian Holton]

We're paying for a product called Envoy. It has an iPad app. Visitors fill out their information, choose one of our employees, and click Send. The person they're visiting gets an email and a Slack ping.

I'm half the way there:

• I have the public form set up, but I'm not sure how to identify the staff member. I have tried just setting the Field Type for "Person your visiting" to single user or multiple users and which "Linked Jira Field" to link to. "Assignee"?
• I'm unsure how to set up the automation for this. I tried a simple "When issue created > Send email > then transition to resolved.
• We'd like to write the visitor data to a Google Sheet for security audits

If anyone has something similar or any insight on how to set this up, I'd really appreciate it.

[Ste Wright]

Hi @Christian Holton 

A few separate questions here!

I'm assuming you can use most Jira functionality for the below. Let us know if this is not the case.

---

Identify Staff Member

You mention setting the field type to single or multiple users - does this suggest a visitor could choose one or multiple employees to visit on the same form?

If yes, I'd suggest creating a User Picker (multiple users) custom field, and link to this field.

This means rather than having a separate field for single requests vs multi-requests - all can be managed from the same field.

---

Automation

Following your suggested process - and the field suggestion above - the rule might be...

• Trigger: Issue Created
• Action: Send Email
  • To: <<Custom User Picker>>
  • Subject: {{reporter.displayName}} is here to see you! - or whichever field relates to Visitor
• Action: Transition Issue
  • To: Done/Closed

For Subject, if Visitor is stored in another user picker, you can use it in Automation using Smart Values.

---

Google Sheets

You can certainly link Jira to Google Sheets - see this help page for more information.

But, you could just use Jira also - have an Issue Filter to visualise all Visitors, and then export it when needed.

I would recommend though turning off Delete Issues in Project Permissions, so you can audit all visitor records - and no-one can delete them at any point.

---

Let us know if you have any further questions :)

Ste