Process automation in SharePoint: digital reception and Visitor's register.

Have you ever had a business meeting? I bet you does! Typically when you’re entering the office as a visitor you have to go to the registration office, describe everything, show ID (sometimes), write your name in a book (paper one) and sign. You’re receiving access card and if needed data for WiFi access. This is typical scenario and it works. But is it efficient? And what about reviewing the entry book or finding the visitor data if needed after some time? For our customer we have discovered that it takes a lot of time and effort. And what is even more important this scenario is inefficient and difficult to handle.

We’ve decided to put all the process to the SharePoint workflow and replace the paper books to the SharePoint lists, libraries and WACOM sign pad.

The whole process may start both ways or by enter the meeting by the employee (Host) to the Outlook calendar (synchronized witch SharePoint one) or by the Visitor at the reception desk. What we want to achieve at this point is:

• to register the Visitor;

• to inform the Host about the Visitor arrival;

• to give the Visitor an access card and personalized WiFi access if needed.

These are the roles to be considered in the next pictures:

 

When the Visitor is entering Reception desk appointment is checked. If there is an appointment in the system the workflow starts, if not receptionist is checking the possibility of meeting with the Host. If Host accept the meeting the workflow starts.

Visitor receives the access card and the WiFi access data. On the sign pad Host is confirming the Visitor arrival and the sign is stored in the electronic guest book. This part can be easily modify, administrator of the system can decide who is responsible for the confirmation sign (it can be or Visitor or Receptionist instead of Host in this case). All the notifications and further actions are performed automatically depends on the corporate rules.

SharePoint workflow goes that way: 

In the result you have Visitor with access card, WiFi data access and Host informed on the Visitor arrival. And when the Visitor is leaving the office, Host (or other assign person as mentioned above) have to confirm this fact. The access card is returning to the enabled card’s basket and the WiFi access is closed. 

What is important here is that all this information are stored in Sharepoint database with limited access. The Administrator or Manager can access this information anytime if needed but this fact is also archived and stored in our database thus we want to have a control on who and when required access to the guest book information. In this particular case our customer wanted to have possibility to print the guest book report. Therefore we’ve prepared simple workflow for this functionality: 

The result of all the actions is the combination and connection of hardware (WACOM in this case) and SharePoint with Vialutions’ extension.

If you’re interested in more detailed information or implementation of this system in your company, please do not hesitate to contact me directly or via email. Please visit our web site for more interesting services and products for Business.