Configuring Agentic Sign-In Sheet

Configuring Agentic Sign-In Sheet for

To configure this agent:

  1. Ensure the following configuration is complete:

  2. Navigate to Admin > Users & Groups > Permission Sets.
  3. Select the appropriate permission set.
  4. Select the Agents tab.
  5. Select the Execute checkbox for the Sign-In Sheet Agent.
  6. Select the Objects tab.

  7. Grant the following permissions:

    Object

    Object Permission

    Object Types

    Fields

    Field Permission

    em_catalog__v

    CRED

    print_sign_in_template__v
    • template_mapping_status__v

    Edit
  8. Navigate to Admin > Configuration > Objects > em_catalog__v > Layouts.
  9. Add the template_mapping_status__v field to the em_catalog__v layouts used for records of the print_sign_in_template__v object type. Ensure the field is editable (do not mark it as read-only).

  10. Activate the Sign-In Sheet Agent:

    • Navigate to Admin > Configuration > Vault AI Setup > Agents
    • Select the Sign-In Sheet Agent
    • Select Edit
    • Select Active in the Status picklist
    • Select Save
    • Expand the Actions section
    • Verify the following agent actions are Active:
      • Classify Sign-In Sheet (classify_sign_in_sheet__v) - Classifies each uploaded image to determine whether it is a usable sign-in sheet
      • Process Sign-In Sheet (process_sign_in_sheet__v) - Extracts walk-in attendee data and confirms sign-ins for registered attendees, speakers, and team members

The agent must be active before template renditions can be generated. Users do not see the Process Sign-In Sheet button until the following End User configuration is complete.

Configuring Agentic Sign-In Sheet for

To configure this agent:

  1. Ensure the following configuration is complete:

  2. Navigate to Admin > Users & Groups > Permission Sets.
  3. Select the appropriate permission set.
  4. Select the Agents tab.
  5. Select the Execute checkbox for the Sign-In Sheet Agent.
  6. Select Objects.

  7. Grant the following permissions:

    Object

    Object Permission

    Object Types

    Fields

    Field Permission

    em_attendee__v

    RE

    All applicable object types
    • ai_source__v
    • em_attendee_status__v
    • meal_opt_in__v*

    Edit

    em_event_material__v

    RE

    print_sign_in_template__v

    N/A

    N/A

    em_event_speaker__v

    RE

    All applicable object types
    • ai_source__v
    • em_event_speaker_status__v
    • meal_opt_in__v*

    Edit

    em_event_team_member__v†

    RE

    All applicable object types
    • ai_source__v
    • em_event_team_member_status__v
    • meal_opt_in__v*

    Edit

    *Only required for capturing meal opt-in
    †Only required when Configuring Agentic Sign-In Sheet is enabled

  8. Grant the following additional permissions when using Configuring Agentic Sign-In Sheet:

    Object

    Object Permission

    Object Types

    Fields

    Field Permission

    em_attendee__v

    CRE

    All applicable object types
    • event__v
    • last_name__v
    • walk_in_status__v
    • configured walk-in fields

    Edit

    em_event__v

    R

    All applicable object types
    • attendee_reconciliation_complete__v
    • walk_in_fields__v

    Read

    em_event_rule__v

    R

    walk_in_fields__v
    • walk_in_attendee_statuses__v

    Read

  9. Grant the following additional permissions when using Configuring Agentic Sign-In Sheet (optional):

    Object

    Object Permission

    Object Types

    Fields

    Field Permission

    em_attendee__v

    CRE

    All applicable object types
    • event__v
    • last_name__v
    • walk_in_status__v
    • walk_in_type__v
    • configured walk-in fields for each walk-in type in use

    Edit

    em_event__v

    R

    All applicable object types
    • attendee_reconciliation_complete__v
    • non_prescriber_walk_in_fields__v
    • other_walk_in_fields__v
    • prescriber_walk_in_fields__v

    Read

    em_event_rule__v

    R

    walk_in_fields__v
    • walk_in_attendee_statuses__v

    Read

Users need the permissions above for every object that appears on the print sign-in templates they process.

  1. Grant users Execute permission to the process_sign_in_sheet__v action on the em_event__v object.
  2. Navigate to Admin > Configuration > Objects.

  3. Ensure the ai_source__v field is enabled for every applicable object type on the following objects:

    • em_attendee__v
    • em_event_speaker__v
    • em_event_team_member__v

    If the ai_source__v field is not enabled, Registered Roster rows of that object type are not editable.

  4. Ensure signed__v is an active picklist value, available on every applicable object type, for the following fields:

    • em_attendee_status__v on the em_attendee__v object
    • em_event_speaker_status__v on the em_event_speaker__v object
    • em_event_team_member_status__v on the em_event_team_member__v object

    The agent writes this value on every confirmed record and walk-in.

  5. Navigate to Admin > Configuration > Objects > em_event__v > Object Types > Actions.
  6. Ensure the process_sign_in_sheet__v action is enabled for all appropriate object types.
  7. Add process_sign_in_sheet__v to the semicolon-separated list in the visible_buttons__v field on the applicable em_event_layout__v records. For information on visible_buttons__v configuration, see Configuring Agentic Sign-In Sheet.

Admin Users

Agentic Sign-In Sheet reads a printed sign-in sheet by matching its columns back to the Print Template it was generated from. That matching ability depends on a rendition: a parsed, position-based map of the Print Template's merge tokens, generated once per template and stored on the em_catalog__v record for the event. The rendition is what lets the agent know, for any photo taken of a sheet printed from that Print Template, which column holds which attendee, which column captures the meal opt-in response, and which columns are configured as walk-in fields.

Before end users can process a sign-in sheet for an event, admins must ensure Print Sign-In Template .docx renditions are generated for the appropriate em_catalog__v records. Sign-in sheet values are interpreted in the language of the Print Template associated with the event. Ensure the Print Template language matches the language likely to be used on the sign-in sheet.

Renditions generate only when the Sign-In Sheet Agent is Active. Ensure the Sign-In Sheet Agent is active before generating a template rendition.

To generate a template rendition:

  1. Upload or replace the .docx attachment on the appropriate em_catalog__v record (must be of the print_sign_in_template__v object type).
  2. Set the template_mapping_status__v field to Ready to Generate.
  3. Save the record.

Vault CRM parses the template and updates Template Mapping Status to one of the following:

  • Generating - The template is being parsed
  • Generated - The rendition is ready for use
  • Generation Failed - Parsing encountered an error; correct and re-upload the template, then repeat these steps
  • Unsupported - The template contains non-Latin script in a table cell, contains a merge token containing _vod, or has no table that can be read (see Print Template Requirements). Merge tokens must end in __v or __c.

A template is eligible for matching against an event sign-in sheet only when the material_used__v field is selected on the em_event_material__v record for the event, and the associated em_catalog__v record meets all of the following conditions:

  • The record's object type is print_sign_in_template__v
  • The template_mapping_status__v field is set to Generated
  • The em_catalog_status__v field is set to Approved

A template missing any one of these conditions cannot be leveraged by Agentic Sign-In Sheet.

Print Template Requirements

When using Agentic Sign-In Sheet, ensure Print Templates meet the following requirements, additional to those defined in Managing Event Materials:

  • Templates must contain only Latin script, in a horizontal, left-to-right layout. Vertical text layouts (for example, Japanese tategaki), right-to-left column flow, and other non-horizontal layouts are not supported.
  • Each table in the template can contain only one row of tokens. Tokens for standard fields (__v) and custom fields (__c) are supported.
  • Each table must have a column header row: the nearest row above the row of merge tokens that has the same number of cells. A cell merged across columns counts as one. A table without a column header row, or with more than one row of merge tokens, is skipped. A template where every table is skipped is Unsupported.
  • Each table cell can contain at most one merge token
  • Each table column can map to only one field. A column that requests more than one field, for example License Number and State of Licensure, is not supported.
  • When Walk-in Attendees are enabled, each required walk-in field must appear as a column in the sign-in sheet template's attendee table. Otherwise, the resulting walk-in record is missing information required for its creation.

Meal Opt-In and Walk-In Field Column Requirements

Agentic Sign-In Sheet interprets meal opt-in and walk-in field columns, if enabled, by the question the header asks and the response written or marked beneath it. A walk-in field is identified by its merge token in the template rendition, while the meal opt-in column has no token and is located by its header text and position instead.

Each table in the template can contain only one meal opt-in column.

Requirements for the Meal Opt-In Column

The meal opt-in column header must ask whether the attendee accepts the meal, in one of two formats:

Format

Example header

Counts as yes

Counts as no

Checkbox (header carries no Y/N notation)

"Meal Opt-In"

A visual mark (checkmark, X, filled box)

An empty cell, or written text such as "Yes"

Yes/No (header carries a Y/N notation)

"Consuming Meal? (Y or N)"

A written affirmative (Y, Yes), or a visual mark

A written negative (N, No), or an empty cell

Either format is supported in any Latin-script language, for example "Consume alimentos? (Si/No)", with written responses interpreted as the equivalent words in that language.

Columns framed inversely to the value they store are not supported. For example a "Meal Opt-Out" column mapped to meal opt-in, or a "Not Vegetarian" column mapped to a Vegetarian field. The agent does not invert values, so this column phrasing would produce the opposite of the attendee's intent.

Requirements for Walk-in Fields

The following walk-in field types are supported as columns in the Print Template, when using Agentic Sign-In Sheet:

Type

Behavior

Text

All text types except Rich Text and Long Text.

Yes/No

Headers ask the question the field answers, in any form, for example "Vegetarian?" or "Vegetarian? (Y or N)." A written affirmative (Y, Yes) or a visual mark is Yes, and a written negative (N, No) is No. An empty cell leaves the field blank and never means No.

Single-Select Picklist

Attendees write the label of the picklist value in the user's language, for example MD in a Credentials column. API names are not matched. Matching ignores case, then spaces and periods, so M.D. matches MD.

A configured walk-in field of an unsupported type is not displayed in the walk-in table, and no value is written to it. The agent populates a field only when the extracted value is valid for that field's data type; picklists are populated only when the extracted value matches an active picklist value.

Unsupported Column Formats

The following column formats are not supported when using Agentic Sign-In Sheet:

  • Pre-printed text inside a response cell. Cells must stay empty until the attendee responds — except a pre-printed registered attendee's row on a walk-in column, which already prints that attendee's own values and is not affected.
  • Circle-one formats, where pre-printed options are circled rather than written or marked.
  • Footnotes or legends that assign meaning to cell states, for example a footer stating that a blank cell means yes. The agent reads only the column header and the cells.
  • Quantity or count formats on the meal opt-in column specifically, for example a number of meals or separate lunch and dinner columns. The field is a single yes or no.

Related Topics

Agentic Sign-In Sheet Overview

Managing Event Materials

Reconciling Walk-in Attendees to Existing Accounts