Power Up Your Jira Automations with Dynamic Data: Smart Values and Smart Jira Forms

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As a project admin, you crave automation efficiency. But what if form responses were locked away, hindering your ability to leverage them in automations?

Smart Jira Forms solves this by seamlessly mapping form fields to Jira issue fields, turning responses into powerful Smart Values. Create new work item - lets you map specific form fields to corresponding Jira issue fields, making their data readily available as Smart Values in your automation rules.

What are Smart Values?

Traditional automation rules often rely on hardcoded values, making them inflexible and prone to errors. Imagine having access to any piece of information within your Jira issue – that's the magic of Smart Values!

Smart Values are powerful tokens within Jira automations that dynamically reference specific data points within your Jira issues. Imagine them as magic variables, pulling information directly from issue fields and injecting it into your automations. They leverage a double-curly brace syntax ({{issue.fields.<jira_field_name>}}), where <jira_field_name> represents the actual Jira issue field you want to reference. This includes issue fields like project names, assignee details, custom fields, and yes, even data captured through Smart Jira Forms!

Here's how Smart Jira Forms empowers your automations:

1. 1. Design your Smart Jira Form: Craft your form with relevant fields capturing the data you need.

1.  Map Form Fields to Jira Issue Fields 

   With the Create new issue setting, you can:

   • Easily map fields to both default and custom Jira fields

   • Map multiple form fields to a single issue for grouped data

   📌 Result: Every piece of form data is now automation-ready with {{issue.fields.<field_name>}}

   

2. 📥 Pre-Fill Form Fields from Jira Issues

   Forms can be automatically pre-filled using Jira issue field values. When a form is attached to an issue:

   • The form loads with default values from fields like Assignee, Summary, Component, or Custom Fields.

   • This ensures consistency, reduces effort, and gives context to the person filling it.

   📌 Automation tie-in: Use a pre-filled form to update or append data to a task and use those values in further automation.

3. External Sharing + Anonymous Access

   You can embed forms externally—on Confluence pages, websites, emails, or share via Slack/Teams.

   • Set forms to be accessible to non-Jira users

   • Capture requests anonymously (e.g., feedback, onboarding, assessments)

   • Use public links or embed with iframe

   • Submissions still populate Jira issues and update mapped fields

   📌 Automation use case: Trigger "Thank You" emails, escalation alerts, or CSAT surveys after submission—even if the sender isn't a Jira user.

4. Trigger Automations based on Form Submissions: When a user submits the form, the captured data is automatically mapped to the designated Jira issue fields.
5. Unleash the Power of Smart Values: Now you can leverage those mapped form field values as Smart Values within your Jira automation rules. Simply use the double-curly brace syntax ({{issue.fields.<jira_field_name>}}) to reference the data captured in the corresponding Smart Jira Form field.

This powerful combo, available in all Jira project types, including Jira Software, JSM (Jira Service Management), JWM (Jira Work Management), and JSD, JPD empowers you to seamlessly integrate form data into your automated workflows.

Benefits

• Effortless Data Flow: Eliminate manual data entry and ensure accuracy by automatically populating Jira issue fields with form data.
• Streamlined Workflows: Trigger powerful and dynamic automations based on the rich data captured through your Smart Jira Forms. No more rigid, static workflows!
• Increased Efficiency: Boost your team's productivity by automating repetitive tasks and leveraging dynamic data for smarter decision-making.
• Flexibility Across Project Types: Enjoy the power of Smart Jira Forms and Smart Values in all your Jira projects, regardless of whether you're managing software development, service requests, or work across teams!

End-to-End Automation Example

Here’s what a real-world workflow might look like:

Use Case: Vendor Risk Intake + Risk Owner Alert

1. Form Setup:

   • Fields: Vendor Name, Contract Value, Risk Level (dropdown), Risk Owner (email field)

   • Map “Risk Level” to a custom Jira field

   • Map “Risk Owner” to a custom field

2. User Submission:

   • Vendor completes a public Smart Form on your website

   • Smart Form creates a Jira issue and maps fields

3. Automation Rule:

Trigger: Issue created


Condition: {{issue.fields.Risk Level}} = "High"


Action: Send email to {{issue.fields.Risk Owner}} with link to follow-up form 

Result: The right person is alerted instantly, based on dynamically captured form data.

You can then configure automation rules to trigger actions based on the priority or other field (e.g., high-priority issues get assigned to a specific team).

Smart Values are incredibly versatile. Combine them, format them, and manipulate them to fit your specific needs. Think of sending notifications to email addresses stored in custom fields, dynamically populating reports, or triggering actions based on specific field values. Explore Smart Jira Forms and Smart Values – the perfect duo for transforming your workflows and unleashing the true potential of your Jira instance!