How to attach form to a duplicated ticket

[ciriloh]

We have a Jira form for New employees that once submitted creates an issue with the form attached in PDF format.   We also have automation that duplicates that issue to different queues as child issues.  We would like that same New employee form to be attached to the child issues as well. I tried in automation but I'm not certain it will attach the new hire form from the parent.

[Trudy Claspill]

Hello @ciriloh 

Welcome to the Atlassian community.

Can you confirm that what you want to copy is an attachment (a PDF created when the form is submitted) versus the Form itself?

Can you provide us with a screen image of the entire rule you have constructed so far?

Assuming the first answer is "yes, an attached pdf" then I believe you would need to update your Clone (or Create) action to include the Attachment field, and set it to copy the attachments from the trigger item.

You may need to have some sort of delay between the trigger (original issue created) and the steps where you duplicate the issue, so that there is time for the Form to be saved as a PDF attachment on the original issue. The Delay action, though, is available only in Premium and Enterprise subscriptions.

https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Delay

[ciriloh]

Yes, I want a copy of the attachment that is included when the form is submitted.   I kind of inherited this automation flow.  As far as I can tell, the automation looks for a new work item created, then verifies if it has a specific request type (in this case:  Submit a New Hire Request),  verifies the user type (Regular Full Time, Temporary or Intern) then  clones any requests that meets that criteria and links it to the original work item.   

[ciriloh]

Ok going to try this next.  I added a 90 second delay in between the "if the user type is one of" validation step right before the clone.   Based on the audit logs it takes roughly a minute to create the PDF.  Then I updated the clone to add the attachment to copy from the trigger work item as suggested.   

Logically it makes sense.  It allows the automation enough time to create the PDF attachment, then to be able to grab the attachment and move forward.   Here's hoping!

[ciriloh]

Tested it and so far it works!   Thanks!

[Trudy Claspill]

That's great to hear!

If you have been able to solve your requirement with help from my response (and/or other responses) please consider clicking the Accept Answer button above the response threads that were helpful. This will also mark your question as Solved, which helps others searching the community find Questions with validated responses.

[Olha Yevdokymova_SaaSJet]

Hi @ciriloh 

With native Jira automation, you can usually duplicate the issue fields and standard attachments, but forms can be tricky because the submitted form is stored as form data/issue properties rather than just a normal attachment in every case.

Another approach you might consider is Smart Forms for Jira, developed by my team. It is useful for this type of workflow because forms can stay connected to Jira work items, not only as exported files. Smart Forms supports attaching forms to Jira issues manually or automatically, and when an issue is cloned, form behavior is preserved: New/Draft forms create fresh form instances, while submitted forms are cloned as read-only responses. This is helpful for onboarding cases where the same New Employee form context needs to follow duplicated/child work items.

[Aaron Pavez _ServiceRocket_]

Hi  

Sadly, cloning the form is not supported at the moment:

https://jira.atlassian.com/browse/JSDCLOUD-10939

Either use a third-party app or the API way:

https://developer.atlassian.com/cloud/forms/rest/api-group-forms-on-issue/#api-issue-sourceissueidorkey-form-copy-targetissueidorkey-post

The Copy forms will work. Add a web request automation to call the API after the clone action.

Regards

[ciriloh]

Is this still the case?  The article is quite a few years old.   Maybe the logic is what's preventing us from achieving this goal?

[Trudy Claspill]

This answer concerns cloning the form itself and the content of the form.

If the form has been saved also as a PDF to the original issue (shown as disabled below) then you can copy the attachment to other issues.

[ciriloh]

Ok that option was disabled on our end.  I enabled it and we'll give it a try and see.  Thanks!