Write data from a Form to a Custom Field using Automation

[Greg]

I am attempting to pull the data entered into a Form into a Custom Field using Automation to display in the Context field (Details) portion of the request Issue View.

1. I have a Form placed within a Request Type on Service Desk A.
2. The end-user fills in the form
3. Automation is in place to create a new request within Service Desk B using a "issue transitioned" trigger
   
   1. Form data is successfully passed into the Description using {{forms.<UUID>}}:

      • {{forms.ad5aba05-9f96-4999-898e-ea6d8d1dcea6.last.nh_startDate.fullDate}}

   2. Form data does not get added to a custom field using the "Edit issue fields" automation command:

      • {{forms.ad5aba05-9f96-4999-898e-ea6d8d1dcea6.last.nh_startDate.jiraDate}}

The form data I wish to add to the custom field is is successfully populated into the Description field, just not the custom field, when using the exact same {{forms.<UUID>}}.

The automation log lists "Issues edited successfully" for the Edit Issue component that is configured to update the Custom Field.

While testing within a single Service Desk instance, and using the {{forms}} smart value with the "Form submitted" trigger the form value is successfully passed to the custom field:

{forms.last.nh_startDate.jiraDate}}

 I simply don't understand why I cannot pass the form data to the custom field in this instance, while there is no issue passing it to the Description.

[Bill Sheboy]

Hi @Greg 

To confirm the scenario...

• there exists a form which has a field mapped to the issue Description field
• when a form is submitted, that correctly saves in the Description
• later, when an Issue Transitioned triggered rule accesses the form data, it is not saved in a custom field (which I am assuming is a date picker)

Have you tried updating the custom field with the full smart value, using the respective UUID:

{{issue.forms.<UUID>.nh_startDate.jiraDate}}

Kind regards,
Bill

[Olha Yevdokymova_SaaSJet]

Hi @Greg 

You're on the right track! Since Jira's native JQL doesn't support direct comparisons between the assignee’s account ID and the form submitter’s account ID, you’ll need to handle this within Jira Automation.

✅ Solution Using Jira Automation

1️⃣ Ensure the Form Captures the Requester

• Add a User Picker field in the form for "Requester."
• Map this field to a Jira custom field (e.g., "Requested By") so it can be referenced in automation.

2️⃣ Set Up Jira Automation to Compare Submitter & Assignee

• Trigger: When a form is submitted.
• Condition: Check if the form’s "Requester" field matches the issue assignee.
• Action: If they match, transition the issue & send a Slack message.

✅ How to Configure Jira Automation Rule

• Trigger:

  • Issue Updated (when the form is submitted).

• Condition (Advanced Compare Condition):

  • First Value: {{issue.assignee.accountId}}
  • Condition: equals
  • Second Value: {{issue.Requested By.accountId}} (or the field mapped from the form)

• Actions:
  ✅ Transition the issue to the next status.
  ✅ Send a Slack message notifying the team.

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🔹 Alternative Approach with Smart Forms for Jira

If you're looking for a more structured way to manage approval flows, you might find Smart Forms for Jira useful.

✅ Solution Using Smart Forms for Jira & Jira Automation

1️⃣ Ensure the Form Captures the Requester

• In Smart Forms for Jira, add a User Picker field for "Requester."
• Ensure this field maps to a Jira custom field (e.g., "Requested By") so it can be referenced in automation.

2️⃣ Set Up Jira Automation to Check the Submitter

• Trigger: When a Smart Form is submitted.
• Condition: Compare the form’s "Requester" field (or submitter) to the issue assignee.
• Action: If they match, transition the issue & send a Slack message.

✅ How to Configure Jira Automation Rule

• Trigger:

  • Issue Updated (when the form is submitted).

• Condition (Advanced Compare Condition):

  • First Value: {{issue.assignee.accountId}}
  • Condition: equals
  • Second Value: {{issue.Requested By.accountId}} (or the field mapped from the form)

• Actions:
  ✅ Transition the issue to the next status.
  ✅ Send a Slack message notifying the team.