🎉 New features for Forms in Automation across Jira Service Management

[#1]

Hi everyone,

We’ve rolled out a lot of new features over the last year, with one of the key areas being giving our customers much more flexibility when using Forms in Automation - both during intake and to collect more information once a request is raised. Now we’re excited to announce our latest Automation action rolling out now; Attach a form with values to an existing work item.

This allows you to automate filling in specific forms with content from sources such as an external integrations, other work items, and Assets. These forms will be attached to work items with their inputs saved, not yet submitted.

For example, in a rule when a Workday event triggers the ‘Onboard new employee’ work item to be created, a subsequent action may be to attach the ‘Employee payroll details' with values mapped from the work item and Workday itself.

Want to know about our other releases?

Form attached trigger (April 2025)

Create rules that trigger when a form is attached to an existing work item. For example, when an agent attaches a ‘Provide details’ form to an existing work item for a new hire to complete, this can trigger an action to send an email to notify them of this. This trigger will run whenever a form is manually added to a work item, but also when a form is attached using the Add form API or a form is copied to another work item using the Copy form API.

Form opened for edits trigger (April 2025)

Create rules that trigger when a form is opened for customer edits on existing work items. For example, there may be times when an agent selects Open for edits on an already submitted form on a work item. This could be the trigger that sends a notification to a customer that they need to resubmit a form. This trigger will run whenever a form is manually opened for edits, but also when a form is opened using the Reopen form API.

Change form status action  (March 2025)

Add this action to your rules for times when you need to open a form up for customer edits once a condition is met, or a specific trigger runs. To do this, simply choose which status to change it to; Submitted or Open for edits when building out your rule.

Access smart values using the Forms submitted trigger (November 2024)

You can access submitted forms on issues when using the Forms submitted automation trigger by using {{forms}} to format the value of forms in a list when setting up a rule. To access a specific form from a list, use the automation lists smart values to retrieve the form you’re after. You can also combine, reformat, and manipulate smart values to suit your specific needs. Read more about this announcement

Access smart values with a form ID (November 2024)

You can also access any forms on an issue by using {{issue.forms.<UUID>}} and referring to automation lists smart values. These will be grouped by their Universally Unique Identifiers (UUIDs) and be returned as a list. The UUID can be retrieved from either the Forms REST APIs 'Get project form index', or copying it via the Forms landing page.

Have you had a chance to try any of these features out? We’d love to hear from you!

[YY Brother]

Valuable new features👍🏻 Thanks @Sam Knight 

[Susan Waldrip]

Hi @Sam Knight , I've been using several of these new forms features and they're GREAT! I've used the Form opened for edits trigger and the Change form status action in a project I'm developing and they've saved me a ton of time. Thank you for continuing to make Forms more robust and easy to use!

[Milad S_]

Thanks @Sam Knight

This will save a lot of effort, as we heavily use A4J to create linked issues, and almost all request types have a form attached. I am looking forward to testing out this new feature.

With this new feature, we will almost entirely replace all API usage in Jira automation, except for one use case where we need to change the visibility of the attached form (Usually from Internal to External). We have a few forms that the Agent must fill out. Hence, the forms are internal at first and become external as soon as submitted. I hope you'll also be planning to deliver "Change form visibility". 

You recently delivered the ability to restrict the view of form by a user group to protect sensitive information. Are you considering enabling us to restrict who can edit or submit the form (even if others can view it)? This is to cover use cases where a subsequent form could/should be visible to the customer but needs to be filled out by the approver, agent, etc. (i.e. users with a role or in a user field/group). It is similar to the "Office use" section on old paper forms. :D

Kind regards,

Milad

[Dirk Ronsmans]

I've made great use of "Access smart values using the Forms submitted trigger"

Not having to rely on API's to get form data is so much easier. Now if we could nest smartvalues that would be another helpfull one to resolve a Form value with Lookup table in a single step :)

Great improvements @Sam Knight !

[Kim Euker]

There are awesome new features!

[AS]

Excellent features!!! Let's keep it going

[Milad S_]

Hi @Sam Knight

While testing this, I noticed that the form I was trying to attach has two asset fields which is not currently supported. Are you planning to support the asset fields in the "Attach a form with values" action?