How do I populate a field from an intake form from portal?

[Brian Helton]

I am trying to use automation to populate fields in a jira ticket from a dynamic form filled out in the Self Service Portal.

I have a dynamic form that changes based on some drop down menus. When the ticket is created the form is attached and that's great. On the right hand side of the ticket, under "More fields" I can see that my fields are there. But they are empty. The correct options are available but aren't selected based on the form.

An example is "Product Area" with a dropdown with 4 choices. I select, say, "choice3" but the "More fields" "Product Area" remains empty.

So I tried to create an automation script that kicks on "When: Form submitted" with a "Then:edit work field items" but it's not working.

I think there is something fundamental I'm missing but I don't know what it is.
Any help would be greatly appreciated.

[Marc - Devoteam]

Hi @Brian Helton 

Welcome to the community.

As @Weronika Hałdaś_Deviniti_ mentioned, link you form field to the Jira fields, then the options set in the Jira fields will be available as options in the form.

If the Jira fields don't correspondent with the field types in Jira, then you can use automation.

You will need to set properties on from fields and use the form id within the automation, see form automation smart values

[Weronika Hałdaś_Deviniti_]

Hi @Brian Helton 

Have you linked the fields from the Form to their corresponding custom fields on the issue view?

Form fields are not Jira fields, so we cannot operate on them directly in Automation. We can only set conditions for the entire form, such as:

• Form opened for edits

• Form attached

• Form submitted

I suggest linking a field from the Form, e.g. Product Area, to a custom field available on the given issue view (preferably with the same name and options). Then you can create an automation:

When: value changes for Product Area; for create work item
Then edit work item fields 

Here’s an example where the automation updates the Team field based on the Department field.
The Department field is a custom field linked to a field from the Form.

Result: After filling in the Product Area field on the Form and creating the work item, the value of its corresponding custom field will be populated.
Then, based on this value, the automation will assign the selected values to the fields specified in the rule.

I hope it will be helpful :) 

Kind Regards,
Weronika