JSM: Secondary Form Attachment to Primary Work Item Following Submission

[Josh Drake]

Hello,

I’m working on a process where we’d like to populate a secondary form with data collected from a primary form submission. I understand that this can be managed through Automation in Jira (or your system), but I’d appreciate guidance on handling a more dynamic use case.

Specifically, we have 20+ different secondary forms, and the correct one should be selected dynamically based on a user’s response in the primary form (e.g., selecting “Option A” would trigger Form A). The automation would then:

1. Determine the appropriate secondary form based on the response.

2. Attach or display that form.

3. Prepopulate certain fields with information already provided in the primary form.

This is a high-level proposal, and I’d greatly appreciate any input or best practices on whether this can be achieved within the platform’s automation capabilities—or if an alternative approach is recommended.

Thank you in advance for your time and support.

Best regards,
Josh

[Fabian Lim · Accepted solution]

Hi @Josh Drake

The only issue that you could face is pre-populating the templates.  You will have to see if you can pre-poulate them in the automation.  If not, you will have to create multiple forms based on the selections. So you have to create multiple forms of the same with different predefined values.  

Regards,

Fabian

[Josh Drake]

Hi @Fabian Lim 

I actually believe this will be the case, having the same form template, just populated with different information based on which service they select. For example, the customer selects service A on the first form. Then, the second form, corresponding to service A, will be automatically attached. I am having trouble figuring out how to select the form to attach within automation rules.

Does the "attach a form" action have the capability to dynamically retrieve the correct form to send? How should I setup this relationship between response found and form to attach?

[Fabian Lim]

@Josh Drake 

You will have to use jira automation with if-else condition based on the customfield or form value that was selected.  You will have a long ass condition map since you have 20+ forms and multiple selections.  Just keep in mind that the form will have to be attached after a transition change, so you have to think about when it will be added in the workflow.

I hope this helps.