Automatic Email

[Timothy McKay]

In our Offboarding form we have a section asking if a user has a credit card. If Yes is selected we would like an automatic email to go to our Finance team. Can someone tell me how to do this?

[Trudy Claspill]

Hello @Timothy McKay 

This can be done with Automation Rules. Are you familiar with constructing Automation rules?

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

Jira Administrators can create Automation Rules. They may also allocate that permission to Project/Space Administrators. Do you have either of those roles?

Is this form associated with an item in a Service space or a Software space?

If this is for a Service space, is the "has a card" field in the form associated with a field in the Jira work item?

[Timothy McKay]

Yes the form is associated with our IT Space

[Timothy McKay]

I can show you the whole Form will that help?

[Trudy Claspill]

To get the answer to this question....

If this is for a Service space, is the "has a card" field in the form associated with a field in the Jira work item?

...the configuration of the form needs to be examined to see if the field is linked to a Jira Field.

Do you have admin access for the space or the Jira application?

[Timothy McKay]

Yes i do and her is what i see

[Trudy Claspill]

thank you for that additional information. I can see that you have the Financial Notification field highlighted, but you specified that you want this process to be based on the other option (Brex Credit: Do the user have a BREX dredit card). Can you highlight that form option to see if it is linked to a Jira field, please?

Also, in this space when you are viewing Space Settings, do you see an option for Automation? Can you click on it and click on the Create button to confirm if you have access to create automation rules?

[Timothy McKay]

Sorry the Finance one is the one that we want when answered yes the email notification goes to our Finance team. 

[Timothy McKay]

Did you see my response 

[Trudy Claspill]

The following documents discuss how you can access fields on a form through an Automation Rule.

New! Access form and form fields with smart values in Jira Service Management 

Access smart values for forms and form fields 

[Igor Medeiros - Modus Create]

Hi @Timothy McKay 

Adding to what Trudy sent, once your Financial Notification field is mapped to a Jira custom field, an Automation rule with a "Send email" action and a JQL condition on that field value will cover the basic case.

If you later need branded templates, multiple recipients beyond Finance, attached CSVs of the offboarding ticket, or different content per project, our app Notification Assistant for Jira handles those without writing a rule per scenario.

Feel free to reach out if you'd like to learn more.