Creating a request in a Jira kanban board using a form, does not trigger the notification settings.

[Jean Neethling]

In Jira, when I create a new request in a kanban board using a form the Notifications don't trigger, how can I make them trigger, when creating a request using a form?

[Trudy Claspill]

Hello @Jean Neethling 

Concerning your secondary issue:

!! I need to add, I might have been a little hasty on my reply. I have made a few other changes and the notification change worked. We do still have an issue though, cause the form that needs to be filled out, won't necessarily be filled out by members of our company and might be send to someone to fill out. So they will not receive a notification, because they will not be able to change that setting.

Can you first clarify the type of Space in which these Forms are used to create work items? You can get the Space type information my clicking on the ... button next to the Space name in the panel on the left. In the resulting pop-up the Space type information will be at the bottom and say something like "Software space Company-managed".

I suspect that the Space type is Software or Business.

If that is true did you set the Access for the Form to "Public" so that the link can be shared with people who don't have direct access to your Jira instance?

If that is the case, then the person completing the Form and submitting it is required to fill our a mandatory Email Address field in the form. That information is then added to a Comment in the created work item.

You could create an automation rule that is triggered by Work Item Created. You can check if there is a comment that contains the text for noting that email. The comment will contain text something like this:

This work item was created based on someone's response to a Jira form.

trudy claspill software company | Form
Email address: <email address here>

You could parse the comment to extract the email address and then send an email to the recipient through the automation rule.

That recipient would not receive any other notifications related to the issue, though, unless you create additional rules to send those. And if you intend to do that, then as part of the Work Item Created rule I would advise you to copy the extracted email to a separate custom field so that you don't have to keep finding the comment and extracting the email from it.

[Rik de Valk _Brainboss_]

Hi @Jean Neethling , 

And welcome to the community. The notifications should follow the Notification scheme for your Space. But Jira never sends out notifications about actions triggered by yourself. So just to rule this out: have you tested this together with a team member? 

Kind regards, Rik 

[Trudy Claspill]

@Rik de Valk _Brainboss_ 

But Jira never sends out notifications about actions triggered by yourself. 

That is not true. Jira does send those notifications.

However it is a personal Notifications Setting option to disable that.

[Rik de Valk _Brainboss_]

Thanks for pointing that out @Trudy Claspill . 

I would never want to receive notifications for what I've done myself 😄

And it is disabled by default. So to aid @Jean Neethling: just make sure you either enable the Notification setting Trudy pointed to above, or have someone else test the form submit. 

Cheers, Rik 

[Jean Neethling]

Heya, 

Yes I have tried with this setting turned on, sadly no luck.
When I assign the request to myself I get a notification mail, but no mail when I am the one using the form to create an request.

And this issue was brought to me by someone else, so multiple people already tested that step.

And thank you for the help

!! I need to add, I might have been a little hasty on my reply. I have made a few other changes and the notification change worked. We do still have an issue though, cause the form that needs to be filled out, won't necessarily be filled out by members of our company and might be send to someone to fill out. So they will not receive a notification, because they will not be able to change that setting.

Any further help would be appreciated 

[Jean Neethling]

Thanks again