Using Form Selections to create Automations

Question

Good Morning fellow Atlassians,

We recently launched our helpdesk, and there have been requests for the forms we use to trigger the creation of subtasks/tasks.

As I understand, the form is attached to but not a part of the ticket; therefore, no smart values or JQL can capture the selections.

My example is a new hire employee
The New Hire form includes a ton of information about the new hire and the software, hardware, and physical needs at onboarding. Not every new hire gets the same access.  My team is asking if there is a way to see what was selected on the form by the reporter and have those selections trigger an automation that creates and assigns out the tickets by the group.

I have looked at Dynamic forms, but that does not seem to be doing what I need it to do as customers submit these forms via the portal. I have placed a screencap of it below.

Any thoughts?

Thanks
-M

Mikael Sandberg · Accepted Answer

Currently your only option is to link the question to a Jira field in order to be able to trigger an automation on it. Atlassian is working on an API for forms, so hopefully when that is released you could trigger the automation based on issue created and then use the API to get data from the form. Currently the API is scheduled for Q1-Q2 2023 based on the public roadmap.

Karyna Tyrnavska _SaaSJet · Accepted Answer

Hi, @Michele Bazzani !

You can use the Conditional Step feature from Business Process Manager add-on. You need to create a dynamic form using Form logic and add a Conditional step.

So, next time, when the assignee chose a certain option in the form, the system will start a new issue in another department or the same, up to you.

My team has developed Jira BPM to optimize and standardize recurring procedures, such as onboarding.

To find the best solution in your case, book a demo call with BPM product manager.