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Adding Form Field Answers to Automation

Will Tubbert

We have Automation that generates an email notification when a specific Request Type is created. We have a custom Form in that ticket that has a freeform numerical reponse. Is there a way to map the answer from one of the fields into the email body?

So if we have a form field "Change:" and the user inputs: 5.5

The email notification can include something along the lines of:

The value for Change has been updated to {{5.5}}?

Just like how we'd map something like the Summary or Description (e.g. {{issue.description}})?

We're trying to communicate specific details of an issue to a number of stakeholders without having to necessarily add them all as Participants to the request.

Accepted answers

Joseph Chung Yin

@Will Tubbert -

Unfortunately, it is not possible to use smart value to pull from a FORM's only field. Last time I checked that Atlassian is still working on incorporating FORMs APIs into Jira/JSM APIs.

It is still on their roadmap targeting Q1/Q2 2023

At this time, your only alternative is for you to map the FORM's only field to an actual JSM issue's field (i.e. a custom field), then you can reference the custom field via smart value in your automation rules.

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Technology Applications Team

Viasat Inc.

All comments

Mikael Sandberg

Currently the only way to include data from a Form in an automation would be if you have linked the Form field to a Jira field. You could then access that field in the automation and check if it is a specific number, something like this:

Screenshot 2023-02-09 at 9.23.01 AM.png

Joseph Chung Yin

@Will Tubbert -

Unfortunately, it is not possible to use smart value to pull from a FORM's only field. Last time I checked that Atlassian is still working on incorporating FORMs APIs into Jira/JSM APIs.

It is still on their roadmap targeting Q1/Q2 2023

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Technology Applications Team

Viasat Inc.

Will Tubbert

Thank you for this potential solution.

As the number would be a freely entered field (think rate change or version number), it isn't something we can predict ahead of time. The idea would be to report what was entered, not if a specific value was entered.

Will Tubbert

Thank you! I will keep an eye out for updates on this.

Mikael Sandberg

In that case then use use {{issue.myField}} in the reporting. Note that you cannot trigger the automation on when the issue is created if you are using Forms and link fields to Jira fields. The data in Forms is not transferred to the Jira field until after the issue is created, so in order to get the data you have to trigger on field value change.

John Funk

Hi Will,

Take a look at this article - it might have what you are looking for. I am in the process of trying the same thing right now.

https://community.atlassian.com/t5/Jira-Service-Management-articles/Reading-a-Forms-ProForma-field-value-without-the-JSON-tab/ba-p/2097012

Will Tubbert

Thank you John.

I did see that, but had thought that ProForma was a separate app. This is the name of the system that drives the built-in Forms function?

John Funk

It is now integrated in Jira Cloud for JSM and is available without being a separate app. :-)

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