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Copy a Form to the same project and for different projects using Automation and API

Bruno Altenhofen

As an extra option of workaround to the feature request "Include Forms when cloning an issue", this guide is designed to assist users in using the Forms API to automatically duplicate a form between issues.

Steps to Follow:

Set Up an Automation Rule:
- Create an API token for the web request process. This requires encoding your credentials and API token with base64. For detailed steps, refer to the documentation:
  - Automation for Jira - Send web request using Jira REST API
- Use the REST API feature "Copy forms" in a POST request. Example:
  - Copy a form during an issue status transition to a linked issue:
    
    The request method will be POST:
```
POST https://api.atlassian.com/jira/forms/cloud/{cloudId}/issue/{sourceIssueIdOrKey}/form/copy/{targetIssueIdOrKey}
```
    - Use your Cloud ID (not Org ID). Find it in the URL when accessing your Atlassian admin page, e.g., https://<instance>.atlassian.net/admin/jira-service-desk/portal-only-customers.
    
    - Use the issue ID or Key dynamically with smart values like {{issue.id}} or {{issue.key}}.
    
    - To retrieve the formId, you can use smart values. Begin by accessing the formTemplateID with {{issue.forms}}. Once you have the formTemplateID, such as "cf638d8b-0498-4b80-8fb1-f547dc769421", use {{issue.forms.cf638d8b-0498-4b80-8fb1-f547dc769421}} to obtain the formId.
    
    - Add the formId dynamically with:
```
{{issue.forms.formTemplateID}}
```
    - Specify the targetIssueIdOrKey for the issue you want to copy to. Use the following smart value to get the linked issue's ID:
```
{{issue.issuelinks.inwardIssue.key}}
```
    - Your automation rule setup should resemble the image below:

Note: By enabling "Delay execution of...", you ensure the rule waits for the web request to complete before proceeding with further actions, which is vital when the request outcome affects subsequent automation steps.

Watch the process in action in the video below:

https://www.youtube.com/watch?v=wCABUsCmEZc

For Different Projects: The process is similar, with a few additional details:

Ensure your automation rule has a global scope that includes all projects involved (where forms will be copied and sent).
Optional: Implement a filter to identify the linked issue containing the form to be copied, which may vary based on your use case. For example, an IF condition to check if "issues blocked by" was used.

Watch the cross-project process in the video below:

https://www.youtube.com/watch?v=CjdyPQcpYZ4

Comments

Ralph Gerald Varon

Is there a smart value

if multiple forms are attached, it will return multiple uuid as well. how can we get the UUID of a specific attached form?

Mogens Hald Kristensen

The target issue id smartvalue should be {{issue.issuelinks.outwardIssue}}

Bruno Altenhofen

Hello @Ralph Gerald Varon

Allow me to share with you this article that explains how to manipulate multiple forms separately:

Automatically update Form fields answers and manipulate more than one form on an issue

Thanks!

Mauricio Heberle_x42e0d

It works for multiple projects, Ive just tested here. Thanks!

Bruno Altenhofen

Hi @Mauricio Heberle

Thanks for the feedback!

Yes!!! I've updated this info in the article!!

Cheers!!

Mauricio Heberle_x42e0d

@Bruno Altenhofen You're welcome! If this could be added to the component "Add Form", would be great. Also, I noticed that for some automations, it is necessary to refetch issue data before sending the web request.

Jimmy Karlsson

Hi,

Is there any way to copy all of the forms from one issue to another? I´m getting this to work the way you have set it up, and when I have several forms the smart value {{issue.properties."proforma.forms".forms.uuid}} returns all the id's as this;

5b44c132-802b-48b0-a5cb-60b864360d37, 226dac84-d5d5-4355-8080-1f4cc550148c, 2d4b93e8-112a-4faf-98f8-abe9c11ee329

This does not work in the "Custom data" field tho, I´m getting this error:

{"errors":[{"status":400,"code":"BAD_REQUEST","title":"There was an issue with your request","detail":"1 error found in JSON: (1) /ids(0) should be a UUID"}]}

Nia Yanes Barreto

Would this solution only work with ProForma forms? If so, is there a workaround for Jira built-in forms?

Mauricio Heberle_x42e0d

@Nia Yanes Barreto Its for forms created in "Forms" module within Jira Service Management projects.

Lukasz_49ow55

Hello @Bruno Altenhofen

Is it possible to use this workaround to copy a form from one project to another project when both of them are Team-managed (next-gen) projects? In that case, are there any special steps to follow?

Thanks for your response!

Fye_gqdepd

The POST method endpoint in the workaround contains a duplicate "jira" string. It should only be one as documented in the GET Forms REST API doco e.g.:

https://api.atlassian.com/jira/forms/cloud/{cloudId}/issue/{sourceIssueIdOrKey}/form/copy/{targetIssueIdOrKey}

@Bruno Altenhofen Can you correct the endpoint URL, please?

Bruno Altenhofen

Hey guys!

@Lukasz - Yes, you can certainly utilize this approach in a Team-managed (next-gen) project. Additionally, you have the flexibility to copy forms between the Team and Company-managed projects as well.

@Fye - Updated! Thanks!!

Maciej Warowny_1tlx5p

Hello team!

@Bruno Altenhofen the proper Custom data body should look like this:

{
"UUID": [
"{{issue.forms.<form_id>}}"
]
}

We need to use UUID instead ids in the body.

Last thing, if you have problems getting form id you can just log this value using Log action with {{issue.forms}} in Automation rule on the issue having proper form attached

Best,
M.

Bruno Altenhofen

Hello @Maciej Warowny

Thank you for sharing that information with us!

I've gone ahead and updated the article regarding the {{issue.forms}} property to include this detail.

Regarding the use of UUIDs, you can indeed use both UUIDs and IDs in the Custom data body. I opted for "ids" in the documentation because the terminology in the form properties was updated from "UUID" to "id" (formTemplateID). You can find more details about this in the article here:

Using Forms Smart Values

Best regards,

Josh Drake_b04nnb

Hi Bruno,

I am running into an issue in which I believe OAuth 2.0 to be the cause. How did you configure the API app for this web request? (this is my first time utilizing either feature)

Thanks in advance,

Niles Wimber_3e5gm4

Hello @Bruno Altenhofen,

For rules that aren't being triggered by the form being submitted, it looks like {{issue.forms.formTemplateID}} won't populate. I've gotten it to work using the suggestion here to use {{issue.properties."proforma.forms".forms.uuid}} instead. Are there any plans to update formTemplateID to work with other trigger types?

Peter Miklian_wsipmy

Hi Bruno,

Thank you for this great guide. Is there any chance you could attach the exported automation as a JSON file to the article? That way, contributors could import it directly and wouldn’t need to recreate it from scratch in their own environments. Thanks.

Koen Bruggeman

the cause of why it didnt work for me was the wrong cloud ID

this guy helped me figuring it out! give him some love!

https://community.atlassian.com/forums/Jira-questions/unable-to-publish-the-web-request-received-http-status-response/qaa-p/3231941#M1178640

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