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Receive an email notification every time a collaborator creates/sends an idea through a form

Adriana Domínguez Eguiarte

Hi there!

I was wondering how to create an email notification for the case in which a new idea is sent by a collaborator to a project in Jira Product Discovery by means of a form.

I have tried to do this by means of an automation, but haven't found a solution.

Does anybody know how I can solve the use case?

Thanks a lot!

Accepted answers

Paolo Pastorino

This is how I solved it

Tere Pile

@Adriana Domínguez Eguiarte just type in your email address, you don't have to use one of the predetermined options.

All comments

Karina Caverly

+1 also interested in this.

@Adriana Domínguez Eguiarte could you also provide a high level summary of the form set up?

Paolo Pastorino

This is how I solved it

Tere Pile

Adding, we have ours set up to email person A if X is present and B if Y is present, etc, and if key field is missing - it goes to admin. Some have an email to 'teams' channel, some email a person or persons.

yes I know I can make 'all fields' mandatory - there's a reason we haven't activated this in the form yet LOL

Adriana Domínguez Eguiarte

So, the case would be this one:

I am Product Manager of a Product for which I have a project in Jira Product Discovery, where my role is a 'Creator'.

I have a form I have created in order to let stakeholders, with the role 'collaborator', send ideas about the Product Development, so that the Product Team can evaluate and give them a feedback.

I would like to receive an email, every time a stakeholder sends an idea trough a form, so that I am notified that a new idea is in the inbox, waiting to be evaluated.

I have been playing with the automation tool, but haven't found a solution.

See screenshot: the problem I find is that I cannot find the option in 'Then: Send email', to choose my name or a valid role (I am not an initiator nor Reporter or Assignee (these three options happen to be the automatically the roles that a person who creates an idea are assigned by Jira Product Discovery), nor approver (I didn't find information about this role) etc).

@Tanguy Crusson any idea on this? Thank you a lot!

Screenshot 2024-02-12 134629.png

Adriana Domínguez Eguiarte

Thank you @Paolo Pastorino, but I think the use case you're trying to solve is different to mine. I think what you're solving is the case of receiving and email with the basic info of an idea you just created.

Paolo Pastorino

@Adriana Domínguez Eguiarte if you need to receive a notification of an idea created by someone else you just need to add your email address instead of the tag "Initiator" (if I got your objective right)

Adriana Domínguez Eguiarte

Hello @Paolo Pastorino , that's the problem, I cannot choose my email in the 'Then Send email' Step.

' I cannot find the option in 'Then: Send email', to choose my name or a valid role (I am not an initiator nor Reporter or Assignee (these three options happen to be the automatically the roles that a person who creates an idea are assigned by Jira Product Discovery), nor approver (I didn't find information about this role) etc).'

Tere Pile

@Adriana Domínguez Eguiarte just type in your email address, you don't have to use one of the predetermined options.

Adriana Domínguez Eguiarte

I thought it was not working, as I typed the beginning of my email address and nothing was appearing as a search result. Now that I wrote the whole email address, the system accepts it, it works. Thanks!

Pablo Botas

This is interesting Adriana. How is this form created again? How do your collaborators access it? I know I am not helping you solve your problem, but I briefly looked at this recently and didn't find a quick solution (which it seems you have)