Cannot get form to show in Automation 'Attach forms' dropdown

Question

I'm trying to create an automation where once a work item gets transitioned to 'Done', a form (already created) is surfaced for the user to fill out. I've created the form under the project and gave the relevant permissions 'Open'.

However, I can't get the form to show up in the Automation 'Then: Attach forms' dropdown. What can I check?

Trudy P Claspill · Answer

Thank you for that additional information @Ingrid Jin

What type of project does this concern? Get that information from the View All Projects page under the Projects menu. Find your project in the list and tell us what it says in the Type column.

What I want to determine is if it is a Company Managed or a Team Managed project.

If it is Company Managed then you can make a screen that has the fields you want to update, and then add that screen to the Workflow Transitions to go to the Done status. When that status is selected the screen will pop-up for the user the fill in.

https://support.atlassian.com/jira-cloud-administration/docs/map-a-screen-to-a-workflow-transition/

That feature is not currently available for Team Managed projects, and subsequently there is no native option to prompt the user to enter information during or after a status transition in such projects. The only alternative in that case is to use a Validator/Rule to check that the field is filled in before the transition is executed, which will then prevent the transition from being executed if he field is not filled in.

Ingrid Jin · Answer

hi @Trudy P Claspill yes that's what I'm looking to do. I'm trying to create an automation that surfaces a form once the user transitions a Work Item to the 'Done' status. What would be some alternatives you recommend?

The goal here is to prompt the Assigned user to populate a field on the ticket once they are done/completed the work.

Trudy P Claspill · Answer

Hello @Ingrid Jin

Welcome to the Atlassian community.

To be clear, you cannot use an Automation Rule to interact with a user. So when the Automation Rule executes it cannot make a form suddenly appear on the user's screen.

Is that what you are really trying to accomplish - popping up a form to the user when they transition the issue to Done?