Raising an issue automatically via email with responses from Microsoft form

Question

Hello,

I'm trying to automate issues creation in a board through request received via email. The requests are raised via a Microsoft form & with power automate I have set up the responses of the form to be delivered to a team monitored email address. I'm trying to understand once responses are received with an email how I can use this email to automatically raise an issue to the team board to manage work load & requests.

Any help will be much appreciated :)

Dina Nikandrou · Answer

Thanks Olha for your response but i can't consider a paid solution at this time.

Darryl Lee · Answer

Hi Dina - apologies - it's been a while since I've set this up, so I was a bit confused.

In Jira Service Management there are built-in project mailboxes. If by chance you are on JSM, this makes things very easy: How do customers send requests by email?

But since this is in the Jira forum, then you're probably dealing with Jira Software.

So, in answer to your question, YES you could have the form emails go directly to a specific mailbox that is "polled" by Jira for new messages.

Let's break down how this works (ideally):

* Cloud Jira has a Default Cloud Mail Server (jira@YOURHOST.atlassian.net)* By default this is set up to catch emails when people reply to Jira notifications. Those emails will get added as comments to issues.

For your specific case you'd want need to set up a DIFFERENT Mail Server (hosted on your company's Exchange, Gmail, etc.) that when it receives emails, new issues get created.

You do have to take all the steps you mentioned:

* Add incoming mail server* Basically this is working with your IT team to set up a connection from Jira to the mail server (e.g. Exchange, Google, etc.) via Oauth AND
* Your IT team will need to set up a new account/mailbox JUST for creating tickets for your project AND
* You'll need to get the login details for the new account so you can set that up in Jira.

* Configure a mail handler* This is where you would "map" this account to your specific project, so that when new emails are found, Jira automatically creates issues from them.

This is somewhat complicated, but the process has been around a long time:

* Create work items and comments from email

If you connect with your IT team they should be able to understand most of the details there.

P.S. If your IT team refuses to work with you to get connected with your mail server or create a mailbox for this purpose, there is a workaround:

* Configure a Catch Email Address in Jira to Filter Incoming Emails

Basically you would add a Handler to create new issues in your project if they are "originally" sent to PROJECTFORM@YOURCOMPANY.COM.

You'd then need to set up a forwarding rule for your team email address that sends it on to the Default Cloud Mail Server address (jira@YOURHOST.atlassian.net).

Olha Yevdokymova_SaaSJet · Answer

Hi @Dina Nikandrou  👋

You’re definitely on the right path using Microsoft Forms + Power Automate, but parsing email content into Jira issues can get tricky — especially when trying to map specific answers into Jira fields reliably.

If you're open to another approach, I’d recommend checking out Smart Forms for Jira as a much cleaner and more structured option.

Here’s how it works:

You recreate your Microsoft Form using Smart Forms for Jira

Then, you can embed the form directly in your email (via an inline iframe element) or simply add a link to the form in the body of the email

When someone clicks and submits, Smart Forms can automatically create a Jira issue in your board — and you can map form fields directly to issue fields (like summary, priority, description, even custom fields)

You can also trigger workflows like assigning issues or setting status based on form selections

This avoids the need to extract form data from incoming emails, gives your team more control, and results in much cleaner issue creation.

Let me know if you’d like a walkthrough or a sample embedded form link — happy to help! 🚀