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How to execute a Jira rule based on form outputs

Liam Maloney

I'm looking to enhance our engagement process (which is currently completed via Jira forms). We currently have qualifying questions in our form, such as 'Is there a material impact to risk and controls?' and so on.

I'd like to run a rule that when the user selects 'no' to those questions within our form, the ticket is automatically moved to Done in Jira and a comment is left.

I've been playing around with the automation feature and cant seem to get it to work. Any suggestions??

Accepted answers

arielei

Hello @Liam Maloney

First you'll need to connect the "is there a material impact to risk and controls" to an actual custom field in Jira.
You can create a custom field with select option of "Yes" or "No".

You can also hide it in the layout of the work-item if you dont want people to see it.

Then, you can create an automation based on that field value.

Dirk Ronsmans

Hi @Liam Maloney ,

Edit: depending on the product @arielei 's response could be correct,

However they actually added the ability to use Form fields in Automation rules through smartvalues.

https://support.atlassian.com/jira-service-management-cloud/docs/access-smart-values-for-forms-and-form-fields/

The idea is that you first add a "field key" on the Form field (all the way in the bottom of the field configuration on the Form).

Then you can have a rule that triggers on "Form submitted" and perform a smartvalue validation for that fieldkey

It would look something like:

{{forms.last.[yourfieldkeysmartvalue]}}

Olha Yevdokymova_SaaSJet

Hi @Liam Maloney ,

Great use case! The key to making this work smoothly is leveraging form field mapping to Jira issue fields, which then enables reliable automation rules.

The Challenge with Direct Form Automation: Jira Automation has limited direct access to form submission data, which is why you're struggling to get rules to trigger based on form outputs.

Recommended Solution - Field Mapping Approach:

Step 1: Map Form Fields to Jira Fields

Create custom fields in your project for your qualifying questions (e.g., "Material Risk Impact" as a Yes/No field)
Configure your form to map form responses to these Jira issue fields upon submission
This creates reliable, queryable data that automation can easily access

Step 2: Create Automation Rules Based on Field Values Once form responses are mapped to issue fields, you can create straightforward automation:

<span>WHEN: Field value changed
</span><span>IF: "Material Risk Impact" = "No" 
</span><span>AND: "Other Qualifying Field" = "No"
</span><span>THEN: 
</span><span>- Transition issue to "Done"
</span><span>- Add comment: "Automatically closed - no material impact identified"</span>

If you want more advanced form-to-automation capabilities in Jira Software project, consider Smart Forms for Jira which offers:

✅ Automatic field mapping - form responses instantly populate Jira fields
✅ Built-in status transitions - automatically change issue status after form submissions
✅ Conditional logic - hide/show form sections based on previous answers
✅ Multiple automation triggers - more reliable integration with Jira Automation
✅ Custom submission messages - provide immediate feedback to users

Would you like help setting up the field mapping approach, or do you have questions about the automation rule structure?

All comments

arielei

Hello @Liam Maloney

Then, you can create an automation based on that field value.

Dirk Ronsmans

Hi @Liam Maloney ,

Edit: depending on the product @arielei 's response could be correct,

However they actually added the ability to use Form fields in Automation rules through smartvalues.

https://support.atlassian.com/jira-service-management-cloud/docs/access-smart-values-for-forms-and-form-fields/

The idea is that you first add a "field key" on the Form field (all the way in the bottom of the field configuration on the Form).

Then you can have a rule that triggers on "Form submitted" and perform a smartvalue validation for that fieldkey

It would look something like:

{{forms.last.[yourfieldkeysmartvalue]}}

Marc -Devoteam-

Hi @Liam Maloney

Welcome to the community.

Are you using forms on a Jira project or a JSM project

If it's Jira forms, then @arielei is correct, but if it's JSM project the solution from @Dirk Ronsmans is your way to go.

Darryl Lee

Huh.

I was ready to agree with you @Marc -Devoteam- but now that I'm looking at the "latest" Forms, I don't think that's quite right, and I believe there's at least two possibilities. (Oy.)

I think that @arielei is describing a function of JSM (ProForma, also available as Advanced Forms on some instances): mapping Form-only fields to "Real" Custom Fields.

Forms for non-JSM Projects don't allow for Form-only fields

Looking at Forms in Company-Managed and Team-Managed Software projects, you'll see that in the Company-Managed form, you cannot drag any fields that do not already exist. (This is my test site, where I name my fields what they do, hence Number Field and Paragraph Field, etc.)

Over on the Team-Managed side, you'll note there is a [+ Create new field] button. This actually creates a new field in the project.

These Forms are not attached as separate entities to the issues. They are basically a new way to let users create issues. It's an end-run around the problem of "Our users say there's too many fields on the create screen" issue.

So if @Liam Maloney is using one of these new Forms, then he merely needs to have his Automation trigger off of "Issue Created" and then check the values of 'Is there a material impact to risk and controls?' and other fields.

@John Funk can you confirm that Forms in JWM also work like the Team-Managed example above? That is: adding fields to a Form also add them to the Project? And creating a ticket via a Form does NOT result in an attached form of any kind? That's what I'm seeing in my test JWM project, but wanted to confirm. Have Forms in JWM always behaved this way?

John Funk

@Darryl Lee - For what I call built-in forms for things like the simple Request Type form in JSM, JWM forms, and Jira Software forms, the field must exist first before you can add it to the Form.

The other type is what I call Advanced Forms or the old ProForma forms. Form only fields in these forms can be used the way @Dirk Ronsmans describes.

But there is a catch - there are sneaky ways to to add Advanced Forms to Jira Software and Jira Business (JWM) projects. So it really depends on the type of project and form.

@Liam Maloney - Welcome to the Atlassian Community!

What type of project have you created? JSM? Software? Business?

Also, please share the rule that you have so far and where it is not working for you.

Olha Yevdokymova_SaaSJet

Hi @Liam Maloney ,

Great use case! The key to making this work smoothly is leveraging form field mapping to Jira issue fields, which then enables reliable automation rules.

The Challenge with Direct Form Automation: Jira Automation has limited direct access to form submission data, which is why you're struggling to get rules to trigger based on form outputs.

Recommended Solution - Field Mapping Approach:

Step 1: Map Form Fields to Jira Fields

Create custom fields in your project for your qualifying questions (e.g., "Material Risk Impact" as a Yes/No field)
Configure your form to map form responses to these Jira issue fields upon submission
This creates reliable, queryable data that automation can easily access

Step 2: Create Automation Rules Based on Field Values Once form responses are mapped to issue fields, you can create straightforward automation:

<span>WHEN: Field value changed
</span><span>IF: "Material Risk Impact" = "No" 
</span><span>AND: "Other Qualifying Field" = "No"
</span><span>THEN: 
</span><span>- Transition issue to "Done"
</span><span>- Add comment: "Automatically closed - no material impact identified"</span>

If you want more advanced form-to-automation capabilities in Jira Software project, consider Smart Forms for Jira which offers:

Would you like help setting up the field mapping approach, or do you have questions about the automation rule structure?

Liam Maloney

Thanks @Olha Yevdokymova_SaaSJet this is a great guide! Unfortunately my project is a company one and I don't have access to create a custom field but am looking into it. I think this would be a great solution.

teh.kt

Is there no indicator for Forms submitted VS Jira board created User stories? I need something more generic that if US are created in the board the will automatically tagged to this person cause the form will be shared to the customers