Keep Teams Aligned with Post-Form Submission Updates and Notifications

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Managing tasks and requests in Jira should feel simple and intuitive—not like an endless cycle of manual updates and missed notifications. That’s where after-submission actions in Smart Forms for Jira come in. These features let you guide users, automate task updates, and keep everyone informed. Here's how to use them and why they’re a must-have for your team.

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1. Show a Message After Form Submission

Why It’s Helpful

Imagine filling out a form and wondering, “Did it go through?” A clear message after submission gives users confidence and keeps them informed about what to expect next.

How to Set It Up

1. Open your form in Smart Forms for Jira.
2. Go to the Settings tab and find Message After Submission.
3. Write a custom message. For example:
   • “Thank you for your submission! We’ll get back to you within 2 business days.”
   • “Your request has been received. Next steps: Our IT team will reach out shortly.”
4. Save your changes.

Pro Tip

Use placeholders to make the message feel personal. You can refer to form elements via ${elementKey} in the message. 

Examples

• Customer Support: “Thanks for your feedback! Our team will respond within 24 hours.”
• HR Requests: “Your form has been submitted successfully. Check your email for further details.”

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2. Automatically Update Issue Status After Submission

Why It’s a Game-Changer

Automating status changes eliminates the need for manual updates, ensuring your team is always aligned on task progress. With automatic updates, your team knows exactly what stage each task is in, without lifting a finger.

How to Set It Up

1. Open your form settings and enable Change Status After Submission.
2. Select the target status. For example:
   • “In Progress” for tasks that are ready to be worked on.
   • “Awaiting Approval” for forms that need manager review.
3. Save the settings.

Pro Tip

Pair status changes with notifications (see below) so everyone knows what’s happening in real time.

Examples

• IT Requests: A hardware request form changes the issue status from “Open” to “Pending Approval” after submission.
• Bug Reports: A submitted bug report automatically moves to “Triaged.”

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3. Send Notifications to Keep Everyone in the Loop

Why It’s Important

Real-time notifications keep all stakeholders informed, improving responsiveness and collaboration.

How It Works

Smart Forms for Jira can send automated notifications to relevant users after a form is submitted. These notifications can be customized to include form details, links to the issue, or further instructions.

Steps to Set It Up

1. Go to the Setting Tab Smart Forms’ External share feature.
2. Configure the notification rules:
   • Choose the recipients 
3. You will also receive comment inside Jira issue when the form is submitted, bur this works only with forms that associated with issue(added to issue or when form submission creates new issue) 

Examples

• Onboarding Forms: Notify HR, IT, and the hiring manager when a new hire form is submitted.
• Customer Feedback: Alert the QA team when a bug report is logged.

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Maximizing After-Submission Actions

To make your workflows even more effective, try combining these features:

• Message After Submission: Reassure the user their request was received.
• Change Status After Submission: Automatically move the issue to the next stage.
• Send Notifications: Keep your team informed and ready to act.

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Why These Features Matter

• Clarity for Users: Users know their request was received and what happens next.
• Less Admin Work: Spend less time manually updating issues and more time solving problems.
• Stronger Team Coordination: Notifications and status updates ensure everyone is on the same page.

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Ready to Upgrade Your Jira Workflows?

With after-submission actions,  helps your team stay organized, responsive, and efficient. Whether you’re managing IT requests, HR onboarding, or customer feedback, these tools make sure nothing slips through the cracks.

➡️ Try Smart Forms for Jira today and experience how simple, actionable workflows can transform your team’s productivity.