4 New Form Automation Components for Jira Service Management

[#1]

Forms capture data. But forms don’t do the work of getting that data to the people who need it most.

We’re excited to announce that there are four new Automation components to help you take your Form game to another level:

Form Automation is available as a single Project Automation and is not a Global Automation.

Trigger: Form submitted
Condition: Forms attached
Action: Copy forms
Action: Attach forms

Check out the new form automation components

You can find these new Automation components in Jira Service Management by visiting Project Settings > Automation > Create rule.

What’s next?

The form automation components are now available to 100% of Jira Service Management customers.

We’ll be updating a bunch of forms use cases here on the Community to include more automation rules. In the meantime, watch the video above for an overview of the new automation components. Then start building your new rules!

What do you think? Share your feedback!

Questions? Leave us a comment below or join the conversation in the Forms Group.

[Ravi Sagar _Sparxsys_]

This is awesome. Will these components be available for free or standard Jira plans?

[Dave Mathijs]

This is great, nice to see forms getting more integrated into JSM.

[tommy]

Thanks, Peter! This is going to be a huge help for our team's adoption of forms.

[David Berclaz]

Looking forward to testing those new automations, thanks!
At the moment I cannot find them on my Standard and Free JSM plans.

[Hana Kučerová]

Thank you!

[Willy G]

These are great automations! Thanks!

One thing I noticed, is the documentation says we can copy to regular Jira projects. It doesn't appear that this is possible. (I only receive JSM projects as an option) We are on Cloud.

https://support.atlassian.com/jira-service-management-cloud/docs/copy-a-form-to-another-project/

[Natalya Ozhigova]

It's interesting. I'll keep it on my mind to apply it to some my projects. Many Thanks!

[John Funk]

Very nice!!

[Jelle Hutting]

Great, work! Very helpful. @Peter Preston , is a reopen form trigger on the backlog for form automations? I could really use that.

[Peter Preston]

Oops! I didn't check for comments on this post. My fault everyone. 

From the top:

@Ravi Sagar _Sparxsys_ the automation components are available in free and standard plans

@Willy G the new forms have not rolled out to Software or Work Management projects for all users yet. Forms are available to all JSM customers. If you have a need for forms in Software or Work Management projects you might be able to get forms turned on if you contact support (but you didn't hear that from me ;) 

@Jelle Hutting we have talked about changing form states using automation, so yes this is on the backlog. I can't say when it will be addressed, though. I'll add a link to your comment on the internal ticket

[Loran Hauserman]

Are there any workarounds ATM without automation? (or updates on release date?)

I have 10+ forms so that we can report internal issues (bugs, blockers, tech debt, production alerts, ect.)

I was hoping to use a single project, and use Automation to add a tag for which Form the issue originated from. I don't see anything tying issues to the originating Form? Seems like automation will solve this easily, but anything that can be configured in the mean time without creating a custom field that the users selects each time? (Not a fan of that solution as each of our forms are different)

[Peter Preston]

Hi @Loran Hauserman and welcome to the Community.

Not sure if this addresses the problem head on, but could you use the automation trigger "When: Forms submitted" and automation action "Edit issue fields" to add a label to the issue? 

[E7 Ana Galofre Smith]

@Peter Preston  Hi there! We have a great customer who build out a VERY complex use case using over 35 forms in JSW and automation using Proforma and Legacy Automation. Now, they have done the work to convert all to new, integrated "forms" but we cannot migrated the Legacy Automation rules to new automation as they are only available for JSM. It is a repeatable, enterprise process so we cannot ask/instruct the users to go to "..." the "Actions Menu" then type "add form" and select the correct form. It would be quite simple if we could use Automation for forms in JSW; any idea when that is coming? My client needs to do a demo to their VP and either has to rebuild everything in regular screens/field layout or tell them it's coming soon.

[Daniyal Anas]

I'm loving it so far!

Could use some help with passing a complete form from one project to another using automation for jira. The subsequent issues are created, but the form doesn't carry over from the source/trigger issue =/

QQ for the Community

I'm presently crafting an onboarding solution for my organization which includes HR/IT/Facilities - I'm hoping to use a single form that is to be submitted by the hiring manager as the single of source of truth distributed to the various other projects (HR, IT, FAC).

Envisioning the automation rule to function something like this (See below), but it for whatever reason isn't carry the Form from the trigger issue into the other distributed issues. Would love everyone's feedback! TYIA!

When: Forms submitted
Forms: HR Onboarding Form

Condition: Issue Type equals Onboarding Task | HR

Then: Create a new

...Issue in Project IT

For Most recently created issue

- Then: Copy forms

Forms: HR Onboarding Form

from

Trigger Issue

Thanks again!

DA

[Warren Selby]

@Peter Preston is there a way to automatically set the form to internal only? Either via automation, or when attaching the form to the issue / request type in JSM? Right now, when we create a new request from a Form, it's defaulting to External visibility. Is it possible to default this (or change it via Automation) to Internal, similar to the "Make Internal" button that our technicians have? 

[Brianna Burdett]

I know I've seen these options with forms in my automation rules options previously, however, I'm not finding them there today when I need them. Have they disappeared? 

[Gyrall Ganicz]

I also can't seem to find these (but were visible before), have these been removed? 

[Christian Schneider]

I need to be able to change the state of a form from Automation and/or as a post function within a workflow.

Use case: Customer uses form to create issue. After that, the form should not be editable - unless it is in a certain state -> the user did an error or should update the form.

[Tyler Kosaski]

I also cannot find these and assume they have been removed.

[Bernd Gurn]

Same for me - cannot find in the automation. Do i need to update to a certain version? Could it be only for the Cloud-Version be available?

[Mark Edwards]

The Form automation is available as a Project Automation and is not a Global automation. I have updated the page to clarify that. 

[Rachana Kandlagunta]

Hi - Is it possible to automate checkboxes and dropdowns inside a form?

[Leslie H]

I like the attach form but when I have activated this in my project I have 2 copies of the form showing on the issue view.  Its built to required the form completed before the request can be closed.  How can I remove this duplication of the form?