Auto populate Risk Questionnaire form for a Standard Change Request

[Kristi]

We recently went live on JSM. One item that is a struggle for our Change Requests is that the users have to fill out the Risk Questionnaire form on every Standard Change.

Can I auto populate the form using an automation?

[Susan Waldrip · Accepted solution]

Hi @Kristi , Welcome to the Community!

Congrats on your new release of JSM, too, that's very exciting! I just want to understand your need, do you want to auto-populate the Risk Questionnaire form fields themselves if the change type is Standard, or do you want to automatically add the Risk Questionnaire to the issue so they don't have to add it themselves? If the data don't vary based on the questionnaire, you could create the form with the fields already completed and the Assignee could just open the form, add their name as the form reviewer and the date, and submit it. Would that work? Or did I misunderstand your need?

I'm curious, too, why you would want a risk questionnaire for pre-approved (Standard) changes, or does your team require that form for some reason?

[Kristi]

Hi @Susan Waldrip ,

I believe it was recommended by a 3rd party that we have a Risk Questionnaire on every change, regardless of the type. Right now we have an automation that is adding the form to every change.

We are using Canned Responses Pro for our standard change templates. Then there is an automation that supports each one using a web hook. I was hoping to do something in the automation to fill out the Risk Questionnaire for those standard change templates.

Definitely open to recommendations however for best practice. Maybe it would be better not to have an automation attach the form and the users only fill it out if it's not a Standard Change. The majority of our changes are pre-approved (Standard) Changes.

[Susan Waldrip]

I'm not sure what kind of audits and compliance requirements you might have in your organization, so perhaps having a risk form on every change will help with audits, but if it's a canned form that nobody looks at or signs off on then your org might actually get "dinged" on an audit because there's no risk owner or date for when it was determined to be low/no risk (again, a Standard change). You might find out from management or the 3rd party's report why it's needed because you're right, that's A LOT of time people will spend filling out a form if it's not actually required. All you'd need to do for an audit would be to document somewhere that Standard Changes do not require risk assessment or approval (if that's the case for your org).

Back to the technical question you asked about auto-populating form fields, I'm not sure how you'd populate form fields based on completed screen fields. However (and my apologies if you already know this ☺️), you can link form fields to Jira fields so that when you complete a form, it will auto-populate the linked screen fields. That's useful because you can't currently search or filter on a form field value unless it's linked to a Jira field. This approach does require you to open and complete the field in the form rather than on screen, though.

If this isn't what you need, hang on -- somebody else will probably provide the answer you need!

[Susan Waldrip]

Haa! All those words I wrote and didn't address your last point -- I think you're right, you could just use an automation rule to attach a risk questionnaire form to all change requests that are NOT a standard change. Using that approach would be more cost- and time-effective for your customers as well as be a best practice!