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Automation and Form: Person Field not visible


I have a project for onboarding new employees, within this project, I am using a Jira project form to collect the data, and then in with automation, I have tasks being created on this board and on another, along with fields being set and a Google spreadsheet row being created.

Within the form, I have the "Employee" task selected which has person fields.

I have person fields for;

  • Hiring Lead
  • Accounts
  • Ops
  • Head of PM
  • Resourcing
  • Director

This is so the person with the role within our organisation can be assigned to the specific tasks for the new employees onboarding process.

These form fields are not visible so I cannot assign them at the form level.

And then in the automation process, where the task has the "Choose fields to set..." I cannot find the people fields in the dropdown.

Q1. Is there a way to add these fields to the form?

Q2. Is there a way to use them in automation?

Ideally I would use the people values to assign (setting the assignee field) the tasks that get created in automation to the individual user, based on the task and who has to complete it, i.e. Hiring Lead would become the assignee for the Hiring Lead task.

Any help is appreciated.

PS. I will be unable to responded for the next week.

1 answer

1 vote
Marc Koppelaar
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Oct 20, 2023

Hi @Anthony Thorne 

on you questions both answers are yes.

What you will need to do to use the values further in Jira and in Automation. The values filled out in the form need to be stored in Jira fields.

So to be able to use the values, you will need custom fields (create the type of fields you will need).

Then on your form, on each field set on the form there is a link Jira field option this needs to be set to the required Jira custom field you created.

See also here

You can use only 1 custom or existing Jira field on a form option and the field can be used only one time


Screenshot 2023-10-20 at 10.04.33.png

Hi Marc,

Sorry for the late reply I have been on leave.

Thanks for the assistance here. The process I have done is as follows.

I've created some "People" fields and added them to the "Employee" Issue type, see screenshot below.

New Employee Onboarding - Assignee Fields - Screenshot 2023-11-02 161047.png

Then over on the form, the fields are not visible, shouldn't they be on the right hand side for use? Is this a permission issue for myself perhaps? see below screenshots.

New Employee Onboarding - Form - Screenshot 2023-11-02 162057.png

Above shows that I am using the "Employee" Task type to use its fields.

New Employee Onboarding - Form Fields - Screenshot 2023-11-02 161510.png

Here you can see there are a number of custom fields but the "people" fields do not show. They had labels that contained the word "Assignee".

And then below, is a picture of the automation process, and in particular the "Employee" task type, where I copy the values from the form to this task type, and I hope to apply the Person Assignee fields to the follow up tasks it creates.

New Employee Onboarding - Automation Fields - Screenshot 2023-11-02 162005.png

Currently all other field types are working, on the Employee task, the form and the automation, including pushing to a new row in a googlesheet which uses the custom field ids.


Thanks for any assistance you can give. 

Marc Koppelaar
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Rising Stars are recognized for providing high-quality answers to other users. Rising Stars receive a certificate of achievement and are on the path to becoming Community Leaders.
Nov 02, 2023

Hi  @Anthony Thorne 

After some digging, you seem to be running in to different problems related to Team Managed project in Jira Cloud

This in relation to people fields in automation (2) and forms (1)

  1. What you see looks to be a bug/limitation in the Form in a team-managed project that it cannot display people fields in the form. It looks like this can be related to this issue: JWMCLOUD-192  
  2. Relating Custom fields: All People custom fields in team-managed projects currently aren’t supported by Jira Cloud automation. This means that your automation rules won’t be able to access values or set values in any People fields.

The only current solution I can give you is to use a Company Managed project setup.

Thanks for your assistance, I will look into the "Company Managed project setup", otherwise I will have to use select and get the user to manually assign the assignee's .

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