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How to access a form field within automation

Tom Groehlich September 21, 2022

Hi folks,

Following Scenario:

We created a form, which is used by HR when a new employee starts. Everytime the form is submitted, an automation rule should start which sends an Email with some of the form filed contents within the Email.

I struck in accessing the form Fields as Smart Values in the automation.

Anyone an example, who to do it ?

Or do i have to link Form fields with Jira Fields to access the contents of the Form ?

Any help appreciated

Thanx in advance

3 answers

3 accepted

3 votes
Answer accepted
Joseph Chung Yin
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September 21, 2022

@Tom Groehlich -

Unfortunately, one cannot pull information directly from FORM's element in the CLOUD env at this time unless the element is mapped to Jira/JSM issue's field.  Therefore, you cannot use automation configuration without the above setup is done.

It is my understanding that Atlassian is currently working on making REST APIs to pull FORM element for the CLOUD env  (Currently, REST APIs for FORMs are only available for the server env).  I would recommend that you can follow-up with Atlassian Support to get update on their effort of the process.

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Infrastructure Applications Team

Viasat Inc.

Tom Groehlich September 21, 2022

Hi,

Thats what I thought ..

Thanx for your information !

Greetings Tom

Sue Lund
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November 4, 2022

@Joseph Chung Yin Do you happen to know if this feature is being worked on?  I haven't been able to find a ticket for it.

Joseph Chung Yin
Community Leader
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November 4, 2022

@Sue Lund -

From Atlassian Cloud Roadmap, it looks like sometime Q1-Q2 2023 -

https://www.atlassian.com/roadmap/cloud??status=future;comingSoon&search=forms&p=b61dce33-c0

Best, Joseph

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Sue Lund
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November 3, 2023

It looks like they moved it to Q1 - 2024.

2 votes
Answer accepted
Mikael Sandberg
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 21, 2022

Currently you have to link form questions to a Jira field in order to do it, since forms currently do not have a REST API. The API is scheduled to be released in Q1-Q2 2023 according to the public roadmap.

Tom Groehlich September 21, 2022

Thanx for your Input ! 

So I will link the fields ...

greetings

Tom

Stephan Hannach November 3, 2023
0 votes
Answer accepted
Patrick van der Rijst June 2, 2023

Since this is the top hit in Google, I would like to point out that in https://community.atlassian.com/t5/Jira-Service-Management/How-to-access-the-form-data-in-Jira-Automations/qaq-p/2050277 it is described how you can currently access the values via JSON.

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