Use Field Key to grab a form checkbox value in Automations

[Jared Grywacheski]

Trying to create an automation that checks to see if a checkbox has been checked on a form. If so, then it spawns another separate ticket. 

Can this be done using Field Keys and a smart value condition in automations without having to create a custom field for that checkbox? 

ie, If checkbox value equals "yes" from "ABC Form" then perform action. 

[Harrison Ponce]

Hi @Jared Grywacheski , great question!

Atlassian actually announced in November 2024 that form fields are now available via smart values in JSM without needing custom fields tied to them.

We've used these a bunch since then, so I'm happy to help. They are a little tricky to figure out even reading through the announcement and the support docs, but here's essentially what you'll want to do.

1. Create an automation that uses the form submitted trigger and select your specific form.
2. Add an IF for comparing two smart values and structure your first value as {{forms.last.formfieldname.label}} where the "formfieldname" part you will replace with the Field Key you give that field in your form editor (last option on the field editor). Then sit it to equals (or other) and your desired second value to match.
   
   • Don't ask about why we need "last" in there - no clue lol. But the rest is more or less self-explanatory in the Jira automation world.

All in all, it would like something like the below. I've tested this on my end and it works. Of course for your case, you can create subtasks as the action.

On the form editor:

On the automation:

[Aaron Geister]

I did even see this and its super helpful for us that live in forms but didn't see this annoucement this will make life easier when we can't create a custom field. @Harrison Ponce Great share and work. 

[Aaron Geister]

@Jared Grywacheski

From my experience you need to have a Jira field linked to the Form field if these two functions are needed. 

• Automation is needed to happen from Form
• The Form needs to be reportable 

If you need to do either of those you would need a linked Jira field. The only other part of this that would work if the data from the field was being added via API which I believe needes to use the field keys data. 

I think you will need to create a Jira field for this situation. 

Hope this helps 

Aaron 

[Harrison Ponce]

Form fields are now available in automation as smart values without needing a linked Jira custom field.

• Announcement
• Support docs

[Aaron Pavez _ServiceRocket_]

Hi @Jared Grywacheski 

Yes, this is possible. 

1. Make sure you link the form field to a custom check box field. form fields cannot be used in automation.

2. the automation will run once the ticket has been created not when you select that field in the form.

3. the automation can be:

when value changes: checkbox

value added -> you will need to play with this. anytime you edit that checkbox a ne issue will be created.  you can use this to check if a certain value is selected

https://community.atlassian.com/t5/Jira-questions/Automatically-creating-Subtasks-from-a-Checkboxes-field/qaq-p/2515668

all issue operations

then create new issue

select project and issue type

Regards