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How to track which form an issue was created from

Dalhart Dobbs May 16, 2024

I have a project that utilizes several different forms to create the same issue type in my project, I am currently utilizing a field that only appears on a unique form to parse the issues out and use in automations. Is there any kind of metadata that is associated with an issue that can tell you which form it came from. Can I maybe customize the tag that is given to an issue based on the form (e.g. all form submissions get a "business-form" tag). 

I cannot create new fields and make them required for each form, because I do not want each field to appear on all the forms, I am aiming to have about 5 forms that create the same issue type, but all contain different fields.

This might not exist as a feature, but I want to potentially submit this as a feature request if there are no solutions!

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Joseph Chung Yin
Community Leader
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
May 16, 2024

@Dalhart Dobbs -

Welcome to the community.  I agreed with @Mikael Sandberg replies to your question.  One option you may want to use in your different FORMs' design, you can create an element in the FORM and hide it from user.  With the hidden element you can associate to an actual issue field and set a default value for the field.

With this type of setup, the field will be populated when issue is submitted by your users via the FORM.  Then you can search in the project UI to pull the issue based on the field's value.

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Technology Applications Team

Viasat Inc.

Dalhart Dobbs May 16, 2024

Hi @Joseph Chung Yin thanks for the response. So are you saying I should make a custom field and put them all in my field scheme and on the create issue screen for my issue type? I am unsure of how I would make a field and have it hidden for only some instances of the form as they are all pulling from the same field configuration scheme. I am unsure if my response is making sense, but the field will still exist even if it is not included on the form, so I don't know how you are describing that I can set different default values for different forms. Any guidance you have on how to implement your solution more specifically would be appreciated - thanks!

Joseph Chung Yin
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
May 17, 2024

@Dalhart Dobbs -

What I am trying to say is that in the each FORM design that you include the custom field and prepopulate it with a predefined value.  Therefore when users use the form to create their issues in the JWM project(s), then the issue after it is created will have your predefined value.  

Example -

FORM A - The field is populated with "Business A"

FORM B - The field is populated with "Business B"

etc...

This way you can use the same issue type for your FORMs to based on + provide the necessary category for issues coming from your different FORMs.

Hope this makes sense.

Best, Joseph

Dalhart Dobbs May 17, 2024

Oh! I am totally understanding now, so I would make multiple custom fields, one for each form, then each would only have 1 option that is the default value. Not a super clean solution, but it will have to do for now - thanks for the suggestion!

Joseph Chung Yin
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
May 17, 2024

@Dalhart Dobbs -

No - Just one custom field (single select option dropdown list data type) where you define the options for the field.  Then use this field and default the field value to your specific option for each of your FORMS setup.

Definitely not multiple custom fields - That is wrong...

Best, Joseph

1 vote
Mikael Sandberg
Community Leader
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
May 16, 2024

Hi @Dalhart Dobbs,

Welcome to Atlassian Community!

Are each form associated with its own request type or do you have multiple forms for a single request type? Or are you generating requests from the generic link for forms?

Dalhart Dobbs May 16, 2024

Thanks for the quick response @Mikael Sandberg

I am making numerous forms, that all create the same issue type. Creating issues within the Jira UI is not in the scope of my project, everyone at my company will just be submitting issues via forms, but each form will have different details that I want to show. I essentially have a branched workflow immediately following creation so that issues that came from certain forms are automatically routed to different statuses. This occurs automatically through some automations I have, but it would be cleaner if there was some way to identify which form an issue came from without relying on the fields.

 

A little more background, the only required field on my forms is summary because I need people to be able to submit incomplete issues, then an automation will notify them to complete the rest of the required details before transitioning, but if the form is complete, then it routes automatically. My project is working properly for the time being, but as it expands and I have more forms to pull from, the automations will get messy.

Dalhart Dobbs May 16, 2024

@Mikael Sandberg I am just now realizing that I may have accidentally submitted this as a service management issue, but it is a work management. Any advice you have would be greatly appreciated still!

Mikael Sandberg
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
May 16, 2024

Okay, I moved the question to the right product.

Unfortunately it is not possible in JWM to know which form that was used without having the user fill it out. Automation has a trigger for forms, but that only applies to forms in JSM, not Jira. The only sort of workaround would have an issue type for each form instead, and then have specific workflows for each issue type.

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