Forms Automation: Access form fields with smart values (smartvalues)

In case you have missed the announcement or have not being following the JAC ticket, this was shipped today. Personally I think this is huge. 

https://jira.atlassian.com/browse/JSDCLOUD-10697

And here is the Atlassian guidance documentation:

https://support.atlassian.com/jira-service-management-cloud/docs/access-smart-values-for-forms-and-form-fields/

Though it is listed under Jira Service Management, I believe it will apply to forms under Jira Business projects, too. But I need to test that out. 

One note is that I do not see the Forms Submitted trigger under the Global Automation path under Settings > System. But I do see it if I go to Automation under Project Settings (for both JSM projects and Jira Business projects (one that has an "Advanced Form" under it).

Speaking of testing it out, I have not actually tried it yet either. I wanted to help get the word out here first so others can join in, give it a try, and provide feedback in the Comments. 

Once I have tried it for myself, I will update this article with and example or two of a rule that uses them. I have one form for a client that has more than 25 date fields in it alone. While I have used some complicated processes/coding to avoid custom fields, most probably have not gone that route. 

I am very interested in your experiments and implementations. Maybe Atlassian can post up an example rule in the Automation Playground if not there already. 

Special thanks to @Sam Knight for shipping this. I am sure he would love your feedback, too!

 

 

7 comments

Tomislav Tobijas _Koios_
Solutions Partner
Solution Partners provide consulting, sales, and technical services on Atlassian products.
November 7, 2024

Indeed, this is huge! I'm forwarding it to my colleagues who work with forms more often than me.

Thanks for sharing @John Funk !

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Dam
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.
November 7, 2024

finally 🥳🥳🥳🥳🥳

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Evan Fishman - Rallybetter_com
Contributor
November 7, 2024

Oh this is nice. Finally. 💪🏻

 

Bill Sheboy
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November 7, 2024

Hi @John Funk 

I definitely recommend testing the smart values with forms in other project types before spreading the word too much ;^)

In the Atlassian team's community post announcing this, I recall specifically asking them if this applied to automation in other project types.  The responder said something to the effect of:

umm...this is for JSM.  If you would like to discuss your needs for other project types, here is a link to my calendar to set up a call...

Kind regards,
Bill

Iman Attia
Contributor
November 7, 2024

Much needed! Look forward to testing this out.

Matt Doar _Adaptavist_
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November 7, 2024

I'm watching and waiting!

Julian Governale
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November 14, 2024

Thanks, @John Funk for the post.  This is a nice addition to the functionality.  My biggest pet peeve was needing to capture the form fields into Jira fields so I could set these values in automation emails. 

The fewer custom fields needed, the better! 

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