Can I set up a form with an email field, then automate invite to that email?

Kyle Anders April 8, 2024

Setting up a demo for our company to justify the use of Jira Service management.

Our desired process:

  • Internal employee inputs new vendor data, e.g. email and name
  • The vendor gets the invite to the portal as an external user, and has to fill in a form.
  • Once the form is submitted, another internal employee reviews and fills in another form.

I've created the necessary forms and have set up an automation that attaches each new form after the previous one is submitted, but had no luck sending an email based on a form or custom field.

Currently using free version, with the prospect of upgrading in the future.

Does anyone have some suggestions for this?

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Rebekka Heilmann _viadee_
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
April 8, 2024

Hi @Kyle Anders and welcome to the Community,

the official invitation Email for JSM (And other products) is setup in the Site Administration. Also, a form in JSM can only be submitted from the portal. Therefore, the vendor will need access to the portal first, before filling out any form.

I would suggest the following:

  1. Create custom fields for Vendor Email and Name
  2. The internal employee opens a request where he fills in Email and name (doesn't have to be a Form, normal Request is enough). Important: If you use a form for that, link the fields to Jira fields, as Form fields itself cannot be accessed via Automation.
  3. Automation rule: On issue/request creation -> add vendor as Customer, send customized Email with Link to portal and instructions on password creation
  4. Let the vendor fill a request in the portal and do whatever else is required for your process (note: the customer/vendor will have full access to the portal as soon as the customer account is created.

As for the automation, try something like this:

Screenshot 2024-04-09 075219.png

You can access the issue fields with Smart Values. In my example, you need the Custom fields "E-Mail" and "Name", that will hold the vendor's info. 

Kyle Anders April 8, 2024

Thanks for the welcome and response Rebekka,

That's very helpful, I believe that will work. And thanks for the extra tip that they'll see everything in the portal. I'll ignore that issue for now as I just need the workflows setup and I believe it can be fixed if we upgrade to a paid release.

One thing about this solution, does the "Issue created" trigger apply to all issues? The description makes it seem like it triggers on any issue.

Rebekka Heilmann _viadee_
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
April 9, 2024

Yes, but you can filter with an If-Condition if you insert that as an extra step.

You could also use "Request created" in your case and then add the If-Condition.

Kyle Anders April 9, 2024

Thank you very much for your help.

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