How to send an attached form outside of Jira

[Jessica Abreu]

I'm building an automation and need to be able to automatically download and send the attached form when a task is created. Is this possible? If so, how?

[Olha Yevdokymova_SaaSJet]

Hi @Jessica Abreu 
Native Jira automation doesn't have a built-in way to automatically download form attachments and send them externally. However, there are a couple of approaches you can take depending on your workflow needs.

You might consider is using Smart Forms (developed by my team) with the "create new work item" feature. You can configure the form to map all fields into the Description (or any field), and then trigger Jira Automation to send that mapped data via Slack or email immediately upon submission.

This works particularly well when you need:

• Structured form data shared externally
• Integration with Slack channels or email recipients outside Jira
• Repeatable intake-to-notification workflows

For example:

• Trigger: Issue created
• Action: Send email (or Send Slack message)
• Include {{issue.description}} in the message body
  
  

If you need to share a blanc form for external submissions 

1. Auto-attach submitted form: Smart Forms has an auto-attach functionality that automatically attaches the form to the issue when it's created. You can then use Jira Automation to share that form via email or Slack.

2. Send blank forms for new submissions: If you need to send a blank form (ready for someone else to fill out), Smart Forms integrates with Jira Automation to auto-share forms based on triggers. For example:

• When a task is created, automatically send a blank Smart Form to a specific person or team via email
• Useful for follow-up workflows (e.g., sending an onboarding checklist, feedback form, or approval form)

[Marc - Devoteam]

Hi @Jessica Abreu 

You could achieve this by providing a link in an email using automation.

You would need to make sure when a form is used, its also added as attachment, see the forms settings.

Use the old Send email action in the automation rule, make sure to add a delay action before the send email action, to make sure the attachment is added and use the from submitted as the trigger

Example how to set the encoding:{{#issue.attachment}}
{{#if(fileName.contains("<name-of -the-form-without-the date"))}}
<a href="{{content}}" target="_blank">Download the submitted form on the request.</a>
{{/}}
{{/issue.attachment}}

Its not an auto download, but a recipient has the option to do so.

[Aron Gombas _Midori_]

@Jessica Abreu Are we talking about Jira Service Management forms here?

Assuming that we are, then you can use the Better PDF Automation app to send automatic emails with work items exported to customizable PDF documents. Because the exporter support JSM forms, those will be in the PDF, as well!

Out of the box, the PDF will look like this, but you can custom tailor the PDF template:

See these:

• How to send an automatic email at issue created or other events
• How to export the JSM forms to PDF

I hope this helps.

(Discl. both apps are developed and supported by our team. The exporter app is paid if you have more than 10 users.)

[Jessica Abreu]

Very cool! Something like this is exactly what I was looking for. Thanks @Aron Gombas _Midori_ 

[Fabian Lim]

Hi @Jessica Abreu

Are you planning to send the attached form document through an email?

Regards,

Fabian

[Jessica Abreu]

Potentially, although preferably would like to be able to send through Slack. But if it's easier to do through email then that would work. 

[Deivid Araujo]

Jessica, 

Unfortunately, It's not possible to forward attachments using automation, other than copying them to another issue.

[Jessica Abreu]

That's too bad. Thanks @Deivid Araujo! I think I'm just gonna have to move the important form fields into the actual request.