How to access a form field within automation

[Tom Groehlich]

Hi folks,

Following Scenario:

We created a form, which is used by HR when a new employee starts. Everytime the form is submitted, an automation rule should start which sends an Email with some of the form filed contents within the Email.

I struck in accessing the form Fields as Smart Values in the automation.

Anyone an example, who to do it ?

Or do i have to link Form fields with Jira Fields to access the contents of the Form ?

Any help appreciated

Thanx in advance

[Joseph Chung Yin · Accepted solution]

@Tom Groehlich -

Unfortunately, one cannot pull information directly from FORM's element in the CLOUD env at this time unless the element is mapped to Jira/JSM issue's field.  Therefore, you cannot use automation configuration without the above setup is done.

It is my understanding that Atlassian is currently working on making REST APIs to pull FORM element for the CLOUD env  (Currently, REST APIs for FORMs are only available for the server env).  I would recommend that you can follow-up with Atlassian Support to get update on their effort of the process.

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Infrastructure Applications Team

Viasat Inc.

[Tom Groehlich]

Hi,

Thats what I thought ..

Thanx for your information !

Greetings Tom

[Sue Lund]

@Joseph Chung Yin Do you happen to know if this feature is being worked on?  I haven't been able to find a ticket for it.

[Joseph Chung Yin]

@Sue Lund -

From Atlassian Cloud Roadmap, it looks like sometime Q1-Q2 2023 -

https://www.atlassian.com/roadmap/cloud??status=future;comingSoon&search=forms&p=b61dce33-c0

Best, Joseph

[Sue Lund]

It looks like they moved it to Q1 - 2024.

[Mikael Sandberg · Accepted solution]

Currently you have to link form questions to a Jira field in order to do it, since forms currently do not have a REST API. The API is scheduled to be released in Q1-Q2 2023 according to the public roadmap.

[Tom Groehlich]

Thanx for your Input ! 

So I will link the fields ...

greetings

Tom

[Stephan Hannach]

Here the Forms API is: 

https://developer.atlassian.com/cloud/forms/rest/

[Patrick van der Rijst · Accepted solution]

Since this is the top hit in Google, I would like to point out that in https://community.atlassian.com/t5/Jira-Service-Management/How-to-access-the-form-data-in-Jira-Automations/qaq-p/2050277 it is described how you can currently access the values via JSON.

[Rune Rasmussen (Admin)]

This is still a top hit on Google.
It is now much easier to access form fields in Automation for Jira:
Access smart values for forms and form fields | Jira Service Management Cloud | Atlassian Support

[Mikael Sandberg]

It is now possible to access forms fields in automations using smart values. Have a look at this article, Access smart values for forms and form fields for more information on how to do it. 

[JZD]

Do we know now if this is working now or not. 
I am just in process to redesign our helpdesk and be now in the step to create request types for authorization groups which i need to let approve after issue creation.
So actually in the cloud i see only the possibility to create the groups i like to present in jsm assets and let choose then in a form via custom field. It will be very nice if this is possible directly via form without assets linking and custom fields.

[JZD]

Just found this here: Reading a Forms(Proforma) field value without the ... - Atlassian Community

but it looks very complicated to me :)