How do I see who submitted what form and when?

[Nathan Winspear]

Hello all,

I've been at this for a while now and I can't quite figure out how to do what I want to do (or for that matter, if it's even possible)

We are using a JWM project to perform a basic access review when certain actions happen. To do this we are adding 5 - 10 forms (specifically Advanced Forms) to a Jira issue when said action occurs and then various responsible people go and complete those forms.

Strangely none of these form submissions (or saves) for that matter are stored in the ticket history, additionally when I use the API to try and garner some information there is nothing relevant there either.

The best I've managed so far is that when a form is submitted it will comment that "User X submitted a form" which is almost useless as a simple audit trail of what happened.

I'm reaching out to the community in hopes you know something that I don't 😅

If this is a duplicate of a question I couldn't find, let me know and I'll close it!

Thanks in advance

-N 

[Nathan Winspear · Accepted solution]

Hey @Steven Schroeder!

I wasn't able to solve this problem at the time. However about a month later I saw this post which referenced this ticket and this documentation about some form values being accessible in Jira Automation.

I played around with this for a little while but wasn't able to access the forms name - strange that they didn't expose the name of the form in this release! Nevertheless, I was able to access the form ID using {{ forms.last }} which enabled me to use the Web Request action and the Jira Forms API (specifically Get Form) to access the forms details, including its name.

If the web request returned a SUCCESS response, I could access the forms name using the following {{ webResponse.body.design.settings.name }}. If not I just have it creating an IT ticket so I can investigate.

Along with logging actions to the audit log, my final automation is as below:

Note 1: If anyone is able to find a better way to access the name, please let me know!

Note 2: I'm using Jira Cloud not Jira Data Center

Note 3: I have removed my cloud ID from the automation image, be sure to replace it if you're going to use it.

Hopefully this is helpful to someone!

Nathan

[Nathan Winspear]

Having dug further into this documentation I realised that there is probably an easier way to do this.

Inside of each form if you add a text field with the name of the form and specify a field key, e.g. "formName", then you can access that value when the form is submitted using {{ forms.last.formName }}.

This does mean you have to add this value to each form and keep it in sync with the actual form name but does work.

You can potentially hide it from the user by making it conditional on a field that no one sees.

Just an extra thought

[Olha Yevdokymova_SaaSJet]

Hello @Nathan Winspear 

In Jira Work Management (JWM), there is limited functionality to track specific form submissions with user details and timestamps. Natively, JWM does not provide detailed tracking for who submitted a form and when within each issue’s history or activity log.

You may want to try Smart Forms for Jira, which offers enhanced tracking and visibility options for form submissions within Jira.

Here’s how Smart Forms for Jira can help:

1. Detailed Submission History: With Smart Forms for Jira, you can view a submission history log directly within the issue. This allows you to see who submitted each form and when.

2. Submission Data in Comments: In addition to logging submissions, Smart Forms automatically adds a comment each time a form is submitted, including details on who submitted and timestamped information. This means you get more than just “User X submitted a form”—you can track each form submission with relevant submission data tied to the comment.

3. Centralized Review: When you’re managing multiple forms on a single issue, Smart Forms keeps each form’s history organized. This helps track submissions for individual forms, making it easy to see which forms are pending or completed and by whom.

4. Response Analytics: Smart Forms provides Response Analytics that allows you to view detailed submission data and export it in Exel or PDF including who submitted each form and the exact time.

[Steven Schroeder]

I am using Jira Service Management and have the same issue.

I'd like to know who and when the form was submitted and there does not appear to be any audit of it anywhere includng as the original poster mentioned the ticket history.

However, I don't even have or see the behaviour that 'when a form is submitted it will comment that "User X submitted a form"' - I am wondering how the original poster was able to get that comment.  Was it through the introduction of an automation rule?  I am hoping that @Nathan Winspear might provide some more details.

[Nathan Winspear]

Hey @Steven Schroeder!

I wasn't able to solve the issue at the time, however about a month later I found this post relating to this ticket and this documentation mentioning that Atlassian added the ability to access some form fields in Jira automation.

After some playing, I wasn't able to get the name of the form from these details - strange that they didn't expose the form name!  However, I was able to access the form ID of the last submitted form with `{{ forms.last }}` (which I couldn't before).

This enabled me to use the Web Request action and the Jira Forms API (specifically Get Form) to get the basic details about the form, including its name.  The variable that returns the name is {{ webResponse.body.design.settings.name }}

Along with logging any actions that I'm taking, here's what I landed on for the time being.

Note 1: If anyone is able to access the form name without using the form API please comment below, I'd prefer a solution that doesn't require external API calls!

Note 2: I am using Jira Cloud not Data Center.

Note 3: I have replaced my actual Cloud ID with <cloud_id>.

Hopefully that's helpful!

[Nathan Winspear]

Atlassian! Why did my reply just disappear from this page?

[Nathan Winspear]

Hey @Steven Schroeder

I wasn't able to solve this problem at the time. However about a month later I saw this post which referenced this ticket and this documentation about some form values being accessible in Jira Automation.

I played around with this for a little while but wasn't able to access the forms name - strange that they didn't expose the name of the form in this release!  Nevertheless, I was able to access the form ID using {{ forms.last }} which enabled me to use the Web Request action and the Jira Forms API (specifically Get Form) to access the forms details, including its name.

If the web request returned a SUCCESS response, I could access the forms name using the following {{ webResponse.body.design.settings.name }}. If not I just create an IT ticket for myself to investigate.

As is my approach, I made sure to log all actions to the audit log to make debugging easier and my final automation is as below:

Note 1: If anyone is able to find a better way to access the name, please let me know!

Note 2: I'm using Jira Cloud not Jira Data Center

Note 3: I have removed my cloud ID from the automation image, be sure to replace it if you're going to use it.

Hopefully this is helpful to someone!

Nathan

[Nathan Winspear]

Apologies @Steven Schroeder both of my replies have disappeared, possibly being marked as spam as this post suggests. I'll try post it as an answer instead

Posting as an answer seemed to work fine.