Automatically send email when a Form has been submitted in Jira Cloud

Summary

When a form attached to a work item is populated and submitted, the assignee is not notified. In this article, we configure a Jira automation rule to automatically send an email when a Form is submitted.

Please note, the process varies slightly depending on the type of Jira project you're working within.

Solution

For Jira Service Management projects

1. Navigate to your Project > Project settings > Automation

2. Create a new rule

3. Trigger: Forms submitted

   • If necessary, select a specific form > Save

4. New action: Send email

   • To: Assignee

   • Fill in a Subject and Content as you choose (you can include information added to the custom fields using smart values)

   • Recommended: Add the smart value {{issue.url}} to include the link to the newly created work item within the email

5. Select Save

6. Give your rule a name and Turn it on

For Jira Software projects

Prerequisite: You must know the numerical ID of your form for this rule to work. The form ID is found at the end of the URL when visiting your form. For example:

• https://<your_site>.atlassian.net/jira/software/c/projects/TEST/form/<FORM_ID>

1. Navigate to either Global Automation, or to your Project > Project settings > Automation

2. Create a new rule

3. Trigger: Work item created

4. New action: Re-fetch work item data

5. Condition: JQL condition

   • JQL: labels in ("form-<FORM_ID>")

   • For example, if your form ID was 123, the JQL should be: labels in ("form-123")

6. New action: Send email

   • You can select whether this mail goes to the Assignee, Reporter, or any other relevant user for this Form's use

   • Fill in the Subject and Content as you choose (you can include information added to the custom fields using smart values)

   • Recommended: Add the smart value {{issue.url}} to include the link to the newly created work item within the email

7. Select Save

8. Give your rule a name and Turn it on