Add JSM portal forms to end user email

[Urmo]

Hi

End users are using JSM portal. Now i like to create with automation first email for reporter what include forms what user just submitted. Is it possible to do because https://support.atlassian.com/jira/kb/send-jsm-forms-information-with-automation/ i get only email but no forms data.

Automation right now does not create file to add into e-mail for end user.

Urmo

[Olha Yevdokymova_SaaSJet]

Hi @Urmo 

JSM automation doesn't directly attach the submitted portal form as a visual file or formatted attachment in the email. The automation can reference individual field values using smart values (like {{issue.customfield_12345}}), but it won't recreate the form layout itself or generate a PDF/attachment of the original submission.

What you can do natively:

You can construct an email body that displays the submitted form data in a structured way by mapping each form field to its corresponding smart value. For example:

Request Details:
- Summary: {{issue.summary}}
- Priority: {{issue.priority}}
- Description: {{issue.description}}

This works, but it requires manual setup and doesn't preserve the visual form structure.

Smart Forms for Jira (developed by my team) does support mapping all form fields into the Description field (or any other field) in a structured format when the form is submitted and creates or updates a Jira issue.

Here's how it works with Smart Forms:

1. Configure your Smart Form to map all submitted field values into the Description field using create new  work item feature.
2. The description will look like "Form element name: submitted data"
3. Set up a Jira Automation rule triggered by "Work item created" (or the relevant trigger for your workflow)
4. Add an action: Send email to the reporter (or any recipient)
5. In the email body, include:

   Hi {{issue.reporter.displayName}},

   Thanks for your submission. Here's what we received:

   {{issue.description}}

This way, when the Smart Form is submitted, all the form data gets mapped into the Description field, and your automation sends that formatted description back to the user in the confirmation email.

[Marc - Devoteam]

Hi @Urmo 

First of all in the form configuration you need to set the option on the form "Attach a PDF version of this form each time it‘s resubmitted" so that the form is added as an attachment on the ticket.

Then your rule trigger should be When: Forms Submitted

Add a delay in the rule, as adding the from can take some time ( I use a 30 sec delay)

Then do the send email action ( I use the old email action,. not the new one)

In the email content, you can set HTML like this:

{{#issue.attachment}}
{{#if(fileName.contains("<name-of-the-form>"))}}
<a href="{{content}}" target="_blank">Download the from.</a>
{{/}}
{{/issue.attachment}}

This as you can't add an attachment to an email, but you can provide a link to download the attachment.