Automation - insert form based on request type

[Sam Fowler]

I want to insert an off-boarding form when an off-boarding request is submitted. I cannot figure out in automation what action to use.

Thanks,

Sam

[Simon H · Accepted solution]

@Sam Fowler we are working at the moment on implementing automation to add forms via Automation for Jira. We hope to have this work done in March or April this year.

This will allow you to add a form after the request is created.

[Ed Parker]

That's good to hear.  That will massively help our bug triage process!

Is it possible to set up workflow validators so that a form has to be attached before the workflow can progress?

[Simon H]

UPDATE: Forms integration with Automation shipped!

Good news everyone, the first set of automation actions/triggers has now shipped and will be available in your JSM cloud instance.

[Simon H]

@Ed Parker today we are in the process of shipping two workflow validators that allows you to check whether:

1. Form are attached; and
2. The forms are submitted.

However to make sure a specific form is attached and or submitted I would use a combination of the first validation and the Automation IF condition. So the rule would work as follows:

1. Trigger: Status change
2. IF/Else: The specific form is attached (and submitted)
3. Else: Action: revert the status change

This is not a perfect solution as it does not prevent the transition; however it does ensure that the correct form is both attached and submitted.

[Anna Arczynska]

Was this added? I cannot find such automation on my JIRA Cloud.

[Julia Shcherbyna _SaaSJet_]

Hi @Sam Fowler ! For the offboarding process, we recommend creating a process template, where you add all steps(Jira issues) that have to be done to minimize company risk.

A standardized employee offboarding process not only mitigates legal and security threats, but also helps you gain honest feedback from employees on where to improve your organization. 

The main steps you need to take to organize the process using the Business Process Manager plugin developed by my team:

1. Create a template with all the steps of the process 
   
   
   
   
2. Add instructions, checklists, and forms needed to submit 
3. Select the project to place the issue and assignee(s)
4. Start the process when needed manually or use Jira Automation to start the process as an action after the selected trigger (etc. create an issue with label "offboarding" in HR project) 
   

Moreover, when you install the add-on, you'll have predefined templates for a lot of common processes.

UPD: Read our new article about offboarding process in Jira

[Josh Costella]

Hi Sam,

I assume you are using/building a Proforma form? If so, why does the form need to be inserted after the request is submitted? Why wouldn't the form just be the request?

[Sam Fowler]

In our case, the requests sent via email from our HRIS. I have an automation that will change the request type based on the sender. I also and to embed the form that the helpdesk will use to check off the off-boarding requirements.

Thanks

[Rachel Morgan]

We have 2 forms - one that allows the requester to specify access needs which is part of the submission process, and our 'internal' form (after submission) which we use to track the range of tasks we need to do. We were using sub-task automation, but this is clunky (effective though) and since the Forms became available, it has been a much better.
Automation of forms to request types is eagerly anticipated, as it will mean a smoother and consistent workflow.