In Automation, how can I check to see if a Proforma form is attached

[Wendy Barrington]

In Automation, how can I check to see if a Proforma form is attached?

[Wendy Barrington · Accepted solution]

@Peter Preston I get the data with no problems

[Peter Preston]

Hi @Wendy Barrington - you're trying to use Automation to identify issues with a form attached. Is that right?

Can I ask what you're trying to accomplish? Thanks!

[Wendy Barrington]

@Peter Preston 

Some of our users manage to submit a ticket without the ProForma being attached.  When that happens, I need to be able to cancel the ticket and ask that the user resubmit his or her request.

[Peter Preston]

Thanks @Wendy Barrington - Are you using JSM on Cloud, DC, or Server?

Have you considered or tried using a Workflow Validator? Here's some documentation on preventing an issue status change, including if a form is not present: http://links.thinktilt.net/workflow-validators

Hope that helps. If not, let me know.

[Wendy Barrington]

Thanks @Peter Preston .

We're on Cloud.  If we use the validator, can an automation rule be written to notify the customer that their issue has been cancelled?  Or will they not be able to submit it?

[Peter Preston]

Hey @Wendy Barrington 👋 - if you use the validator it should prevent an issue from being submitted if the form is not present. Here's where you can set this up in form settings:

Here's a bit more detail on the validators:

• At least one form is included on the issue
  This validator ensures that at least one form is included on the issue. Use this rule for processes where one ProForma form is expected be included on the issue.
  
  This validator is configured in the Jira Workflow.
  
  
• All forms are submitted
  This validator checks that all ProForma forms that are on the issue are submitted (the issue cannot transition if any of the forms are in an Open state). This ensures that users filling out forms have designated the form as complete before the issue can transition.
  
  This validator is configured in the Jira Workflow. 
  
  
• A specific form is included and submitted
  This validator checks that a specific ProForma form is in a submitted state on the issue, thereby ensuring that the issue cannot be transitioned without the identified form being complete.
  
  This validator is configured in the Jira Workflow and on the Settings tab of the ProForma form.

[Wendy Barrington]

Thank you @Peter Preston - that's exactly what I needed.

[Peter Preston]

Hi @Wendy Barrington - do you need to simply confirm if a form is attached to an issue or do you need to use form data? 

In case it's the latter, tasks that can be completed with automation are listed here: http://links.thinktilt.net/automation-overview