How to send an attached form outside of Jira

[Jessica Abreu]

I'm building an automation and need to be able to automatically download and send the attached form when a task is created. Is this possible? If so, how?

[Marc - Devoteam]

Hi @Jessica Abreu 

You could achieve this by providing a link in an email using automation.

You would need to make sure when a form is used, its also added as attachment, see the forms settings.

Use the old Send email action in the automation rule, make sure to add a delay action before the send email action, to make sure the attachment is added and use the from submitted as the trigger

Example how to set the encoding:{{#issue.attachment}}
{{#if(fileName.contains("<name-of -the-form-without-the date"))}}
<a href="{{content}}" target="_blank">Download the submitted form on the request.</a>
{{/}}
{{/issue.attachment}}

Its not an auto download, but a recipient has the option to do so.

[Aron Gombas _Midori_]

@Jessica Abreu Are we talking about Jira Service Management forms here?

Assuming that we are, then you can use the Better PDF Automation app to send automatic emails with work items exported to customizable PDF documents. Because the exporter support JSM forms, those will be in the PDF, as well!

Out of the box, the PDF will look like this, but you can custom tailor the PDF template:

See these:

• How to send an automatic email at issue created or other events
• How to export the JSM forms to PDF

I hope this helps.

(Discl. both apps are developed and supported by our team. The exporter app is paid if you have more than 10 users.)

[Jessica Abreu]

Very cool! Something like this is exactly what I was looking for. Thanks @Aron Gombas _Midori_ 

[Fabian Lim]

Hi @Jessica Abreu

Are you planning to send the attached form document through an email?

Regards,

Fabian

[Jessica Abreu]

Potentially, although preferably would like to be able to send through Slack. But if it's easier to do through email then that would work. 

[Deivid Araujo]

Jessica, 

Unfortunately, It's not possible to forward attachments using automation, other than copying them to another issue.

[Jessica Abreu]

That's too bad. Thanks @Deivid Araujo! I think I'm just gonna have to move the important form fields into the actual request.