Use Field Key to grab a form checkbox value in Automations

[Jared Grywacheski]

Trying to create an automation that checks to see if a checkbox has been checked on a form. If so, then it spawns another separate ticket. 

Can this be done using Field Keys and a smart value condition in automations without having to create a custom field for that checkbox? 

ie, If checkbox value equals "yes" from "ABC Form" then perform action. 

[Harrison Ponce · Accepted solution]

Hi @Jared Grywacheski , great question!

Atlassian actually announced in November 2024 that form fields are now available via smart values in JSM without needing custom fields tied to them.

We've used these a bunch since then, so I'm happy to help. They are a little tricky to figure out even reading through the announcement and the support docs, but here's essentially what you'll want to do.

1. Create an automation that uses the form submitted trigger and select your specific form.
2. Add an IF for comparing two smart values and structure your first value as {{forms.last.formfieldname.label}} where the "formfieldname" part you will replace with the Field Key you give that field in your form editor (last option on the field editor). Then sit it to equals (or other) and your desired second value to match.
   
   • Don't ask about why we need "last" in there - no clue lol. But the rest is more or less self-explanatory in the Jira automation world.

All in all, it would like something like the below. I've tested this on my end and it works. Of course for your case, you can create subtasks as the action.

On the form editor:

On the automation:

[Aaron Geister _Trundl_]

I did even see this and its super helpful for us that live in forms but didn't see this annoucement this will make life easier when we can't create a custom field. @Harrison Ponce Great share and work. 

[Jared Grywacheski]

@Harrison Ponce Amazing! that worked, I almost had I was just missing the "label" at the end. Thank you!

Maybe you can help with this part as well - with the Automation if the checkbox is checked (ie value equals Yes) it creates a new ticket. Then in the automation I am trying to edit the request type, attach a form, and link that issues. I have it setup as you see in the screenshot, but those steps after the "Create new" step are being applied to the original ticket not the new ticket I'm trying to create. Is there a way to nest those steps into the "Create new" ? 
Hope that makes sense

[Harrison Ponce]

Glad that's working well!

It is true that automation actions by default apply to the trigger issue, even after a "create issue" action.

For any actions to issues created as a result of a different trigger issue, you'll want to add a For each branch, choose Branch rule / related issues and select All created issues for the type of related issue. Then place your actions under that branch.

This support page talks a little more about the branching.

Definitely give that a try and let me know what you think!

[Jared Grywacheski]

Again, amazing. Thanks, I'm fairly new to automations but I now have this all working as expected. Much appreciated. 

[Harrison Ponce]

Woohoo!! I'm so glad. It is a little daunting at first, but we're all here to support each other. You'll be a pro in no time!! Happy automating! :-)

[Aaron Geister _Trundl_]

@Jared Grywacheski

From my experience you need to have a Jira field linked to the Form field if these two functions are needed. 

• Automation is needed to happen from Form
• The Form needs to be reportable 

If you need to do either of those you would need a linked Jira field. The only other part of this that would work if the data from the field was being added via API which I believe needes to use the field keys data. 

I think you will need to create a Jira field for this situation. 

Hope this helps 

Aaron 

[Harrison Ponce]

Form fields are now available in automation as smart values without needing a linked Jira custom field.

• Announcement
• Support docs

[Aaron Geister _Trundl_]

It is hard to keep up with all changes thanks for the information.

[Aaron Pavez _ServiceRocket_]

Hi @Jared Grywacheski 

Yes, this is possible. 

1. Make sure you link the form field to a custom check box field. form fields cannot be used in automation.

2. the automation will run once the ticket has been created not when you select that field in the form.

3. the automation can be:

when value changes: checkbox

value added -> you will need to play with this. anytime you edit that checkbox a ne issue will be created.  you can use this to check if a certain value is selected

https://community.atlassian.com/t5/Jira-questions/Automatically-creating-Subtasks-from-a-Checkboxes-field/qaq-p/2515668

all issue operations

then create new issue

select project and issue type

Regards

[Harrison Ponce]

You can now use form fields in automation as smart values, even without a linked Jira custom field.

Check out the announcement and support docs for more details!