Project Form Submission Email

[Reinbeaux_Leitch]

Hello, 

I would like to setup an automation to be notified when a user submits a form for the project. Currently the form submission creates a story work item, but I can't get it to send the email. Per the link below it says to set the trigger to form submitted, but that doesn't exist as trigger option. Any help? 

Automatically send email when a Form has been submitted in Jira Cloud | Jira and Jira Service Management | Atlassian Support

[Ali Umut Terzi]

Hi there! 👋

You don’t actually need the Form submitted trigger for this.
Every time a form is submitted, Jira automatically creates a Story (or other issue type).

So you can simply create an automation like this:

When: Issue created

If: Issue type = Story (or any other type created by the form)

Then: Send email → To yourself or your team

Example email body:

A new form has been submitted.
Summary: {{issue.summary}}
Reporter: {{issue.reporter.displayName}}
View it here: {{issue.url}}


That’s it — you’ll get an email every time someone submits the form.

[John Funk]

Hi Reinbeaux - Welcome to the Atlassian Community!

The Form has been submitted trigger is only available for JSM projects and applies to Advanced forms. 

[Reinbeaux_Leitch]

I am building a form in a Kanban project and want it to send an email when someone submits the form

[John Funk]

You can do that with an automation rule based on a trigger for Work Item Created because that is what is going to happen when they submit a form in Jira Software. 

[Olha Yevdokymova_SaaSJet]

Hi @Reinbeaux_Leitch 

You’re right — the documentation you found refers to the “Form submitted” trigger, which is available for Jira Service Management (JSM) projects using advanced forms.

However, in Jira Software projects, that specific trigger isn’t supported. Every form submission there simply creates a new work item (like a Story), so you can use the “Work Item created” trigger in automation instead. Combine it with a condition like labels = form or a required field to target only items created via a form, then use a “Send email” action to notify your team.

If you’re looking to send personalized confirmation emails or need more flexibility than Jira’s native forms provide, you could also explore Smart Jira Forms — developed by our team.

With Smart Forms, you can:
✅ Map all form fields to the Description field — every submitted response appears neatly in the work item, ready for automation to reference.
✅ Send automatic confirmation emails to customers or internal users that include their submitted data ({{issue.description}}, {{issue.fields.email}}, etc.). Use created by Smart Forms for Jira trigger.
✅ Add custom submission messages — And include form responses to that, e.g. “Thanks for your request, we’ve received your details and will respond within 24 hours.”
✅ Auto-attach or share forms externally, so they can be reused in both internal and customer-facing workflows.

This setup not only gives your users immediate confirmation but also helps teams keep all context structured inside Jira — no follow-up emails needed to verify what was sent.

So in short:

• Jira Software → Use Work Item Created trigger.

• Jira Service Management → Use Form Submitted trigger.

• Smart Jira Forms → Unlock advanced form automation, mapping, and confirmations across both.

[Karan Sachdev]

Hey @Reinbeaux_Leitch

Welcome to Atlassian Community!

If you're using Jira forms, it adds a label "form" when a work item is submitted using forms. You can utilise this as a condition to send an email using an automation rule.

Trigger: Issue created

Condition: If: labels = form

Then: Send email.

Thanks!

[Reinbeaux_Leitch]

Hi Karan, thank you for your response. So if using Jira forms in the project board this is what should happen, as you explained? Currently when a form is submitted it goes into our backlog as a story. How can I set it up to label it as a form? 

[Karan Sachdev]

Hey @Reinbeaux_Leitch

When you submit a form, the story will contain these two labels by default:

You can use this as a criteria in automation rules to perform the required action (send email in this case).

This will land into your backlog depending on the board's filter, so if you want to exclude such stories from the board, you may update the board's filter (labels != form).

Thanks!

[Mohanraj Thangamuthu]

Hello, Good day. Are you using the advanced forms or Jira forms available within the project board?

[Reinbeaux_Leitch]

Jira forms available within the project board

[Mohanraj Thangamuthu]

One option I can think of is to add a custom field in form and make it required. Later use this field as condition in automation rule for work item created trigger. This will help to run the rule only for the work items created from form.

[Reinbeaux_Leitch]

I like this strategy!