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. 

[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!