How to automate using checkboxes or dropdown on a form

[Rachana Kandlagunta]

Hi @Bill Sheboy 

Could you please help me.

JSM Cloud: Usecase: When a user checks (for an example ‘export’ )a particular checkbox on a form. Then it should create an epic and stories for a particular assignee

In this way I need to create automation rules  for several checkboxs on a form to create Epics/Stories

1. On the form -- There are checkboxes

2. On the form --- There is a dropdown to choose choices

"From your response:

• trigger: field value changed
• branch: to current issue
  • condition: check if a specific value is checked
  • action: create the epic
  • action: create the story
• repeat above, for each checked value..."

I don't see the option under "field value changed" to pick ? Please suggest thank you

@Bill Sheboy  @Mark Segall 

[Mark Segall · Accepted solution]

Hi @Rachana Kandlagunta - Am I correct to assume that these checkboxes are NOT linked to a Jira field? If you want to perform reporting or processing against a form field, it needs to be linked to a Jira field on the backend.

If you are just using a form field without a mapping, you won't be able to use automation against it.  Form fields are intended to expand upon the simplistic nature of the Description field so that customers can be guided with specific questions upfront in an effort to reduce back and forth. So, the form fields are not intended for processing or reporting (at least not at present).

[Rachana Kandlagunta]

Hi @Mark Segall Thank you for the reply!

Yes these are just intake forms and are NOT linked to any Jira field. 

The ask: One of the fields on the forms is a checkbox and I need to automate so when the user selected a specific checkbox on the form it automation triggers and respective Epics/Stories are created

[Mark Segall]

You'll need to link that field to something on the backend.  You could consider Components if you're not already using that. Otherwise, you'll need a custom field.  Once you do that, you'll be able to trigger automation off of it.

[Rachana Kandlagunta]

Thank you @Mark Segall Could you please provide an example of a Components. Should I create these form field as a component?

[Mark Segall]

Components is a standard feature within Jira, but it's only available with Company Managed Projects.  It works similarly to labels except they are controlled by the project admin.  If you use them, you'd need to recreate your select options and then map your form field to it.

If your project is configured as a Team Managed Project, you won't have this feature and you'll need to create a custom multi-select field.  As with Components, you'll need to recreate your options before mapping the field to the form.

Here's more documentation:

https://support.atlassian.com/jira-service-management-cloud/docs/use-forms-in-jira-service-management/

[Rachana Kandlagunta]

Thank you so much @Mark Segall 

[Rachana Kandlagunta]

Hi @Mark Segall another question please this is a Project Type: "Jira Service Management" project and NOT  Company Managed Projects or  Team Managed Project. 

Is there a way I could still use "Components" to automate

[Rachana Kandlagunta]

I have managed to create components for the checkboxes. Need help w " If you use them, you'd need to recreate your select options and then map your form field to it."

@Mark Segall 

[Rachana Kandlagunta]

Hi @Bill Sheboy  please advise too thank you 

[Mark Segall]

I have managed to create components for the checkboxes. Need help w " If you use them, you'd need to recreate your select options and then map your form field to it."

If you're using components, you would navigate to components in your project in the left pane and then add a component for each checkbox option.  From there, you can either link the existing form field or create a new field to link to the components.  I would recommend creating a new form field so that you can easily revert to your existing form if any issues arise.

Once the field is linked, use the form preview capability to validate the options are working as expected.  From there, you can create a new automation rule that triggers on Field Value Changed where you would select Component and execute all of your conditions against the Component field.

[Rachana Kandlagunta]

Thank you again @Mark Segall 

Sorry but I'm unable to figure how to link the component to form fields

[Mark Segall]

Here's some documentation on it.

https://support.atlassian.com/jira-service-management-cloud/docs/link-a-form-field-to-a-jira-field/

[Rachana Kandlagunta]

@Bill Sheboy  please help