Auto-Create Prefilled Meeting Notes in Confluence after Meeting Request Submission

With Smart Forms for Jira and Jira Automation, you can effortlessly transform meeting request form submissions into detailed Confluence pages.
Scenario:

1. Form Submission: A meeting request form is submitted with details such as the meeting title, date, time, participants, and agenda.

2. Automation: Smart Forms for Jira maps the details to Jira issue fields, and Jira Automation populates a Confluence meeting notes template with this information.

3. Collaboration: The created Confluence page becomes a live document, where additional notes and decisions can be added during the meeting.

   

Step-by-Step Implementation

1. Create a Meeting Request Form

Use Smart Forms for Jira to collect meeting details efficiently.

1. Form Name: Meeting Request Form

2. Fields:

   • Meeting Title: Text Field

   • Meeting Date: Date Picker

   • Time: Text Field

   • Participants: Multi-Select or Free Text

   • Agenda: Paragraph Field

   • Expected Outcomes: Paragraph Field

     

3. Enable Create New Issue:

   • Map form fields to Jira issue fields for automatic population.

     

2. Configure Jira Custom Fields

Ensure the necessary Jira fields are available and mapped to the form:

3. Automate Confluence Page Creation

Use Jira Automation to create a Confluence page when a meeting request issue is created.

Automation Steps:

1. Trigger: Issue Created.

   • Add a condition to filter by Request Type (e.g., "Meeting Request").

2. Action: Send Web Request.

   • API Endpoint: https://your-domain.atlassian.net/wiki/rest/api/content

   • Method: POST

   • Headers:

     • Content-Type: application/json

     • Authorization: Basic <Encoded API Token>

       

   • Body:

     CODE

     json

     Copy code

     { "type": "page", "title": "Meeting Notes - {{issue.summary}}", "space": { "key": "MEET" }, "body": { "editor": { "value": "{\"type\":\"doc\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Meeting Notes\"}]},{\"type\":\"table\",\"attrs\":{\"layout\":\"default\"},\"content\":[{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableHeader\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Field\"}]}]},{\"type\":\"tableHeader\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Value\"}]}]}]},{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Meeting Title\"}]}]},{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"{{issue.summary}}\"}]}]}]},{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Date\"}]}]},{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"{{issue.customfield_meeting_date}}\"}]}]}]},{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Time\"}]}]},{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"{{issue.customfield_time}}\"}]}]}]},{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Participants\"}]}]},{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"{{issue.customfield_participants}}\"}]}]}]},{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Agenda\"}]}]},{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"{{issue.description}}\"}]}]}]},{\"type\":\"tableRow\",\"content\":[{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"Expected Outcomes\"}]}]},{\"type\":\"tableCell\",\"content\":[{\"type\":\"paragraph\",\"content\":[{\"type\":\"text\",\"text\":\"{{issue.customfield_expected_outcomes}}\"}]}]}]}]}", "representation": "atlas_doc_format" } } }

*All Custom Field Smart Values needs to be replaced with Custom Field ID. For example :

1. Navigate to Jira Settings > Issues > Custom fields > Click in ... > "Edit details" at the "Due date change reason" custom field

2. Copy the Custom field ID from the URL (id=xxxxx)

3. Add the custom field ID in the Automation rule, updating "xxxx" with the current field ID:
{{issue.customfield_expected_outcomes}} to -> {{issue.customfield_xxxxx}}.

Benefits

• Consistency: Meeting notes follow a predefined structure, ensuring no details are missed.

• Efficiency: Automates the entire process, reducing manual effort.

• Collaboration: A centralized Confluence page serves as a live document for updates and decisions.