Auto-share Form URL from work item

Using Form URLs in Jira Automation

This feature enables you to automatically include a link to a Smart Form, placed within a Jira work item, into emails or other actions triggered by Automation for Jira. This creates a seamless workflow where users can receive a direct link to the form for completion or viewing, integrated directly into their automated communications.

🔗 Automatic URL Generation

Default Behavior:

• URLs generate automatically when forms are added to work items (Auto & Manual Add)

• :share_form_green: Green icon indicates active shared form

• All forms (new and existing) have shareable URLs

  

Security Settings:

• Forms with user picker fields automatically set access to "Verified in instance"

• Security flag appears in add-on after saving changes

• No security flag shown directly in issues

⚙️ URL Management

:share_form_green: Active State (Default)

• Form accessible to external users

• All sharing options enabled

• Green icon in settings

:share_form_base: Deactivated State

• Click Deactivate URL to disable access

• :share_form_base: Grey icon indicates deactivated form

• Form shows "URL expired" message to submitters

• URL remains unchanged but becomes inaccessible

🔄 URL Regeneration

How It Works:

1. Click Regenerate URL button

2. Confirmation modal appears with warning

3. Current URL becomes permanently unavailable

4. New URL generates automatically

   

Warning: Regenerating makes the current form URL unavailable, including any existing shared links of this form.

Automation Integration

Smart Value Access: Use this smart value in Automation rules to access form URLs:

{{#issue.properties."saasjet.forms.formsSharedUrls"}}
  {{#if(equals(formName, "reopen"))}}
    {{url}}
  {{/}}
{{/}}

Note: Replace "reopen" with your actual form's name. This field is case sensetive, so be carefull.

How to Send a Specific Form Link from Jira Using Form ID or Form Number

Using the Form Number (Positional)

This method is useful when your workflow logic is based on the position of a form (e.g., "always send a link to the first form that was added").

Step 1: Identify the Form Number

The formNumber corresponds to the order in which forms are added to an issue, starting with "1". If you have multiple similar forms with the same name, number one will be in the bottom of the list.

Step 2: Create the Automation Rule

1. Create a new rule and set your desired Trigger.

2. Add a Condition: Use the Advanced compare condition. The logic is the same as before, but it checks the formNumber instead of the formId. To target the first form:

   • First value: {{#issue.properties."saasjet.formssmart-forms-stage.formsSharedUrls"}}{{#if(formNumber.equals("1"))}}a{{/}}{{/}}

   • Condition: equals

   • Second value: a

3. Add an Action: Add the Send email action. To get the URL for the first form, use this Smart Value:

   • Please complete the form here: {{#issue.properties."saasjet.formssmart-forms-stage.formsSharedUrls"}}{{#if(formNumber.equals("1"))}}{{url}}{{/}}{{/}}

4. Save and activate the rule.

💡 Key Points

🔗 Auto-Generate: URLs is created automatically when forms are attached to issues
🔒 Security: User picker forms default to verified instance access
🤖 Automation: Access URLs via smart values in Automation rules
⚠️ Regeneration: Creates new URL but breaks existing links