Automatic Form Submission Confirmations: Send Personalized Replies with Customer Data

The Problem: Customers submit forms through your portal and wonder: "Did my request go through? What happens next? Did they get all my details right?" Without confirmation, customers lose confidence and flood your support team with "did you receive my request?" follow-ups.

The Solution: Smart Forms for Jira automatically maps all form responses to the work item description field, enabling Jira Automation to send instant, personalized confirmation emails that include the customer's exact submission details.

How Form Submission Confirmations Work

Customer submits form → All responses map to issue description → Automation triggers confirmation email → Customer receives personalized receipt with their exact data

📌 Instant confirmation builds customer confidence
📌 Personalized details show you received everything correctly

Setting Up Automatic Confirmations

Step 1: Map Form Data to Description Field

Create your customer-facing form (support request, feedback, contact form)
Go to Settings → "Create new work item"
Select ALL form elements you want in the confirmation
Map every field to "Description" in Jira

Result: Work item description contains formatted submission data where content before “:” is form element name and after “:” is submitted data:

CODE

Name: Sarah Johnson
Email: sarah@company.com
Request Type: Technical Support
Priority: High
Issue Details: Login button not working on mobile app
Device: iPhone 14, iOS 16.2
Browser: Safari

Step 2: Create Confirmation Automation

Go to Project Automation → Create New Rule
Trigger: Work Item created
Condition: Creator = "Smart Forms for Jira" (for external form submissions)
Action: Send email to {{issue.fields.email}} (your custom field for storing email address)

Email Template:

CODE

Subject: ✅ Your request has been received - Ticket #{{issue.key}}

Hi {{issue.fields.customerName}},

Thank you for contacting us! We've successfully received your submission with these details:

{{issue.description}}

📋 Your ticket number: {{issue.key}}
⏱️ Expected response time: Within 24 hours
📞 Need urgent help? Call (555) 123-4567

We'll keep you updated as we work on your request.

Best regards,
Customer Support Team