Automatically create Jira issues and subtasks based on external form submissions (Smart Forms for Jira + Jira Automation)

This guide outlines the steps for integrating Smart Forms for Jira with Jira Automation to enhance your task management capabilities by generating subtasks for Jira issues created from forms submitted by external users. The instructions below detail how to set up Jira Automation and Smart Forms for Jira to accomplish this.

Prerequisites

Before proceeding with the integration, ensure you have the following prerequisites in place:

• Access to Smart Forms for Jira add-on.

• Access to Jira project settings to set up Jira Automation for it. The project where issues will be created from submitted forms.

• Basic familiarity with Jira Automation and Smart Forms for Jira functionalities.

Instruction on how to create Jira issues and subtasks based on external form submissions

1. Configurations in Smart Jira Form Add-on:

   1. Open the Smart Jira Form add-on, create a new form, or use the existing one.

   2. Go to the Setting tab and configure the creation of Jira issues through the "Create new issue" option and associate Jira fields with the responses to populate necessary fields - it is worth action to trigger a rule. Determine a key Jira field, for example, 'Labels', for the conditions appropriate subtasks.

2. Go to the Automation and reproduce the same rule:

   1. When: Issue is created

      

   2. If: Issue field Condition -> Reporter is one of Smart Forms for Jira

      Note: When the system kicks off a new Jira issue the default Reporter role is Smart Forms for Jira. It is the main trigger for a rule

      

   3. If: Matches -> JQL query: labels in (Experience) AND issue type = Story

      Input the Jira field instead of "Labels"
      Note: This step is responsible for a chain of blocks if/else. For example, it was created two but you can create the necessary number of vary.

      

   4. Plus use the next component Then: Create a new -> subtasks

      

   5. Setup in a modal window conditions for the subtasks

      

      Note: Ensure that each required field is filled in, or the automation will fail.

3. Process explanations:

   1. When the add-on creates a new Jira issue that meets the conditions defined in the rule, the automation runs. The automation first validates the Reporter role, then checks the custom field value, and subsequently adds subtask(s). For example, use two labels: "Experience" and "Marketplace." If the label is "Experience," the automation adds a subtask named "MAR#1." If the label is "Marketplace," it adds a subtask named "MAR#2." You can extend the number of these blocks as needed. See the result below.

      

   2. To ensure that the subtask was created via Automation check the issue history.

      

Questions? Please, contact us through SaaSJet Support 

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