Automatically send pre-filled forms with Jira field values to non-Jira users (e.g., Approval Process)

Customer Problem

“We create issues automatically and preset field values.
I want those values to appear on the form when the user opens it.
And I want to share the form by email automatically — without manually saving drafts.”

Customers want to avoid:

Manual form preparation
Saving drafts before sharing
Asking users to re-enter data already stored in Jira

Smart Forms + Jira Automation solve this completely.

Possible Use Cases

This setup is ideal for:

✅ Approval workflows (dates, budgets, contracts)
✅ Customer confirmation forms
✅ CSAT / NPS surveys after ticket resolution
✅ Incident validation forms
✅ Change request approvals
✅ External stakeholder reviews
✅ HR onboarding confirmations
✅ Simple customer portal scenarios

How It Works

A Jira issue is created or updated (manually or automatically).
Required Jira fields (Summary, Description, Custom fields, etc.) are already filled.
Jira Automation sends an email with the Smart Forms external URL.
The URL includes parameters with Jira field values.
Smart Forms detects matching placeholders (e.g., {summary}).
The form opens with fields automatically pre-filled.

No drafts. No manual edits. Fully automated.

Key Benefits

🚀 Eliminates manual form preparation
🔄 Transfers Jira data automatically into forms
📩 Sends personalized forms via email
🔐 Works securely with encoded parameters
🧩 Supports standard and custom Jira fields
⚙ Fully automated workflow

Example Setup

Step 1: Configure the form in Smart Forms

Create a form in the Smart Forms app.
For each field that should receive Jira data:
- Open the field settings.
- Set Default Response using a parameter placeholder.

Examples:

CODE

{summary}
{description}
{startDate}
{dueDate}
{fullName}

You can use any parameter name — just wrap it in { }.

Important:

Parameter names are case-sensitive.
The URL parameter must match the placeholder exactly.
If needed, these form elements can be hidden from the form preview.

Supported form elements for parameters:

Single-line text input
Multi-line text input

Step 2: Attach the form to Jira work item

Go to the Settings tab in Smart Forms.

You can enable the auto-attach form to work items, or attach the form manually to selected issues.

Optional features that allow Jira fields to be updated automatically based on form responses.

Step 3: Configure Jira Automation

Trigger

Example:
When: Issue transitions to On Review

(You can use any trigger: Issue Created, Field Updated, Scheduled, etc.)

Action: Send Email

Choose recipients:

Reporter
Assignee
Custom email field
Any external email address

Retrieve the External Form URL

Use this Smart Value in the email body:

CODE

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

Important:

Replace "Your Form Name" with your exact form name.
The name is case-sensitive.

Append Jira Field Parameters

After the Smart URL, add Jira field values as parameters.

Example:

CODE

{{#issue.properties."saasjet.forms.formsSharedUrls"}}
{{#if(equals(formName, "External Review & Approval Form"))}}
{{url}}
{{/}}
{{/}}
&summary={{issue.summary.urlEncode}}
&description={{issue.description.urlEncode}}
&startDate={{issue.customfield_10015}}
&dueDate={{issue.dueDate}}
&fullName={{reporter.displayName.urlEncode}}

Notes:

Always use .urlEncode to prevent broken links in text Jira fields.
Parameter names must match form placeholders.
You can pass any Jira field, including custom fields.

Example custom field:

CODE

&customer={{issue.customfield_10421.urlEncode}}

Step 4: Save and Activate the Rule

Activate the automation rule.

The Result

When the issue transitions to On Review:

Jira automatically sends an email.
The external user clicks the form link.
The form opens with:
- Summary, Description, Start date, Due date, Requested By pre-filled
The user completes only the remaining fields.
Upon submission, Jira can automatically update fields or change status.

Fully automated end-to-end process.

Advanced Scenario: Simple Customer Portal

You can create a two-step automated flow:

A Smart Form on your website creates a Jira issue.
Jira Automation sends another Smart Form with pre-filled data.
The customer confirms, approves, or adds additional information.

This creates a lightweight customer portal experience without custom development.