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 * 🎉 New! Access form and form fields with smart values in Jira Service
   Management


🎉 NEW! ACCESS FORM AND FORM FIELDS WITH SMART VALUES IN JIRA SERVICE MANAGEMENT

Last updated: November 12, 2024 edited

HELLO ATLASSIAN COMMUNITY 👋

We’re excited to announce we’re now supporting smart values for Forms in Jira
Service Management. Eliminate manual data entry and leverage dynamic data by
accessing smart values on submitted forms on issues. Not only can you now
retrieve form data in Jira Service Management, but can also use these values to
power automations and fuel reporting. Read more about accessing smart values

 


HERE’S HOW IT WORKS

ACCESS SMART VALUES USING THE FORMS SUBMITTED TRIGGER

You can access submitted forms on issues when using the Forms submitted
automation trigger by using {{forms}} to format the value of forms in a list
when setting up a rule. To access a specific form from a list, use the
automation lists smart values to retrieve the form you’re after. You can also
combine, reformat, and manipulate smart values to suit your specific needs.

EXAMPLE

John wants to create an automation rule that adds a comment with onboarding
notes whenever an ‘Employee Onboarding’ form is submitted.

Before he creates this rule, he needs to make sure the ‘Onboarding notes’ field
in the ‘Employee Onboarding’ form has a field key. He makes this
‘onboarding-notes’.

 



 

He now navigates to Automation to create this rule and selects the Form
submitted as the trigger and ‘Employee Onboarding’ as the form. He then adds the
action Comment on issue and enters {{forms.last.onboarding-notes}} as the
comment.

 



 

Now whenever an ‘Employee Onboarding’ is submitted, the value from the ‘Notes’
field will be added as a comment on the issue.

 



 

ACCESS SMART VALUES WITHOUT USING THE FORMS SUBMITTED TRIGGER

You can also access any forms on an issue by using {{issue.forms.<UUID>}} and
referring to automation lists smart values. These will be grouped by their
Universally Unique Identifiers (UUIDs) and be returned as a list. The UUID can
be retrieved from either the Forms REST APIs 'Get project form index', or by
inspecting elements on the Forms landing page and accessing the UUID via the
Network tab.

EXAMPLE

John wants to create an automation rule that adds a comment with an employee’s
latest salary to an issue.

Before he creates this rule, he needs to make sure the ‘Salary’ field in the
‘Payroll setup’ form has a field key. He makes this ‘payroll-salary’.

 



 

He now navigates to Automation to create this rule and selects the Manual
trigger from issue as the trigger. He then adds the action Comment on issue and
enters {{issue.forms.f7142b07-d3a4-4522-a7e4-8799d526e0a6.last.payroll-salary}}
as the comment.

 



 

To get the UUID for ‘Payroll setup’ form, he goes to Forms and inspects elements
to find the UUID in the Network tab.

 



 

Now whenever multiple ‘Payroll setup’ forms are on an issue, the value from the
‘Salary’ field on the most recent ‘Payroll setup’ form will be added as a
comment on the issue.

 



 

Let’s break down the {{issue.forms}} smart value.



 


WHAT’S NEXT?

Our team has been hard at work bringing this highly requested feature to Jira
Service Management. Based on your feedback, we’ll be taking note of any future
updates you’d like to see, so add comments below if you have any questions or
feedback for the team.

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20 COMMENTS

Fabian Lim
Community Leader

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November 13, 2024 edited

This is beautiful! Thank you!



Like • Tomislav Tobijas _Koios_ likes this
Tomislav Tobijas _Koios_
Atlassian Partner
November 13, 2024 edited

Very nice improvement and a great step-by-step article!
Kudos to everyone involved in this release 🎉



Like • 2 people like this 2 people like this
David Foote
Contributor
November 13, 2024 edited

If you run automation and log the {{issue.forms}} it will also give you the UUID
of the form.

Right now it looks like when you access a checkbox field it just gives the id of
the selection, not the associated value. Are there any plans for future
enhancements to give us back more data?

 

 



Like • Levi Staley likes this
Hanh Pho
Atlassian Team

Atlassian Team members are employees working across the company in a wide
variety of roles.
November 13, 2024 edited

Hi @David Foote, please refer to the Access smart values for forms and form
fields page, on accessing the values of the different field types.

For example, a multi-choice field like a checkbox, you can access the id and the
label of the last selected choice by:

{{forms.last.choiceField.last.id}}
{{forms.last.choiceField.last.label}}

 



Like • 2 people like this 2 people like this
Tanya Tranter November 13, 2024 edited

Can I assume none of this wonderful functionality is going to be made available
in the DC version? 



Like
David Foote
Contributor
November 13, 2024 edited

Can confirm that using label works! I assumed it would be value, like a lot of
fields use.

Any chance we can get the form smart values added
to https://support.atlassian.com/cloud-automation/docs/smart-values-in-jira-automation/
?

Thanks @Hanh Pho !



Like • 6 people like this 6 people like this
Tobias H
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November 15, 2024 edited

I've been waiting for this forever, so happy to see it finally going live.

90% of all new custom fields we create are only there to be used in automations
with dynamic forms, so this is very welcomed!



Like • 2 people like this 2 people like this
Fernando Eugênio da Silva
Community Leader

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community, they serve as thought leaders, product experts, and moderators.
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November 26, 2024 edited

@Sam Knight , God bless you guys!!!!

This is awesome!!



Like • Susan Waldrip likes this
Tobias H
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November 27, 2024 edited

Just a question @Sam Knight, are there any plans on making it easier than
finding UUID and inserting into smart values? It's great to see it working right
now, but it's a real pain to find and set up. Not to talk about how hard it is
to read what is happening in the smart value itself.



Like • 5 people like this 5 people like this
Dusan Kalanj
Contributor
December 6, 2024 edited

This is great! Do you maybe also support getting a value from a custom radio
button? If I use the approach from the example it works super for text fields,
but for radio buttons I haven't been able to get it to work by using .value.
This is the last thing I need to solve my use case.



Like • Susan Waldrip likes this
Dusan Kalanj
Contributor
December 6, 2024 edited

Never mind, found the solution in the comments, thanks!



Like • Susan Waldrip likes this
Adit Thapa
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them a warm welcome!
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December 9, 2024 edited

Hi Sam, none of the field notes that I have set are appearing as smart values
when I try to put together an automation using the example you have included. Am
I missing something?



Like
Tom Horton
Contributor
December 10, 2024 edited

Is it possible to set the Fixed versions field to a calculation when an issue is
Resolved? I manually set the Fixed versions to the current year and work week,
in the form of 2024.50. Automating this would be great.



Like
Evert Morren
Contributor
December 12, 2024 edited

Is it possible to use the smart values in reports? 

If yes how can I do that?



Like • Susan Waldrip likes this
Max McFarland
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them a warm welcome!
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December 12, 2024 edited

This is fantastic! Is there any way to count the number of questions on a form
and do branching?



Like • Susan Waldrip likes this
Kristján Geir Mathiesen
Community Leader

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community, they serve as thought leaders, product experts, and moderators.
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December 12, 2024 edited

Sweet! Thank you.



Like • Susan Waldrip likes this
Dimitrios Kouroumichakis December 17, 2024 edited

Hello everyone,

thanks in advance for the function :)

I'm trying to show the corresponding fields in a comment from a form with the
checkbox.

I have used the following:

{{issue.forms.UUID.last.Label}} but I only get a number, what exactly am I
missing so that the text is displayed when I click on something from the
checkbox.

Best regards



Like
Owen Scott
Contributor
December 17, 2024 edited

Question — does the forms submitted trigger happen on issue creation? If I
complete a form in the portal, which creates a JSM ticket, it's not triggering
the "form submitted" action and my automation isn't firing 🤔



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Adam Buckingham December 23, 2024 edited

Are there plans to be able to access form values other than with the trigger
"Forms submitted"?
ie. any ticket with a form attached?  This would be the awesome if we could.



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David Foote
Contributor
December 23, 2024 edited

@Adam Buckingham It is possible to do this, you use {{issue.forms.<UUID>}}
instead of {{forms}}

https://support.atlassian.com/jira-service-management-cloud/docs/access-smart-values-for-forms-and-form-fields/#Access-smart-values-without-using-the-Forms-submitted-trigger 



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Sam Knight

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