Receive an email notification every time a collaborator creates/sends an idea through a form
Asked by Adriana Dom?nguez Eguiarte:

Hi there!

I was wondering how to create an email notification for the case in which a new idea is sent by a collaborator to a project in Jira Product Discovery by means of a form.

I have tried to do this by means of an automation, but haven't found a solution.

Does anybody know how I can solve the use case?

Thanks a lot!


Answers:
author: Tere Pile
body: [@Adriana Dom?nguez Eguiarte](/t5/user/viewprofilepage/user-id/5340268) just type in your email address, you don't have to use one of the predetermined options.

comments: author: Adriana Dom?nguez Eguiarte
body: I thought it was not working, as I typed the beginning of my email address and nothing was appearing as a search result. Now that I wrote the whole email address, the system accepts it, it works. Thanks!


author: Paolo Pastorino
body: This is how I solved it ![automation.jpg](https://community.atlassian.com/t5/image/serverpage/image-id/305841i1BD0B013AA38E778/image-size/large?v=v2&px=999 "automation.jpg")

comments: author: Adriana Dom?nguez Eguiarte
body: Thank you [@Paolo Pastorino](/t5/user/viewprofilepage/user-id/5028985), but I think the use case you're trying to solve is different to mine. I think what you're solving is the case of receiving and email with the basic info of an idea you just created.


author: Paolo Pastorino
body: [@Adriana Dom?nguez Eguiarte](/t5/user/viewprofilepage/user-id/5340268) if you need to receive a notification of an idea created by someone else you just need to add your email address instead of the tag "Initiator" (if I got your objective right)


author: Adriana Dom?nguez Eguiarte
body: Hello [@Paolo Pastorino](/t5/user/viewprofilepage/user-id/5028985) , that's the problem, I cannot choose my email in the 'Then Send email' Step.

*' I cannot find the option in 'Then: Send email', to choose my name or a valid role (I am not an initiator nor Reporter or Assignee (these three options happen to be the automatically the roles that a person who creates an idea are assigned by Jira Product Discovery), nor approver (I didn't find information about this role) etc).'*


author: Tere Pile
body: Adding, we have ours set up to email person A if X is present and B if Y is present, etc, and if key field is missing - it goes to admin. Some have an email to 'teams' channel, some email a person or persons.

yes I know I can make 'all fields' mandatory - there's a reason we haven't activated this in the form yet :) LOL


author: Karina Caverly
body: +1 also interested in this.

[@Adriana Dom?nguez Eguiarte](/t5/user/viewprofilepage/user-id/5340268) could you also provide a high level summary of the form set up?

comments: author: Adriana Dom?nguez Eguiarte
body: So, the case would be this one:

I am Product Manager of a Product for which I have a project in Jira Product Discovery, where my role is a 'Creator'.

I have a form I have created in order to let stakeholders, with the role 'collaborator', send ideas about the Product Development, so that the Product Team can evaluate and give them a feedback.

**I would like to receive an email, every time a stakeholder sends an idea trough a form, so that I am notified that a new idea is in the inbox, waiting to be evaluated.**

I have been playing with the automation tool, but haven't found a solution.

See screenshot: the problem I find is that I cannot find the option in 'Then: Send email', to choose my name or a valid role (I am not an initiator nor Reporter or Assignee (these three options happen to be the automatically the roles that a person who creates an idea are assigned by Jira Product Discovery), nor approver (I didn't find information about this role) etc).

[@Tanguy Crusson](/t5/user/viewprofilepage/user-id/502312) any idea on this? Thank you a lot!

![Screenshot 2024-02-12 134629.png](https://community.atlassian.com/t5/image/serverpage/image-id/305853i36192BC70F8C906C/image-size/large?v=v2&px=999 "Screenshot 2024-02-12 134629.png")


author: Pablo Botas
body: This is interesting Adriana. How is this form created again? How do your collaborators access it? I know I am not helping you solve your problem, but I briefly looked at this recently and didn't find a quick solution (which it seems you have)

Thanks!