automation
no-code
low-code
well-grounded

Auto-create Jira task after submitting Google Form

Author: Kamil Bobrowski

Problem context

Often Google Forms collect various information and analyze it. Then (if these were the assumptions of the form), we manually create tasks to Jira - this is a typical process.

Manual work is always slower compared to the automated process.

At the same time, when we have several or more automated processes, our productivity grows up.

We can use every saved moment to do something more or relax.

 

Solution

Using Make we can automate the process to add tasks to Jira after submitting Google Form. This is a simple process because we use a no-code / low-code tool.

For a better explanation I described how automatization was created for Automa.

 

  1. The first step is to prepare a Google Form with interesting inputs

    Image nr. 1 - Google Form from Automa Comment
    Automa Google Form Good practice for auto-create tasks in our management system is when all inputs are required. This will allow to always to maintain the same structure of tasks. Reviewing them will be helpful because our eyes will be directed to the most important content. Good for people who want to add a task to our project is when questions are simple and do not evoke negative emotions - simple is better.

     

    For our inputs, we need a database; when we use Google Forms a regular choice is a Google Spreadsheet.

    Image nr. 2 - Database for answers in Google Spreadsheet
    Automa Spreadsheet Form

    In our database, column names are the same exact text, which are questions from our Google Form.

     

  2. Step two - Create a scenerio in Make

    As we always do for the first step now we can use Make.

    Below this is all scenario for the automatization process. On the left side, we have a connection to Google Spreadsheet, and on the right side, we have a reference to a specific project on Jira.

    Image nr. 3 - Make Scenario Comment
    Make Scenario Google Sheets icon have clock because in Make this is the way to show a trigger to operation.

     

    2.1. Prepare left side - Google Spreadsheet

    Connection triggers element for Google Drive and chooses current Google Spreadsheet.

    Image nr. 4 - Make Scenario Left Side Comment
    Make Scenario Left Side Property Limit is good to adjust for scheduled operation for optimal use resources in you Make account, because resources are limited in the form of operations and data transfer.

     

    2.2. Prepare right side - Jira

    In this step, you must connect Make to your Jira account.

    Image nr. 5 - Make Scenario Rigth Side Comment
    Make Scenario Right Side Summary - define the title of the task, Description - define task structure and use value from Google Spreadsheet (Here you can use markdown but not always works), Reporter - choose an account from Jira which will create a task.

     

  3. Last step - Schedule settings

    When your scenario is done, you can adjust his schedule settings. To open the schedule, click the button on the bottom left side.

    Image nr. 6 - Database for answers in Google Spreadsheet
    Scheduling Button

     

    And now you can adjust your schedule for your scenario

    Image nr. 7 - Make Scenario Comment
    Schedule Time You can customize the time to run the scenario with any the hour, days of the week and months.

     

Result in Jira after submitting Google Form

Image nr. 8 - Automatisation presentation
Google Form Example Proposal For Form Make Scenario Example Make Success Action Jira Example Proposal For Jira

 

Summary

Automation is the future, because Make and other such tools can help us with the monotonous activities which occupy our time every day. We can focus on creative work by removing tedious tasks from our schedule

First of all automation can save us from mistakes when performing repetitive tasks.

The advantages of using automation: