Pre-fill form options from issue field

Owned by Liudmyla Pikulina
Last updated: Nov 29, 2024 by Olha Yevdokymova_SaaSJet
5 min read
Things to keep in Mind ⎸ Compatibility with other features ⎸ How to Set Up ⎸ Use Cases

This feature lets you pull predefined values from Jira issue fields—like dropdowns, checkboxes, and radio buttons—directly into form elements. These options are dynamically populated, allowing users filling out the form to choose from relevant data already stored in Jira.

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Things to keep in Mind

  1. Supported Form Elements:

    1. Dropdown

    2. Multi-choice

    3. Checkboxes

    4. Radio buttons

  2. Populate Values from Jira Issue Fields:

    1. Supported fields: Issue Type, Priority, and custom fields like Select List, Multi-choice, and Radio Buttons.

    2. Not supported: Assignee, Reporter, Group, Approver, Project, Components, Fix versions, Affects versions, Sprint, Security Level, Status, Linked Issues, Epic Link, Resolution and, and similar predefined Custom fields.

    3. If the project of the Jira issue field is selected in the settings, all options can be populated by the original order. Otherwise, you will have a maximum of 15 options.

  3. Real-time Preview:

    1. You can see the populated options directly in the form builder.

    2. Ensure accuracy and relevance before saving.

  4. Form Logic Compatibility:

    1. Set up conditional logic for fields populated with Jira data, enabling dynamic forms that adapt based on user inputs.

  5. Works with Create Issue and Update Issue Fields:

    • Form responses can update existing Jira issue fields or create new Jira issues with pre-filled values.

Pre-fill form options from issue field feature collaborates with

1. Update Existing Issue Fields

After form submission, the selected value can automatically update a corresponding Jira issue field. For example:

  • If a user selects "High" in a Priority dropdown, the Jira issue’s Priority field updates to High.

    • Single-choice elements populated from issue fields can update single or multi-choice Jira fields, label-type fields, or fields of the same type (e.g., text, date, number). For example, a form field populated with Priority options can update the Priority, Labels, or Summary field. Number fields can only update other number fields.
      Multi-choice elements can update multi-choice Jira fields or label-type fields. For instance, a form field populated from Labels can update multiple labels in the issue.

2. Create New Issues with Pre-filled Values

When creating new issues from form submissions, values from the form fields can populate issue fields in the newly created Jira issue.

  • Single-choice elements populated from issue fields can be used to set values in new Jira issues for compatible field types. For example, a form field populated with Priority options can set values for Priority, Labels, or Text Fields (e.g., Summary or Description). Number fields can only set values for other number fields.
    Multi-choice elements populated from issue fields can set values for multi-choice Jira fields or label-type fields in new issues. For instance, a form field populated with Labels can set multiple labels in the new issue.

Security note!

Forms elements can be populated with predefinded Jira issue fields from private projects.

If a form element is populated with an issue field from a private project, users without access to the private project but with form editing permissions can view the values of this field and the project name. Users filling out the form inside or outside Jira can only see the values of this field. Additionally, these settings cannot be added but can be modified by users without permission to the private project.

Instruction on how to populate options from the issue field

  1. Open the add-on and create a new form or use an existing one.

    Screenshot 2024-09-10 at 16.57.33.png

  2. Add a supported form element (Dropdown, Multi-choice, Checkboxes, or Radio Buttons. Click the Edit icon on the element. In the settings, find Populate Options from Issue Field and click it.

  1. After that, the add-on will move you to the Setting tab and open the Pre-fill form options settings.

  • Select the Jira issue field whose values you want to populate in the form element.

    • For example, choose Priority to populate options like High, Medium, and Low.

    • Alternatively, you can also configure the "Populate options" by adding all necessary form elements first and then configuring them within the "Settings" tab.

  • Go to the Build tab and see that all the values of the previously selected issue field are in the element's form selection options. Now you can save all changes and start conveniently spreading form.

Example Scenarios

Use Case 1: Task Prioritization Form

  • Scenario: A team uses a form to set task priorities.

  • Form Element: Dropdown populated with values from the Priority field in Jira.

  • Outcome: When a user selects High Priority, the Jira issue’s Priority field updates accordingly.

Use Case 2: Feature Request Form

  • Scenario: A product team collects feature requests from customers.

  • Form Element: Multi-choice checkbox populated with Feature Categories from a custom Jira field.

  • Outcome: Selected categories populate the issue’s Labels field in Jira.

Use Case 3: Incident Reporting Form

  • Scenario: An IT team uses a form to log incidents.

  • Form Element: Radio buttons populated with Incident Types from Jira.

  • Outcome: Selected incident type maps directly to the Jira issue’s Type field.