Export Form Responses to Confluence Databases

Owned by Olha Yevdokymova_SaaSJet
Last updated: Oct 02, 2024 by Liudmyla Pikulina
4 min read

Step 1: Export Form Responses from Smart Forms for Jira

  1. Go to your Smart Forms for Jira add-on in Jira.

  2. Access the responses tab for the form you want to export.

  3. In the More Options (•••) menu, select Export.

  4. Choose Exel as your export format.

  5. Follow the prompts to download the file to your device.

  6. Convert XLS file to CSV for futher import to Confluence.

Step 2: Upload Data to Confluence Database

  1. Create your Confluence Database where you want to store the exported form responses.

  2. Click the More Options (•••) menu in the top-right corner of the database.

  3. Select Import and upload your CSV file.

  4. Map the fields (e.g., customer name, feature request, priority level) to your database fields.

  5. If your form has Jira issue fields you can connect it to your Database fields.

Jira issue fields from your forms can be converted to the “Jira issue” field type in your Database and linked to the corresponding Jira issue, as long as the issue still exists and you are using the same Jira instance that was originally used to populate the "Jira issue" field in the form.

The "Date and Time" field in Smart Forms for Jira cannot be directly converted into a "Date" field type in Confluence Databases because it contains both date and time information.

Why Export Form Responses to Confluence Databases?

  • Centralized Data Repository: Consolidating form responses within a Confluence database creates a single source of all data you needed.

  • Enhanced Data Analysis: Confluence databases often provide advanced querying and reporting capabilities, enabling you to slice and dice your form data to uncover valuable trends and patterns.

  • Improved Collaboration: Storing form responses in a Confluence database fosters collaboration by making the data readily available.

  • Long-Term Data Retention: Confluence databases offer secure and reliable long-term storage for your form responses.

Use Cases:

Product Ideas and Feature Requests

Scenario: A product development team needs to track and prioritize feature requests and customer feedback.

Use Case: The team creates a Confluence Database to consolidate customer feedback and feature requests, categorizing each entry by priority, status (e.g., backlog, in development), and customer impact. By connecting the database to other sources (like customer interactions or product versions), they can track which feedback is linked to specific product improvements, enabling better prioritization and roadmapping.

How It Works:

  1. Collecting Feedback: The team uses Smart Forms for Jira to gather feature requests and feedback, including fields like customer name, feature description, priority, and impact. The form is shared across teams to capture consistent data.

  2. Exporting and Storing Data: After exporting the responses as an XLS file and converting it to CSV, the team uploads the data into a Confluence Database with fields like feature title, priority, status, and customer impact.

  3. Prioritization and Visualization: Using Confluence's sorting and filtering options, the team prioritizes entries based on urgency and impact. Customizable views, such as table or board layouts, help them track feature requests through different development stages.

  4. Connecting Databases: The feature request database is linked to other Confluence Databases, such as customer interactions or product versions, enabling a holistic view of how feedback influences product releases.Other examples:

Customer Feedback Form

  • Example: "Product Feedback Form" or "Customer Satisfaction Survey"

  • Purpose: Collects feedback from users about your product or service. Useful for storing responses in Confluence and analyzing trends over time. Fields might include ratings, text feedback, and suggestions.

Event Registration Form

  • Example: "Conference Signup Form" or "Webinar Registration Form"

  • Purpose: Gathers participant details for events. Once exported, the data can be uploaded into a Confluence Database to track attendees, preferences, and other logistical information.

Bug Reporting Form

  • Example: "Software Bug Report Form" or "Technical Issue Form"

  • Purpose: Allows users to submit bug reports with details like steps to reproduce, priority, and affected areas. After collecting this information, it can be stored in Confluence for product management and development tracking.

Employee Onboarding Form

  • Example: "New Hire Information Form" or "Equipment Request Form"

  • Purpose: Collects information about new employees, including role details, equipment needs, and access requirements. This data can then be stored in Confluence as part of your HR or IT documentation.