Adding a form to a Jira issue

Owned by Liudmyla Pikulina
Last updated: Mar 14, 2024
4 min read

Adding a form to a Jira issue serves the purpose of gathering information or facilitating additional tasks within the context of a Jira issue. There are two distinct methods available for adding a form to a Jira issue:

  1. Automatic Form Addition: Adding one or multiple forms to a Jira issue automatically is beneficial in situations where you require a specific form to be attached instantly upon creating a particular type of Jira issue. Read more.

  2. Manual Form Addition: The manual method of adding a form to a Jira issue enables you to personally include one or multiple forms in a designated Jira issue. This gives you control over the process. Read more.

Characteristics

  • Save the form as Draft in its current state to return and complete it later. Read more.

    • Revise draft changes of form or restore specific versions.

Abilities of form that was added to Jira issue

  • Share form from an issue with non-Jira users. So, their responses will be saved in the existing issue. Read more.

  • Change values of Jira issue fields to forms elements responses after forms submission with the feature Destination field. Read more.

  • Create a new Jira issue with values of Jira issue fields based on forms elements responses after forms submission. Read more.

  • Download all form responses or only responses from one form instance. Read more.

Forms statuses & Draft History

When a Form template is incorporated into a Jira issue, it assumes one of three statuses:

  • New: This status designates a freshly added form.

Deletion is only possible for forms in the "NEW" status.

  • Draft: A form in "Draft" status is one that has been saved with its elements partially filled but has not yet been submitted. Also, this status gains access to Draft History. In Draft History is available to review past draft versions to see changes made or restore a specific version.

  • Submitted: This status indicates a form that has been successfully submitted. At this point, you can export the submitted data. Draft History is accessible in this status as well, but only for review purposes.

Instruction of Forms statuses and Draft History usage

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

  2. Add the form to a Jira issue using your preferred method, whether it's Automatic Form Addition to a Jira issue or Manual Form Addition to a Jira issue. The form will initially be in the "New" status.

    1. If there are unnecessary forms in the issue, you can delete them by selecting the delete button next to the respective form.

  3. Begin filling out the form. Afterward, you have two options:

    1. Save the Form as a Draft: This allows you to save the form in its current state to return and complete it later. When saved as a Draft, you gain access to Draft History, where you can view all versions of the partially filled form.

      You can open and review past draft versions to see changes made or restore a specific version. To return to filling out the form, simply click on the Draft History button.

      Additionally, consider exploring the use case of Sending prefilled forms to users outside Jira.

    2. Submit the Form: When you're done working on the form, you can submit it. Once submitted, you can only open the form, review the Draft History, and export the submitted data. Therefore, ensure that no further changes are required for completed forms.