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What is Jira Form

Jira Forms, offers an additional layer of efficiency and customization. In this comprehensive guide, we’ll explore what Jira Forms are, their uses, best practices, and how they can enhance your project management workflow.

Unveiling Jira Forms:

Understanding Jira Forms:

Jira Forms are customizable forms integrated directly within the Jira platform. They empower teams to collect structured data, feedback, requests, and more, seamlessly within their existing Jira environment. These forms can be tailored to capture various types of information, including bug reports, feature requests, customer feedback, internal requests, and onboarding details.

How Jira Forms Function:

Utilizing Jira’s built-in form builder, users can craft tailor-made forms with fields specific to their requirements. These forms can then be embedded into Jira issues, facilitating the collection of relevant information. Teams have the flexibility to design forms that suit their unique needs, ensuring efficient data capture and streamlined workflows.

Harnessing the Power of Jira Forms:

1. Bug Reporting: Jira Forms streamline the bug reporting process by allowing teams to create customized forms equipped with fields for issue type, severity, steps to reproduce, and attachments. By standardizing the bug reporting process through structured forms, teams can ensure that critical information is captured consistently, enabling faster resolution of issues.

2. Feature Requests: Capturing and prioritizing feature requests from stakeholders becomes effortless with Jira Forms. Teams can set up forms with fields for feature description, impact analysis, and priority level. By providing a structured format for submitting feature requests, teams can effectively manage stakeholder expectations and prioritize development efforts based on business value.

3. Customer Feedback: Gathering valuable feedback from customers or end-users is made easy with dedicated feedback forms containing rating scales, open-ended questions, and contact information fields. Jira Forms enable teams to systematically collect feedback, identify trends, and address customer concerns proactively. By integrating customer feedback directly into their project management workflow, teams can drive product improvements and enhance customer satisfaction.

4. Internal Requests: Jira Forms facilitate internal request management, such as equipment procurement or IT support tickets, by offering customizable forms tailored to specific departments or teams. These forms can include fields for request type, description, urgency, and relevant approvals. By standardizing internal request processes, teams can streamline operations, improve resource allocation, and enhance internal collaboration.

5. Onboarding Forms: Simplify the onboarding process for new team members with structured forms that collect essential information like contact details, role preferences, and training requirements. Jira Forms enable HR and onboarding teams to gather necessary information upfront, automate onboarding tasks, and ensure a smooth transition for new hires. By providing a seamless onboarding experience, organizations can improve employee satisfaction and retention.

Implementing Jira Forms Effectively:

Best Practices:

  • Clearly Define Objectives: Clearly define the purpose and scope of each form to ensure it captures relevant information effectively. Communicate the intended use of the form to users to set expectations.
  • Keep it Simple: Avoid overwhelming users with excessive fields. Stick to essential information to improve completion rates and reduce user friction.
  • Customize Fields: Tailor form fields based on the type of data you need to collect, ensuring relevance and accuracy. Include mandatory fields where necessary to ensure completeness of submissions.
  • Provide Guidance: Include instructions or tooltips to guide users through the form-filling process and clarify any questions they may have. Make the form intuitive and user-friendly to encourage participation.
  • Test and Iterate: Continuously review and optimize your forms based on user feedback and evolving requirements. Monitor form completion rates and identify areas for improvement to enhance the user experience.

Real-World Examples:

1. Software Development Team: A software development team uses Jira Forms to streamline their bug reporting process. They create a custom bug report form with fields for issue type, severity, steps to reproduce, and screenshots. By standardizing the bug reporting process through Jira Forms, the team improves issue tracking, accelerates bug resolution, and enhances collaboration between developers and testers.

2. Product Management Team: A product management team utilizes Jira Forms to gather feature requests from stakeholders. They design a feature request form with fields for feature description, business impact, and estimated effort. By capturing feature requests in a structured format, the team can prioritize development efforts effectively, align with business objectives, and deliver value to customers.

3. Human Resources Department: The HR department adopts Jira Forms to streamline their employee onboarding process. They create an onboarding form with fields for new hire details, equipment requirements, and training preferences. By automating onboarding tasks through Jira Forms, the HR team reduces administrative overhead, ensures compliance with onboarding procedures, and enhances the new hire experience.

How to add jira form to ticket

To add a form to a Jira ticket, you typically need to use an app or a plugin that provides this functionality, as Jira itself doesn’t natively support custom forms within tickets. Here’s a general guide on how you might accomplish this using popular methods:

  1. Jira Service Management (formerly Jira Service Desk):
    • If you’re using Jira Service Management, you can create request types that include specific fields as forms. These forms can be tailored to collect the necessary information from users when they submit a ticket.
    • Navigate to your project settings in Jira Service Management.
    • Go to “Request types” and create a new request type or edit an existing one.
    • Add custom fields to the request type form that capture the information you need.
    • Once configured, when users create a ticket using that request type, they’ll see the form fields you’ve added.
  2. Jira Cloud with Atlassian Marketplace Apps:
    • There are several apps available on the Atlassian Marketplace that allow you to add forms to Jira tickets. Apps like ProForma, Jira Forms, or Dynamic Forms for Jira provide this functionality.
    • Install the app of your choice from the Atlassian Marketplace.
    • Configure the form fields according to your requirements within the app.
    • When creating or editing a ticket, you can use the custom form provided by the app to collect additional information.
  3. Jira Server/Data Center with Plugins:
    • Similar to Jira Cloud, if you’re using Jira Server or Data Center, you can install plugins like Jira Misc Workflow Extensions (JMWE), Power Scripts for Jira, or ScriptRunner for Jira to create custom forms.
    • Install the plugin of your choice from the Atlassian Marketplace.
    • Configure the form fields using the plugin’s features.
    • Users can then interact with the custom form when creating or editing a ticket.
  4. Custom Development:
    • If none of the available apps or plugins meet your requirements, you might need to develop a custom solution using Jira’s REST API or Forge (if you’re on Jira Cloud).
    • This approach requires development skills and understanding of the Jira API.
    • You would create a custom form outside of Jira and use the API to interact with Jira to create or update tickets with the submitted information.

Choose the method that best fits your requirements, considering factors like your Jira instance (Cloud, Server, Data Center), budget, and technical expertise.

External Resources:

  1. Jira Forms Documentation
  2. Jira Community: Best Practices for Using Jira Forms

FAQs:

Q: Can Jira Forms be customized to match our organization’s branding?

A: Yes, Jira Forms offer customization options for branding, including logo placement, color schemes, and fonts.

Q: Can external users submit forms without a Jira account?

A: Yes, Jira Forms can be shared externally via a public link, allowing users to submit information without requiring a Jira account.

Q: Are there limitations to the number of fields we can include in a Jira Form?

A: While there are no strict limitations, it’s recommended to keep forms concise and focused to enhance user experience and data quality.

Conclusion:

Jira Forms offer a potent solution for streamlining data collection, feedback gathering, and request management within the Jira ecosystem. By tailoring forms to specific needs and following best practices, teams can enhance collaboration, optimize processes, and drive efficiency in their project management workflows. Whether it’s bug reporting, feature requests, customer feedback, internal requests, or onboarding, Jira Forms empower teams to capture and manage information effectively, ultimately leading to better outcomes and project success.

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