Forms That Go Beyond Borders: How to Use One Form Across Multiple Projects (and Beyond Jira)

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Tired of rebuilding the same form?

If you’ve ever had to recreate the same “Vacation Request” or “New Hire Checklist” form in three different Jira projects, you know the pain. It’s like playing copy-paste on repeat — HR wants it, Finance wants it, IT wants it. Before you know it, you’ve built five versions of the same form, and every time someone asks for an update, you’re fixing it in five places.

And then there’s the external side. Maybe you need a form that your contractors, vendors, or partners outside of Jira can fill in. So you want ti make it simple to reuse the same form across multiple projects, teams, or even tools.

That’s where Smart Forms for Jira comes in — one form, reusable everywhere, connected deeply to Jira, and flexible enough to share beyond it.

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The Problem: Forms That Don’t Scale

Native Jira/JSM forms are tied to individual projects. If you want the same intake form in another project, you rebuild it from scratch. That means:

• Extra admin effort maintaining duplicates.

• Risk of inconsistencies creeping in across projects.

• Time wasted when forms need frequent updates.

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One Form, Any Project

Smart Forms flips that around. A single form template can be reused across:

• Jira Service Management (JSM)

• Jira Software

• Confluence pages

Build once, deploy everywhere. Update the template once, and it’s instantly consistent across projects.

Example: An Onboarding Checklist form can live in HR for employee setup, in IT for account provisioning, and in Facilities for equipment requests — all using the same template.

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Forms That Stick With Your Issues

One of the biggest frustrations in Jira is losing form data when an issue is cloned or copied across projects. Smart Forms solves that:

• If you copy a Jira issue, the form (and its responses) move with it.

• If you clone a JSM ticket into a Software project, the form stays attached.

• Forms act like part of the issue itself — not a separate add-on that gets lost.

This is especially useful when teams rely on cloning between JSM and Jira Software, or when workflows stretch across departments.

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Easy Access From Anywhere

Smart Forms make forms easy to find and use:

• Add forms links in the Jira project sidebar for one-click access (e.g., “Report a Bug” or “Submit an Invoice”).

• Share public form links with external collaborators. Anyone with the link can respond, without needing a Jira account.

• Embed forms into Confluence pages, websites, or portals — so people don’t have to jump between tools.

• And of course you can add them to Jira issues. Automatically based on work item type rules (for example for vacation request) or manually if the form is specific. 

And yes — you can share a form link with stakeholders who work in Asana, ClickUp, or Trello. They don’t need to touch Jira at all; they just fill in the form, and Smart Forms creates or updates the work item directly in your Jira projects.

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Features That Make It Work Smarter

Here’s what makes Smart Forms more than just another form builder:

• Pre-fill form options with Jira values: Dropdowns and checkboxes can pull live values from Jira fields like Priority, Components, Versions, or even custom Work Item Types. This keeps your forms consistent with your Jira data model.

• External sharing: Create public links or QR codes, or embed forms on a Confluence page or website. Perfect for intake from vendors, candidates, or customers.

• Create new work items automatically: Every form submission can generate a new issue in Jira Software, JSM, or JPD — with field mapping applied.

• Update existing issues: Add a form to an issue as a checklist or task template, and have submissions update Jira fields directly (like status, labels, or custom values). Plus you can share form from issue externally and that will update fields as well. 

• Automation ready: Use Jira Automation to share form URLs automatically. For example, when a ticket transitions to “Resolved,” Jira can email the customer a feedback form, if you added this form to your work item.

• Checklists and templates: Turn forms into interactive checklists or repeatable templates that standardize how teams run onboarding, audits, or project kick-offs. 

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Where to use:

• HR: One vacation request form, reused across departments. Employees open it from the sidebar shortcut; HR sees consistent data every time.

• Customer portal: create customer portal with Smart Forms and all request will create Jira work item

• IT & Security: A vendor compliance form is shared with external partners, attachments and all. Responses automatically create Jira issues for review.

• Product Teams: A project kick-off form is shared with stakeholders in ClickUp. Their responses flow into Jira Product Discovery as new ideas or tasks.

• Support: After closing a JSM ticket, Jira Automation emails a public feedback form link. Responses are mapped to custom fields for NPS tracking.\

• and even even more...
  
  

Without Smart Forms, every project wants “their” form, and admins get stuck maintaining duplicates. With Smart Forms, you build once, reuse everywhere, and connect beyond Jira — to Confluence, external partners, and even other tools your teams use.

One form. All projects. Inside and outside Jira.

👉 That’s less copy-paste, fewer admin headaches, and more time to focus on the work that matters.