Document Template Usage in Jira Software

[nida ergenç]

Hi dear community,

I know that natively in Jira Service Management we have forms that we use to standardize the way our development teams fill in documents such as functional or technical specs. In ITSM we have an “Add form” button and can select the form we need.

However, in Jira Software space we don’t have that option — there is no equivalent button or form feature available by default inside issues.

What we are really looking for is a way to attach a simple document (like a Word template) as part of the issue so teams can fill it out and reference it — not a full form engine.

Do you have any suggestions or know of any apps/plugins that would allow adding a standard document inside a ticket in a lightweight way?

Thanks in advance!

[Marc -Devoteam-]

Hi @nida ergenç 

From the space settings, there is an advanced form option.

You can create a formr there and use the sharable link option to create an issue via the form.

If this does not satisfy, you will need to llo at 3rd party options from the marketplace, as ootb there is no such a function

[Olha Yevdokymova_SaaSJet]

Hi @nida ergenç 

You’re right — Jira Software doesn’t have the native “Add form” button like JSM does. So if you want something that behaves like a lightweight document template inside the issue, you need either a Confluence workflow or an app.

If you want to keep everything inside the Jira issue itself (without bouncing to Word or Confluence), Smart Forms for Jira (built by my team) can handle this in a pretty clean way.

Here’s how teams typically use it for spec templates:

You create a form called something like “Functional Spec” or “Technical Design Template.” Inside that form, you define sections just like a document.
Then you enable auto-attach to work type (issue type). That means every time someone creates, for example, a “Story” or “Feature,” the template form is automatically attached to the issue. No manual “Add form” step required.

From the issue view, the team simply opens the attached form and fills it in — similar to filling out a structured document, but stored directly in Jira.
You may also prevent submissions if the form is not submitted. 

Some useful extras:

• You can allow editing throughout the lifecycle.

• You can update Jira fields based on form responses (e.g., set Status, Priority, or a “Spec Completed” checkbox).

• You can auto-transition the issue when the form is submitted.

• You can export the completed form as a document if someone still needs a PDF version.

[Enric Font]

Dear @nida ergenç 

An alternative would be using the Workflow User Guide feature of the Smart Configuration: Documentation for Jira 

You can document in each status descriptions (or transitions) the way to fill the documents and put it in this documentation the link to the template file.

If you want a more advanced documentation you can put a link to a Confluence page. In this Confluence page you can describe the process with more details, videos...

Hope this helps