Forms in Kanban project
2 answers
1 accepted
There definitly a chance that I use wrong words here but in my JSM project they look like this:
How could I best implement them in my Kanbanboard? Can I have them to show up per status using different Screens? But how can I have the ones filled out to also appear in the different Screens in that case? Is there an easier way?
You're right—forms in Jira Software (Kanban) projects don’t function the same way as in Jira Service Management (JSM), where forms appear as structured, standalone elements instead of just fields inside issues. However, you can still achieve a JSM-like experience in your Kanban project while ensuring different forms appear at various stages of your workflow.
✅ Solution: Use Smart Forms for Jira to Manage Forms Like JSM
Since Jira Software doesn’t natively support JSM-style forms, Smart Forms for Jira can help you:
✔ Display forms visually inside issues instead of just adding fields.
✔ Attach multiple forms to a single issue and keep them visible as it moves through different statuses.
✔ Manually add forms at different workflow stages to ensure the right information is collected at the right time.
✔ Keep previous forms visible so that by the last status, all relevant forms remain in the issue.
🛠 How to Set This Up in Your Kanban Workflow
1️⃣ Step 1: Create Smart Forms for Each Workflow Stage
- Go to Smart Forms for Jira and create a separate form for each stage in your Kanban workflow (e.g., Intake Form, Review Form, Approval Form, etc.).
- Configure each form with relevant fields based on what data needs to be collected at that stage.
2️⃣ Step 2: Manually Attach Forms as the Issue Progresses
Since Smart Forms doesn’t auto-attach forms based on status, only based on issue type the best approach is to:
- Use a checklist or guidelines for team members to manually add the right form at each status.
- Or configure issue to change to custom issue types, for example you can create In prgress issue type and form will be auto-attached to that issue type
💡 Tip: Add instructions in the issue description or use Jira comments to remind users which form to attach next.
3️⃣ Step 3: Keep All Forms Visible as the Issue Moves Forward
- Once a form is attached, it remains visible in the issue.
- By the time an issue reaches the final status, all previously attached forms will still be accessible within the issue panel.
- Users can review all collected data without losing past submissions.
4️⃣ Step 4: Assign Issues to the Right People Automatically
Since company-managed projects don’t have the "Assign to multiple people" option like team-managed projects, you can use Jira Automation to assign the issue dynamically at each status change:
- Create a Jira Automation rule that reassigns the issue when transitioning between statuses.
Example:
- Status 1 → Assign to User A
- Status 2 → Assign to User B
- Status 3 → Assign to User C
💡 Tip: If multiple people need access, use @mentions in Jira comments or watchers instead of assignment.
🤔 Should You Use Two Projects (One for Forms, One for Kanban)?
No need! Since Smart Forms allows you to manage forms inside Jira Software, you can keep everything in a single project without separating request intake from your Kanban board.
🚀 Next Steps
1️⃣ Try Smart Forms for Jira and create forms for each Kanban stage.
2️⃣ Set up a clear process for team members to attach the correct form manually at each status.
3️⃣ Use Jira Automation to reassign issues at different workflow stages.
4️⃣ Enjoy a JSM-like experience without needing a separate JSM project!
Would you like help setting up the best workflow for your team? 😊
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