Is it possible to link a form from one Space to another?

[Kevin Hawekotte]

Before I came here I read this doc, but I'm still experiencing some difficulty.

Jist: I'm trying to link a form from one Space (f.k.a. Project) to another one. It's an intake form that is shared across two teams, but would like to have the data from the first Jira Space, in the second.

It may be the case that I don't have permissions to do so, but would like some general guidance! Thank you! 

[Trudy Claspill · Accepted solution]

Hello @Kevin Hawekotte 

Welcome to the Atlassian community.

First, can you confirm that this concerns Jira Service Management projects/spaces?

Second, can you provide more details on what you mean by "would like to have the data from the first Jira Space, in the second"?

Is the completion of the form causing an item to be created in the first space?

Do you want the item replicated into another new item in the second space?

Are you wanting to attach the completed form to issues in two different Spaces?

Do you want to incomplete form to be available for use in two spaces?

[Trudy Claspill]

Thank you for the additional information.

At a minimum you could add an automation rule to the first space so that when an issue is created in it then the Create Issue (or Clone issue) action is used to create an issue in the second space. Through either of those actions you can set field values in the new issue referencing values from the trigger issue.

You would probably want to add some conditions so that a new item is not created in the second space for every new item created in the first space.

I haven't tested this next part....

You could then add a Branch for Most Recently Created Work Item and in that branch use a Copy Forms action to copy the form from the Trigger work item.

In order to operate on that item in that other space within this rule, this rule will have to be a multiple-space scoped rule naming both the first and second spaces. And then you will probably want to add some additional conditions after the trigger to check the Space of the trigger item and proceed only if it is the first space.

Only Jira Admins can create automation rules that have more than one space in scope. If you don't have that level of access you will need to work with somebody who does to get the rule created.

The multiple-space scope is required only for the branch and form copying steps. If you are content to just get the item created in the second space without the form, you don't need a multiple-space scoped rule, and the rule can be created by a Space Admin within the first space.

Let me know if you have additional questions on any of this.

[Olha Yevdokymova_SaaSJet]

Hello @Kevin Hawekotte 
Native Jira Forms are project-scoped.
That means:

• A form created in Project/Space A can only live inside that project.

• You can’t link, copy, or reuse that same form directly in Project/Space B.

• You can export the form layout as JSON, but it still has to be re-created in each project.

• All submissions stay inside the project where the form lives.

So the difficulty you’re running into is expected — the native form builder doesn’t currently support cross-project usage or shared forms.

Why This Limitation Exists

Forms are tied to each project’s:

• field configuration

• permissions

• workflow

• screens

So Jira keeps them siloed to avoid conflicts.

If You Need One Centralized Form Used by Multiple Projects

This is where Smart Forms for Jira (developed by my team) helps, because it removes the project restriction entirely.

With Smart Forms, you can make one form available across any number of Projects/Spaces. One form, many projects

You publish a single intake form and share it with all stakeholders (internal or external).
The form lives independently — not tied to any one project. 

What you can do with Smart Forms:

✔ Create one form and reuse it across multiple Jira projects
✔ Share the same public or internal form link or add to work item with both teams
✔ Copy form submissions to different Jira spaces based on form responses (e.g., “Department = Marketing” → Project MKT, “Department = Product” → Project PRD)
✔ Map fields directly to Jira fields 
✔ Add form logic, attachments, validation, and multi-step flows
✔ Centralize intake while keeping work items separated per team

[Kevin Hawekotte]

Hi Trudy, 

Thank you, happy to be here!

First, I'm sorry that was a bit vague, and also it concerns Jira Software. I was pointed in the direction of that JSM resource by Rovo, and this post was auto-tagged. Very new here, my apologies! 

Second, there is a form that is set up in a Company-managed Software space that a few teams use, and my team uses another Team-managed Software space.

Yes, the completed form is causing an item to be created in the first space.

Yes, I do you want the item replicated into another new item in the second space.

Yes, I am wanting to attach the completed form to issues in two different spaces. The first Company-managed space, and then subsequently our Team-managed space.

I'm sorry I'm not clear on that last question, but the form is intended to stay in the first space(Company-managed space), and is not needed in the second space.

Thank you for helping me ask a better question!