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Forms in Kanban project

Sandra Nestorova

I'm looking for advice how to get forms look visually like the ones in a Service management project. I have a company-managed Kanban project but the forms in that project appears in the different statuses just as fields.

I am building a workflow where I would like to assign the issue to different persons throughout the different statuses (could need help how to make that happen - the rule in team-managed projects where I can assign to one person or many doesn't exist in company-managed) and that there are different forms to appear at the different statuses but where the previous forms should stay visible so when you come to the last status you have 5 different forms included in the Issue. Could you help with this?

Should I have two different projects, and for the requests/forms and one that displays them like Kanban. I would like to have them in one project if possible.

Accepted answers

Tomislav Tobijas

Hi @Sandra Nestorova ,

Related to JSM forms in software projects, there's a little 'workaround' that you may use.
Once you build and configure forms within the project, you can add them whenever in the issue/item workflow.

As for the following:

...I am building a workflow where I would like to assign the issue to different persons throughout the different statuses...

I mean, this is definitely supported within Jira. We have one use case where whenever issue is transitioned to a new status, Assignee field is cleared and the issue is assigned to the new/next person.

Regarding the display of 'forms on Kanban' - I'm guessing you mean Jira issues/item on Kanban board and not necessarily 'forms'?

Cheers,
Tobi

Olha Yevdokymova_SaaSJet

Hi @Sandra Nestorova

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? 😊

All comments

Tomislav Tobijas

Hi @Sandra Nestorova ,

Related to JSM forms in software projects, there's a little 'workaround' that you may use.
Once you build and configure forms within the project, you can add them whenever in the issue/item workflow.

As for the following:

...I am building a workflow where I would like to assign the issue to different persons throughout the different statuses...

Regarding the display of 'forms on Kanban' - I'm guessing you mean Jira issues/item on Kanban board and not necessarily 'forms'?

Cheers,
Tobi

Sandra Nestorova

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?

Olha Yevdokymova_SaaSJet

Hi @Sandra Nestorova

✅ Solution: Use Smart Forms for Jira to Manage Forms Like JSM

🛠 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

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

Would you like help setting up the best workflow for your team? 😊

Sandra Nestorova

Thank you @Olha Yevdokymova_SaaSJet , it sounds like a good solution. I would still prefer a solution without adding costs to our license .

Tomislav Tobijas

Yeah - this screenshot shows issue/ticket layout configuration. The 'workaround' I've mentioned is just that - it isn't something officially released by Atlassian so in software projects, you won't be able to see Forms in the same way.

When talking about Kanban boards, items displayed there are issues (new term is work items). To be clear, forms are attached to issues and boards only display issues, not single submitted forms. Additionally, each issue can have more than one attached form, so, to sum it up, you cannot visualize forms on the board > only issues/work items.

As for this part:

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?

The short answer is - no. Basically, forms are connected to the issue type. Meaning, once you add/connect issue type with the form, you'll be able to add a new form to that issue type in any status of the workflow. Also, you cannot 'display' forms on screens; only Jira fields can be shown there.

This is all a 'grey area' I would say. Also, I feel like a bit more context is missing. For example - what's the use case you're trying to solve? What's the process here? Like:

Who is creating issues?
Who needs to attach the forms?
Would you need a different form when transitioning an issue to a different status (and why)?
Why can't you just use Jira custom fields/why are the forms needed here?

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