Optimize input of data like a purchase order

Question

Hy All,

I am trying to have a data input using a Form in order to get data of a purchase order, for example, SKUS-Description-Number of pieces. So I have looked for it in a form's templates and the only solution I found is:

So, implementing the solution this way thinking in generating reports, I will have custom fields Item Number (IN1..IN5), Description (Desc1…Desc5) and so on.

Is there a way to input these data to make it easier to use it later?

Thank you.

Jader

Artyom Karpets _ArtUp Labs_ · Accepted Answer

Hi Jader, a form question becomes a Jira custom field only if you link it to one in the form builder. For order lines you usually don't need that:

* Link to Jira fields only what you search or report on with JQL, for example the supplier, the PO number and the total.
* Keep the line items (item number, description, number of pieces) as form-only questions. They stay in the form attached to the request, and you avoid fifteen custom fields that nobody queries.
* For reporting, export the answers instead of building fields for them. In Project settings (Space settings) > Request management > Forms, open the ••• menu next to the form and choose Export in XLSX (admins only): each form question becomes a column, one row per submitted form. To combine form answers with Jira fields, run the search in Filters > View all issues in list view, pick the Jira columns, then Export > Export XLSX (form data) and choose the form. Atlassian's KB article "Export Forms spreadsheets in Jira Cloud" has the steps.

The fixed number of lines (IN1 to IN5) is a current limit of forms. A repeating "add row" table is requested in JSDCLOUD-18406 (Gathering Interest), worth a vote. If orders often have more lines than the form allows, a simple workaround is a spreadsheet template that the requester fills in and attaches to the request.

Drafted with an AI assistant and reviewed by me.

Olha Yevdokymova_SaaSJet · Accepted Answer

Hi @Jader Peixoto Volkmer

Artyom’s advice is spot on: link to Jira fields only what you report on with JQL, and keep the line items inside the form.

Another approach you might consider is Smart Forms for Jira (developed by my team).

It makes this kind of order form easier to fill in and to report on:

* Responses are stored in the form, so you don’t need 15 custom fields. Map only the supplier, PO number and total.
* Calculation field: work out line totals and the order total automatically, so nobody types them by hand.
* Table and columns layout support - for the view you looking for
* Conditional logic  and posibility to add extra lines or add other options
* Validation: use regex or number limits so SKUs and quantities are always in the right format.
* Reporting: export responses to Excel or PDF, one column per question, so all the line items are there for analysis. Plus you can set up API Data source to get form responses for exaple to google sheets.

Result:

→ requesters see only the lines they need

→ totals are calculated for them

→ you report on clean data without cluttering Jira with custom fields