Never Lose Data: Move, Clone, and Copy Issues with Forms in Jira & JSM

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Managing cross-project requests in Jira can be challenging, especially when your workflow involves Jira Service Management (JSM) and Jira Software. Have you ever needed to transfer an issue, along with its submitted form, from one board or project type to another, only to discover there’s no native way to do it seamlessly?

Whether it's customer feedback, onboarding requests, or incident escalations w ith Smart Forms for Jira, you don’t have to worry about these challenges. When you clone or copy an issue, the attached form—including all its submitted responses—automatically moves with it. No manual setup, no lost data, just seamless cross-project collaboration.

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The Problem

Teams working across JSM and Jira Software often face these challenges:

• Missing forms when cloning issues: Users find that submitted forms do not transfer when cloning issues between JSM and Jira Software.
• Data loss during cross-project moves: Essential context from the forms is lost, making follow-ups and resolutions inefficient.
• Manual duplication of forms: Recreating forms manually wastes valuable time and increases the risk of errors.
• Inconsistent workflows: Without form data, teams can’t maintain consistency in request handling across different projects.

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Copy Submitted Forms with Issues—No Setup Required

When you clone or copy an issue in Jira, any attached forms and submitted responses are automatically included in the new issue.

• Seamlessly transfer forms: Move issues between JSM and Jira Software, keeping all submitted form data intact.
• Maintain workflows: Ensure no loss of information, preserving the context needed for action.
• Better collaboration: Enable teams across projects to access the same information effortlessly.

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How It Works

1. Set Up the Smart Form
   • Use Smart Forms for Jira to create forms and attach them to your JSM or Jira issues or share with external users.
   • Configure your form to include critical data like request details, issue typ

2. Set Up Create New Issue with Field Mapping

Want to create a new issue from form submissions? Follow these steps to ensure all form responses map correctly to Jira issue fields:

1. Create Your Form:
   • Go to the Smart Forms add-on and create a form that captures all necessary data.
   • Add fields like "Request Type," "Description," or custom options based on your workflow.
2. Enable the "Create New Issue" Option:
   • Open your form’s settings and enable Create New Issue.
   • Select the target project and issue type where the form will create issues.
3. Map Form Fields to Jira Fields:
   • Map each form field to a corresponding Jira field, such as Summary, Description, or custom fields.
   • Example:
     • Form Field: "Your Request" → Jira Field: Summary
     • Form Field: "Details" → Jira Field: Description
4. Save and Share the Form:
   • Share the form externally or attach it to a specific issue type.

Once a user submits the form, a new issue is automatically created in Jira with the mapped fields pre-filled

1. Transfer the Issue
   • Use the standard Jira move or clone functionality. Smart Forms will automatically transfer the submitted form along with the issue.
2. Continue Workflow Effortlessly
   • All submitted form data appears in the new issue, ready for action, without any need for manual intervention.

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Why It Matters

By enabling forms to travel with issues, your team gains:

• Accuracy: All critical data is preserved, reducing errors and ensuring seamless handoffs.
• Efficiency: Automate time-consuming manual processes, allowing your team to focus on higher-value tasks.
• Consistency: Maintain uniform workflows across JSM and Jira Software projects.

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Real-World Use Cases

1. Bug Reporting Across Teams

Scenario: A support team in Jira Service Management logs a bug report with detailed form responses. The issue is cloned to a Jira Software project for development.

Solution:

• The form moves with the issue, ensuring developers have all necessary information to resolve the bug efficiently.

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2. Customer Feedback and Product Discovery

Scenario: Marketing collects product feedback via a form embedded in Confluence. Feedback is linked to Jira Product Discovery for analysis.

Solution:

• Feedback forms move with issues, allowing product managers to prioritize features effectively.

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3. HR Onboarding Across Departments

Scenario: HR uses a form to collect onboarding details. IT and finance teams need the same data to provision resources and set up payroll.

Solution:

• The form data moves to cloned issues in IT and finance projects, ensuring each team has the information they need.

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4. Incident Management and Escalation

Scenario: An incident logged in JSM needs escalation to another team.

Solution:

• The issue, along with the form responses, is moved to a new project. The resolution team has all the details they need.

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Why Smart Forms for Jira?

1. Efficiency: Automate issue creation and form transfers to save time.
2. Accuracy: Ensure no data is lost during cross-project workflows.
3. Collaboration: Share forms externally, embed them in Confluence, and maintain data consistency.

With Smart Forms for Jira, managing forms and workflows across projects becomes seamless, allowing your team to focus on what matters most.