Provide & Collect Files via Forms from external or internal users to Jira: When to Embed vs. Attach?

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Are You Sharing or Collecting Files?

When building forms, one of the biggest challenges is deciding how to handle files and documents. Do you need to provide users with instructions or reference materials? Or do you need them to upload important files? Smart Forms for Jira offers two key features for this purpose:
✅ Embed Element – For displaying files directly in the form.
✅ Attachment Field – For collecting user-uploaded files.

With Smart Forms' for Jira powerful form builder, you can create flexible, structured forms with drag-and-drop elements, pre-filled fields, conditional logic, and automation to optimize workflows. It also allows you to collect attachments externally, meaning users who don’t have Jira access can still submit files via shared forms.

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1️⃣ When to Use Embed Element: Provide Files for Reference

The Embed Element is perfect for cases where you need to show files, images, or videos inside a form—not collect them. Instead of asking users to download and open separate documents, the necessary information appears directly in the form, keeping everything in one place. You can also embed others forms inside your main form, which means that you can share multiple request within a single form.

🔹 Use Case 1: Employee Onboarding Instructions

📌 Problem: New employees often need to review multiple documents—company policies, benefits guides, or training materials.
✅ Solution: Embed an employee handbook directly in the form so they can read it before completing any required fields.
🔹 Bonus Tip: Add an acknowledgment checkbox at the end to confirm they have read the document.

📌Pro Tip: Make the main onboarding form dynamic by including extra forms that appear conditionally by embeding that form. For instance, when an employee specifies they require a laptop, show them a laptop request form.

🔹 Use Case 2: Technical Documentation for IT Requests

📌 Problem: Employees often submit IT requests without following instructions, leading to miscommunication.
✅ Solution: Embed troubleshooting guides or setup instructions (PDFs, videos, or Confluence pages) in the form.
🔹 Bonus Tip: Combine this with conditional logic to show troubleshooting guides only when users select certain request types.

🔹 Use Case 3: Visual Examples for Creative Approvals

📌 Problem: Design teams receive incomplete creative requests because requesters don’t provide proper context.
✅ Solution: Embed brand guidelines, sample designs, or video references in the form so users know exactly what’s expected.
🔹 Bonus Tip: Pair the embed with required fields to ensure all necessary information is provided.

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2️⃣ When to Use Attachment Field: Collect Files from Users

The Attachment Field allows users to upload documents, images, or files when submitting a form. This is useful when you need to gather additional information that cannot be typed into a form field.

With Smart Forms, you can also collect attachments externally, allowing users who don’t have Jira access to submit files via a shared public form.

🔹 Use Case 4: Bug Reporting – Collect Screenshots & Logs

📌 Problem: Dev teams struggle with incomplete bug reports because users don’t provide screenshots or log files.
✅ Solution: Add an Attachment Field labeled "Upload Screenshot or Log File" to ensure users submit visual proof.
🔹 Bonus Tip: Use conditional logic to require screenshots only when the user selects "Visual UI Bug."

🔹 Use Case 5: Job Applications – Resume & Portfolio Uploads

📌 Problem: Recruiters need candidates to submit resumes, portfolios, and cover letters but can’t track them efficiently via email.
✅ Solution: Create a structured form where candidates upload required documents directly, keeping everything organized in Jira issues.
🔹 Bonus Tip: Auto-assign submitted applications to the right recruiter using Jira automation.

🔹 Use Case 6: Expense & Reimbursement Requests

📌 Problem: Finance teams often receive incomplete reimbursement requests without proof of expenses (receipts, invoices, etc.).
✅ Solution: Add an Attachment Field requiring users to upload receipts.
🔹 Bonus Tip: Set a minimum and maximum file size to ensure clear scans.

🔹 Use Case 7: Security & Compliance – Uploading Signed Documents

📌 Problem: Legal and HR teams need signed NDAs or compliance forms before granting access.
✅ Solution: Require users to attach signed PDFs before submitting.
🔹 Bonus Tip: Combine this with the Embed Element to provide a preview of the agreement before users download and sign it.

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3️⃣ Key Differences: When to Embed vs. Attach Files?

Feature	Embed Element	Attachment Field
Purpose	Display files for reference	Collect files from users
User Interaction	Users view embedded content	Users upload files
Common Use Cases	Instructions, guidelines, reference docs, sample visuals	User-uploaded resumes, reports, bug screenshots
Best For	Making sure users follow instructions	Ensuring users submit necessary documents
Jira Integration	Helps users complete forms correctly	Stores files in Jira issues for tracking

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4️⃣ Best Practices: How to Use Both Together

💡 Want the best of both worlds? Many forms work best when you combine Embed Elements and Attachment Fields:
✅ Provide reference material using the Embed Element
✅ Require users to submit proof with an Attachment Field

For example:

• Security clearance requests: Embed a list of required documents + require attachments.

• Design feedback forms: Show branding guidelines + ask users to upload mockups.

• IT support tickets: Display troubleshooting steps + require users to attach logs.

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Final Thoughts: Empower Users with the Right File Handling

By choosing the right method for handling files, you can:

✔ Reduce confusion for users.
✔ Improve data collection.
✔ Streamline workflows and minimize follow-ups.

So next time you create a form, ask yourself:

• Do users need to SEE a file? → Use Embed Element

• Do users need to SUBMIT a file? → Use Attachment Field

• Do you need both? → Combine them for the best user experience! 🚀

🔹 Start using Smart Forms today and make file management inside Jira seamless!
Try Smart Forms for Jira