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Forms FAQ

Some frequently asked questions about the new form builder

Here are several FAQ about the new form builder in Jira Service Management. They're presented in no particular order.

 

Question

Answer

When will automation for forms be released?

We’re working on form automation and plan to release it soon. We can’t share an exact date here, but once it’s ready we will update this page.

How do Jira forms compare to Monday.com forms?

While we’re no experts on Monday.com forms, here’s what we can say when comparing the two.

The new Jira form builder brings a rich-text editor and drag-and-drop experience to building dynamic forms. Many other form builders take a simple approach – forms are vertical with one question per line.

Jira forms are dynamic, can be built to match current offline forms, and are backed by the power of Jira. Beyond simply creating a new task, Jira forms are part of an entire workflow that carry your data to the people and teams who need it.

Your Jira forms are also attached to issues and requests, meaning your can do your work right there on the one screen.

How do I report on form fields?

When building your forms, identify the fields you need to report on. Once you’ve built your form, one at a time select the fields you’ll report on and link each one to a Jira field or a custom Jira field.

Linking form fields to Jira fields and custom Jira fields will allow you to report on the data provided by your users.

Where is form data stored?

Form data is stored in Jira entity properties on the issue/request in your Jira instance.

How do we migrate ProForma forms from Server to Cloud?

The ability to migrate ProForma forms and data from Server or Data Center to Cloud is not yet ready. We’re not able to provide a timeline at the moment, but we will provide updates when this can be delivered.

When will forms be rolled out to Jira Software/Jira Work Management?

We’re working closely with the Jira Software and Jira Work Management teams to figure out the timing of Forms being available to all Jira customers.

ProForma app customers will have access to the new form builder in Jira Software and Jira Work Management. Customers who did not have ProForma installed will have to wait for access to the new form builder.

Will Insight asset custom fields be integrated with the form builder?

This is a frequently requested integration and one we’re working on getting right for you. We don’t have a date for the release of this integration, but we’ll update this post as soon as we do.

Do you plan to add attachment fields to the form builder?

Yes. We plan to include an attachment field in the form builder. We’ll update this answer when we have an estimated release date.

Will it be possible to capture signatures on Jira forms?

Probably. Digital signatures are on our product backlog and we’re hearing more requests for this plus interesting use cases we’d love to explore more.

We don’t have a timeline on when this would be released and it’s not likely it will happen in the next several quarters.

Why are my forms always at the bottom on the request screen?

Forms display below Jira fields. There is no setting to change this right now. We are working to integrate forms into the overall request configuration to allow users to control placement of all fields on their request screens.

Do forms replace existing request types?

No, forms do not replace existing request types. Requests may be created with a form, but forms are only one part of a request type.

Does the form builder use Jira fields?

The form builder does not use Jira fields. It is possible – and encouraged if you need to report on specific form fields – to link form fields to Jira fields and custom fields.

Link form fields to Jira fields using the “Linked Jira Field” dropdown in the form field settings.

 

 

Does the form builder have its own field types?

The form builder has a set of field types that are not Jira fields or custom fields.

How do Data Connections work?

Forms can retrieve JSON data from REST APIs and use this data to populate choice fields in your forms.

Click here to see the full documentation on Data Connections.

How will my forms be migrated from ProForma Cloud to Jira Cloud?

The Forms team at Atlassian will migrate ProForma Cloud customers to the new form builder experience. This includes all ProForma Cloud customers on Jira Service Management, Jira Software, and Jira Work Management.

ProForma Cloud app customers have been divided into migration cohorts. System Admins will receive a message from us when we’re ready to migrate their instance.

The migration will not delete any previously built forms or associated data. We will work closely with customers who have active automations, issue forms, workflow validators, and data connections.

Is there a Forms roadmap we can see?

The integration of ProForma into Jira and the migration of existing ProForma Cloud customers has been our first priority.

We are prioritizing what comes next for forms. We’ll share plans here in the Forms Group.

To ask for specific features, please add a comment to the Forms features page here in the Group.

Can we clone forms from Jira Service Management to Jira Software projects?

ProForma app customers will be able to use the new form builder in Jira Service Management, Jira Software, and Jira Work Management.

If you did not have ProForma installed for Jira Software and/or Jira Work Management before October 2021 you will have to wait until the new form builder rolls out to these platforms.

Please see the FAQ “When will forms be rolled out to Jira Software/Jira Work Management?” for the most up-to-date answer on when the new form builder will be available.

Find more Q&A here on the Jira Service Management licensing page

We also put together some answers for existing ProForma customers who may have questions about licensing and more.

Click here to see the ProForma FAQ on the licensing page.

More questions about the new form builder?

Ask in the comments below. We'll keep an eye on this post and update the page when we get new questions.

5 comments

Taranjeet Singh Community Leader Mar 08, 2022

Thanks for sharing this FAQ document, @Peter Preston ! This is going to be super helpful.

Like Peter Preston likes this

Cheers @Taranjeet Singh ! Your questions have been a big help -- keep them coming :) 

Like Taranjeet Singh likes this

Hey @Peter Preston,

I'm not sure if it's possible to share the form publicly without having to reconfigure the help desk to be available to everyone (at least one project that will contain the form).

We would maybe just like to have one or a few forms that could be filled in by anyone on the Internet, instead of having the whole Service Project shared externally in JSM.

Like Peter Preston likes this

Hi @Tomislav Tobijas it's not possible to share forms with anyone on the internet yet. We've wanted to add that capability for a long time. I can't give you a timeline on when that might happen, but it is on our backlog.

Like Tomislav Tobijas likes this

Any update on when Forms will be available for Jira Software? 

Like Matthias likes this

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