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Forms vs Checklists

Atlassian recently made the forms available in Jira Service Management cloud projects. You can create forms that can be used either internally on the Jira issue, or externally on the JSM portal. The forms can include multiple field types, including a checkboxes.

So when should you use a form and when should you use a checklist?

Forms and checklists are both powerful tools that can make your service agents more efficient, and your customers more satisfied. (While I am with the team behind Issue Checklist for Jira, you can find several checklist apps in the Marketplace.) Some of thee functionality between forms and checklists overlaps, but there are distinct ways you’ll want to use them in your Service projects.

When to Use a Form

Forms are a great way to collect and share detailed, structured information. You don’t have to create custom fields for the form fields, so it helps keeps your Jira instance light and features like validation and conditional logic allow you to create forms that are both thorough in the information they collect, and simple and intuitive for users to complete. Use forms on the JSM portal to collect the specific information you need for a given request type. A well-designed form will often mean that agents can provide one-touch service.

When to Use a Checklist

While forms are excellent for gathering information from JSM customers, checklists are a great way to track the steps of your internal processes. Use a checklists to ensure you have provided customers with all off the required information, to document the steps needed to recreate a bug, or to track your internal QA testing before a fix is provided to the customer.

Forms vs Checklists

A few ways other ways that checklists differ from forms:

  • Forms are created in advanced and then added to the request/issue to be filled out by customers or agents. Checklists can be created or modified ad-hoc, no advance preparation necessary.

  • Administer Projects permission is required to create Forms. Anyone with permission to edit the issue can add/edit a checklist.

  • You can use @ mentions to assign checklist items to a user. Currently there is no way to assign a form (or form field) to a specific user.

  • Forms can be published to the portal for a customer to fill out, or in a read-only state to allow the agent to share information with the customer. Checklists can be displayed in a read-only state on the JSM portal. Checklists cannot be created or completed by JSM customers.

ChecklistAndForm.png

The best of both worlds - use forms and checklists together!

1 comment

@Jennifer Choban thanks for such an informative article.

For those Jira users, who are interested in such types of add-ons, try the ones from the Atlassian Marketplace. One of such add-ons is Forms&Checklists for Jira developed by my SaaSJet team, which helps to create forms using a wide list of fields: checkboxes, date, multi-choice, etc. 

It allows adding forms to Jira issues manually or automatically(as it’s shown below).

 manually.png

Also, you can set up conditional logic to create a dynamic form.

 2022-03-15_15-41-21.png

Share any Form and Checklist using a direct URL so unauthorized Jira users can submit it.

This add-on is available both for Jira issues and Jira Service Management tickets. 

Hope you find it helpful

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