How to Attach the Forms in Jira to the Email?

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Forms in Jira is a practical and useful customizable solution for many managers’ tasks, especially when we talk about the HR department. It helps to collect and store information in a well-organized and structured order.

However, is it possible to share your form via email with a person who is not yet a member of your organization and Jira? Even though there is no Atlassian solution to share forms with external Jira users, you can try the alternative - Smart Jira Forms.

Smart Jira Forms add-on to share forms with the users outside your organization

This add-on also allows sharing forms externally via email or other methods of exchanging messages.

When you need to you share forms and checklists externally, please follow the next steps:

• create the form in Jira
  
• add Form builder elements (Text field, URL, Number/Text area/Dropdown and Radio button/Multichoice and Checkbox/Date and Time/Attachment/Header, etc. to customize the form according to your specific needs
  
• make the form dynamic by adding the Form Logic
  
• once the form is created and added to the Jira issue, you can get the URL to share to add it to your email (as shown below)
  
• copy the URL and paste it into your email
  

How does form-sharing work?

As every link is tied to a particular issue, you will need to create as many issues as many links you need. Even though your recipient 1, recipient 2, and recipient 3 have to fill in the same form, you will need to create separate issues for them. 

However, our developers are in the process of elaborating a new feature that will enable you to share the same link with a few users. So, utilizing Forms & Checklists for Jira add-on will become even easier and save you lots of time for repetitive tasks.

When the recipient fills in the form, you can review all the answers by going to the add-on and checking out Responses.

Note: All information is stored just in Jira. SaaSJet doesn’t keep any user-related data.

To sum up

If you want to check how easy and comfortable it will be to collect and store information from external users via email for any of your organization’s processes, you are welcome to start Smart Jira Forms 30-day trial. In case you need a consultation with our product manager, do not hesitate to request a demo call, and we will help you out in the shortest time frame.