Automatic Epic Creation

[Mariana Lindote]

Is it feasible to build the form directly in Jira? How can we automate the creation of initiatives as Epics in Jira, ensuring that only those of high priority, as defined by the form, are opened?

[John Funk]

Hi Mariana,

There's multiple things going on in that question. :-)

First, what is the hierarchy you are trying to achieve? Epic > Initiatives > Tasks? Or is it Initiatives > Epics > Tasks? And do you have a Premium subscription? This is required to add a level. 

[Darryl Lee]

Hi @Mariana Lindote - one of the interesting things about your request is the idea that you only want issues that meet a certain criteria of high priority to be filed as Epics/Initiatives.

This reminds me of the service desk concept of deflecting users to KB articles instead of having to file a ticket.

My question would be: are you saying there's situation where after answering various questions (which it sounds like you'd have branching paths), the ticket would not need to be filed at all?

This is a very different model from standard Jira, or even Jira Service Management. 

If I were to try to make this "work" in Jira, I think that ultimately some kind of ticket would end up being created, but then you could use Automation to move that ticket to an Epic/Initiative, whereas otherwise it would stay as some kind of "Rejected Idea" issue type. OR you have a Status for Rejected.

So yeah, some interesting things to think about.

But about Forms...

As to how to create such a branching form, there actually IS a native option, but annoyingly, Atlassian has kept it hidden and not offered public guidance on whether they're eventually going to charge for the feature.

Back in 2021, Atlassian purchased ThinkTilt, maker of ProForma, which provides forms that can contain conditional logic to dynamically show or hide fields, etc. It's incredibly powerful, and as commenters have documented in JSWCLOUD-26603 - Add the JSM Forms to Jira Software, it is available to Jira Software Cloud users NOW by going to:

* https://YOURSITE.atlassian.net/jira/software/c/projects/YOURPROJECTKEY/settings/forms

You can file a Support request and according to @Sid Pathirana

I asked Atlassian Support enable the Forms menu option in our Jira Software site, and it is now accessible as a menu option under Project Settings. Atlassian also confirmed that enabling this "hidden" feature has no adverse impact and does not invalidate our support/warranty cover.

And yet officially, in that ticket as of May 2023, Simon from Atlassian writes:

At the moment there are no plans to release forms for JSW; however, we will continue to review the demand for this feature and will provide another update in October 2023.

Well. That's confusing. And frankly, a little worrisome.

You pay for a product. In exchange they give you features. The features are documented. The features are supported.

This is a weird case where the feature is there. Hidden. In some gray area of "Just ask Support to hook you up."

What's the SLA look like for Forms? Will it at some point become a Premium feature? Enterprise?

At any rate great documentation for Forms. But you'll note it's filed under "Jira Work Management". If you're OK using an "unofficial" feature, or even if you just want to kick the tires, it's worth taking a look.

Forms is a great product/feature and it's incredibly powerful. There's a reason Atlassian bought it. It's a SHAME that they're still dithering trying to figure out how to roll it out/profit off of it for Jira Software.

[Prem]

@Mariana Lindote - My pleasure, Always happy to help.

[Mariana Lindote]

Thank you very much, your answer clarified my doubt.

[Prem]

Hi @Mariana Lindote ,

Regarding your inquiry about creating forms in Jira, there isn't a native option available at the moment. While I'm unsure about third-party applications, if I understand your goal correctly, you might be aiming to create initiatives as epics in Jira.

This can be accomplished using Confluence and Jira Service Management (JSM). In Confluence, you can design a form with the required fields using a form builder app, then publish it. When the form is submitted, the data will automatically create an issue in Jira. You can configure the issue type and hierarchy in the backend.

Alternatively, in Jira Service Management (JSM), you can create a form that will automatically generate an issue in JSM. However, you'll need to define the issue types as request types.

Lastly, thanks to @John Funk  for pointing out that a premium subscription is required to define issue type hierarchies.

[Mariana Lindote]

Hi, understood. I will take a look at all the materials you sent me. Thank you!

[Mariana Lindote]

Hello, @Prem's answer clarified things for me. Thank you very much!