How to create Jira dynamic forms and let external users submit it?

[#1]

Most working processes take a lot of time, from creating to resolving. Especially when we are talking about the manager’s work, they always have lots of duties. To do everything in time, most managers use add-ons and programs, which help them to make their work more convenient and efficient. The most simple way for managers who use Jira to start doing more but wasting less time is to go to the Atlassian Marketplace and choose the app that fits the best.

Let’s look through the example when the add-on becomes extremely helpful.

When it’s necessary to submit Jira forms?

Jira Cloud has an opportunity to create nice forms that can improve and customize your issue layout. However, it’s very important to have an opportunity to share the forms with people outside of your organization and get a response to the Jira issue. The most typical case is the hiring process when HR administrators need some candidates’ documents and information. 

If the mentioned case is relevant for your organization, or you need the Jira forms to be external, read the information below.

Our SaaSJet team has released Smart Jira Forms to provide users with an option to create the forms and attach them to the issues. Then, based on the community requests, we’ve realized that users want to have those forms available for external people. So, we launched the improvement, and now any form can be shared the way the Google forms work.

How to share forms in Jira externally?

First of all, you need to install the add-on. Get it from the Marketplace on your Jira instance in a second. 

1. Construct the form that fits your requirements.
   
2. Create the issue and attach the form.
   Once the form is added, you can get the URL for sharing it.
   
3. Copy the URL to share it with the required people.

When the person opens the URL, the form will appear without any Jira-related design.

After the user submits it, the data will appear in the Jira issue and Add-on.

That’s it. The shared form is valid only for one submission and during a one-month period. The data will be saved in Jira properties. So no data is stored out of your Jira instance.

Takeaway

Smart Jira Forms is a straightforward way to keep data in a safe place, with a user-friendly interface and lots of functionality you can discover by getting the trial version. Spend your time on valuable things and get more free time to relax. It is an excellent present for yourself to become more productive. 

Have you ever used some Atlassian apps? If so, which one? Please, share your experience with us. 

[Fabian Lim]

Thanks for the details. Looks like a great add on.

[Karyna Tyrnavska _SaaSJet]

Hi, @Fabian Lim ! I really hope, that it was helpful!

[Morten Steinmejer]

We would use it, if it was possible to make an infinite amount of form submissions for an unlimited amount of time. Is that on the roadmap @Karyna Tyrnavska _SaaSJet ?

[Karyna Tyrnavska _SaaSJet]

Hi, @Morten Steinmejer !

Yes, we have such functionality in the product roadmap. So, users can use one URL for submissions from different users.

[Alexa Huynh]

@Karyna Tyrnavska _SaaSJet this looks awesome! Is the time limitation lifted already?

I am looking to build just one form which could be filled by external team. And need to make sure all the intakes will stay in my Jira board forever. 

Also, is it possible to assign a number value upon submit based on the user choice? 

E.g. He/She selects option #1, and the value assigned is "30", and if he/she selects an option #2, the value assigned is "50".

Is there a possibility to do the SUM for all the inputs above? Let's say for Q#1, the value is "30", for Q#2 the value is "50" and Form would create a Sum field which would show "80" once Submitted.

[Matt Jackson]

Great article and awesome add on. After setup (very simple), I notice the web form is not web reactive. Meaning, when I launch the web form on mobile its extremely small and doesn't respond well to the mobile screen. Is there a way to make this web form more mobile friendly? I'm looking to use this with a mobile app and the experience of launching this form and having to manipulate it by zooming in and moving around just isn't a good experience.

Thanks and otherwise nice job on this add on.