Enterprise Intake Center - Smart Forms in Action
This page demonstrates how enterprise organizations use Smart Forms for Jira to collect requests, standardize inputs, and trigger automated workflows across teams.
It serves as a practical reference — showing real forms, real configurations, and real outcomes in Jira.
Form Configuration Highlights
Conditional logic separates employee and vendor flows
Required fields prevent incomplete submissions
Hidden fields tag onboarding type for reporting
Pre-filled dropdowns ensure consistent department naming
Attachment fields support compliance documentation
Captcha prevents bot submissions
What Happens After Submission
Once submitted, the form triggers automated Jira actions:
A Jira work item is created in the appropriate project (HR, IT, or Vendor Management)
Subtasks are generated automatically for IT access, equipment provisioning, or security review
Priority and labels are set based on onboarding type
Relevant teams are notified automatically
The request is tracked through a standardized onboarding workflow
All onboarding data is stored within Jira for traceability and audit purposes.
This approach allows organizations to maintain a single onboarding entry point while supporting different governance, compliance, and operational requirements for internal staff and external partners.
Flow Overview
A Jira work item is created with request details (e.g., summary, amount, cost center, requester).
When the issue transitions to “Waiting for Approval”, an automation rule generates a Smart Form link.
The form URL includes Jira smart values as parameters, pre-filling the request summary and key fields for the approver.
The approver opens the form, reviews the pre-filled information, and submits a decision (Approve / Reject / Request Changes).
Upon submission:
The Jira work item is updated with the approval status
The workflow transitions automatically
Comments and approved values are recorded for audit
Result
No retyping of request details
No Jira access required for approvers (if shared externally)
Structured approval decision stored directly in Jira
Full traceability within the workflow
Flow Overview
Customer Request Submission
A customer submits an external Smart Form (no Jira access required).
Upon submission:
A Jira work item is created automatically
Form fields are mapped to Jira fields (summary, priority, custom fields)
The issue enters the support workflow
Issue Resolution Triggers NPS Form
When the issue transitions to Resolved, an automation rule:
Send an NPS Smart Form link
Pre-fills context via URL parameters (e.g., issue key, product, customer name)
Sends the link to the customer
NPS Submission Updates the Same Work Item
The customer submits:
NPS score (0–10)
Optional feedback
Upon submission:
The original Jira issue is updated
NPS score is stored in a custom field
Feedback is added as a comment
Optional: low scores trigger escalation