External form sharing from issue vs. General form sharing from add-on
Depending on the use case, you can utilize external form sharing from an issue or general form sharing from the add-on. Both types of external sharing have some similar capabilities, but the main difference lies in their application. External form sharing from an issue generates a unique URL that can be filled only once within a 1-month limit, whereas general form sharing from the add-on can be used multiple times.
Key Differences
Feature | External Form Sharing from Issue | General Form Sharing from Add-on |
|---|---|---|
Sharing with users outside Jira | + | + |
The form is added to a Jira issue | + | - |
Types of form spreading | Add form to issue automatically or manually and then share by link | Embed form on Confluence, website, or share by external links via blog, social media, or email |
Count of responses on 1 form link | 1 response | Multiple responses |
Limit | 1 month limit | No time limit for filling |
Shorten the URL | + | + |
Collect submitted responses | In Jira issue: every separate instance of form response + export one response to form to Excel or PDF In add-on on Responses tab: all responses to form + export all responses to Excel or PDF | In add-on on Responses tab: all responses to form + export all responses to Excel or PDF |
Create new issue based on form submission | + | + |
Map fields in existing Jira issue | + | - |
Use Cases
These use cases demonstrate how different types of form sharing can be effectively utilized for specific purposes, enhancing data collection and process management within an organization.
External Form Sharing from Issue
It is used when working on an existing Jira issue and needs to share a unique form with a specific external user related to the task at hand.
Customer Feedback Collection:
Scenario: A customer support team is handling an issue reported by a client regarding a product malfunction. To gather detailed feedback on the issue, they use the external form sharing from the Jira issue.
Implementation: The form is automatically added to the issue and a unique link is shared with the client. The client fills out the form, providing specific details about the problem. This response is then linked directly to the Jira issue, helping the support team address the issue efficiently.
Incident Reporting for On-site Services:
Scenario: A field service team needs to report incidents or observations made during site visits.
Implementation: Form is automatically added to the task related to the site visit. When an incident occurs, the field technician fills out the form via a unique link and the response is tied to the relevant Jira issue. This ensures all incident details are documented and accessible for follow-up actions.
Project Milestone Approval:
Scenario: A project manager needs client approval for key milestones before proceeding to the next phase.
Implementation: A form is added to the Jira issue representing the project milestone. The client receives a unique link to the form, which they fill out to approve or request changes. The form response is then recorded in the Jira issue, ensuring the project manager has the necessary documentation to proceed.
Bug Detail Collection:
Scenario: A customer service agent needs to gather more detailed information from a customer about a bug they reported.
Implementation: The customer service agent uses the external form sharing from the Jira issue to send a "Bug Detail" form to the customer. This form auto-populates with product options relevant to the reported issue. The customer fills out the form, providing additional details about the bug. Upon submission, the form data is prefilled in the corresponding fields of the Jira issue, ensuring all information is accurately captured. The development team can then review these details in Jira to diagnose and fix the bug efficiently.
General Form Sharing from Add-on
It is used when you need to collect data from various users.:
Employee Feedback Survey:
Scenario: The HR department wants to gather feedback from employees about their job satisfaction and work environment.
Implementation: An "Employee Feedback Survey" form is created using the add-on. The form is shared via email and embedded on the company intranet. Employees can fill out the form multiple times as needed. All responses are collected in the add-on’s Responses tab, and HR can export the data for analysis.
Customer Satisfaction Survey Post-Service:
Scenario: A service team wants to collect feedback from customers after a service has been provided.
Implementation: A "Customer Satisfaction Survey" form is developed using the add-on. After completing a service, the team shares the form link with customers via email and social media. Customers can fill out the form to provide feedback on their experience. Responses are aggregated in the add-on, allowing the team to monitor customer satisfaction levels and identify areas for improvement.
Marketing Campaign Idea Submission:
Scenario: The marketing team is seeking new campaign ideas from across the organization.
Implementation: A "Campaign Idea Submission" form is created using the add-on. The form is shared with all employees through the company newsletter and intranet. Employees can submit their ideas multiple times. The marketing team reviews the submissions collected in the add-on’s Responses tab and exports them for further evaluation and planning.
Feature Request Collection via Website:
Scenario: The software development company wants to gather feature requests from its users directly through their website.
Implementation: A "Feature Request" form is created using the add-on. The form is embedded on the company's website. Users can easily submit their feature requests through this form. Each submission automatically creates a new Jira issue prefilled with the data provided by the user. The development team reviews the submissions collected in Jira and uses this information to plan and prioritize future updates and features.