Introduction to Form Creation: Form Builder

Creating effective forms shouldn't require technical expertise or hours of setup. With Smart Forms for Jira, you can build professional, functional forms using our intuitive drag-and-drop builder that puts all the power at your fingertips. Whether you need a simple feedback form or a complex multi-step workflow, our form builder adapts to your needs.

Getting Started with Form Builder

The form builder operates on a simple "Drag → Drop → Configure" workflow:

📌 Select elements from the comprehensive element library
📌 Drag and drop them into your form layout
📌 Configure settings for validation, logic, and appearance

🔑 Unique Element Keys: Each form and content element automatically receives a unique key (like "SLI-1", "DD-2"), making it easier to:

• Set up form logic when elements have identical labels

• Reference responses in customize submission messages using ${element-key} format

Form Elements

Form elements are the core data collection components of your forms. Each serves a specific purpose for gathering structured information.

Text Input Elements

📝 Single-line text input

• Perfect for: Names, phone numbers, job titles, short responses

• Features: Character limits, placeholder text, validation

📄 Multi-line text input

• Perfect for: Comments, descriptions, detailed feedback

• Features: Expandable text area, character limits

🔗 URL element

• Perfect for: Website addresses, social media profiles, portfolio links

• Features: Built-in URL validation, clickable preview

🔢 Numeric element

• Perfect for: Quantities, ages, prices, ratings, scores

• Features: Number validation, min/max ranges

Selection Elements

📋 Dropdown

• Perfect for: Single selection from many options (departments, priorities)

• Features: Search functionality, Jira field population

☑️ Multi choice

• Perfect for: Multiple selections from dropdown format

• Features: Multiple selection dropdown, option limits

✅ Checkboxes

• Perfect for: Multiple selections with visible options (under 10 items)

• Features: Horizontal or vertical layout, auto-arranges vertically for 5+ options, "Other" option for custom text responses

🔘 Radio buttons

• Perfect for: Single selection with all options visible (2-5 options)

• Features: Horizontal or vertical layout, auto-arranges vertically for 5+ options, "Other" option for custom text responses

Specialized Elements

📅 Date picker

• Perfect for: Deadlines, hire dates, appointments

• Features: Calendar interface, matches Jira date format

🕐 Date and Time picker

• Perfect for: Meeting times, event scheduling

• Features: 30-minute intervals with manual override

📎 Attachment

• Perfect for: Documents, receipts, images, contracts

• Features: Multiple file upload, 100MB max size, file type validation

✅ Consent checkbox

• Perfect for: Terms agreement, privacy policy, GDPR compliance

• Features: Required acceptance, policy linking

Content Elements

Content elements help structure and guide users through your forms without collecting data.

📑 Heading

• Purpose: Section organization and visual hierarchy

• Pro tip: Provides hover hints to users for all elements below until the next heading

• Features: Available in form builder and all shared forms

📝 Content text box

• Purpose: Instructions, explanations, helpful tips for form completion

• Rich formatting options:

  • Text formatting: Bold, Italic, Underline, Clear Formatting

  • Lists: Bullet points and numbered lists

  • Interactive elements: Links, Emojis, Dates, Dividers

  • Advanced: Info panels, Quotes, Tables, Status indicators

🎬 Embedded content

• Purpose: Integrate multimedia content directly into forms

• Supported content: YouTube videos, images, Google Drive files

• Features: Direct URL embedding, display scale setting up

➖ Horizontal Line

• Purpose: Visual separation between form sections

• Benefits: Improves readability and creates organized, professional-looking forms

• Usage: Perfect for grouping related elements or creating distinct sections

Element Settings & Configuration

Core Settings Available for All Elements

🏷️ Label & Description

• Label: Clear, descriptive text telling users what information to provide

• Description: Additional context and instructions (supports line breaks)

⚠️ Response Requirements

• Required fields: Users must complete before submission

• Optional fields: Users can skip without blocking form submission

• Visual indicator: Required fields show clear marking to users

Advanced Configuration Options

📏 Character Limits (Text Elements)

• Min/Max characters: Enforce specific length constraints

• Error handling: Automatic validation with helpful error messages

• Use cases: Ensure consistent data quality and prevent extremely short/long responses

💭 Help Text & Placeholders

• Help text: Additional guidance alongside form elements

• Placeholder: Example text that disappears when users start typing

• Related URL: Link to additional resources or detailed instructions

🎯 Default Response

• Pre-filled values: Set default answers that appear automatically in form fields

• Hidden field integration: Can be used in hidden fields for automatic data collection

• Workflow automation: When combined with "Create New Issue" mapping, hidden fields with default responses automatically populate work item fields without user input

• User experience: Visible fields show defaults users can modify; hidden fields collect data invisibly

• Use cases: Automatic categorization, tracking sources, workflow routing

🔗 Jira Field Integration

• Populate from Jira: Auto-fill options from existing Jira field values

• Supported fields: Priority, Components, Labels, User fields, and more

Form Logic & Conditional Display

🧠 Smart Form Behavior

• When/Then logic: Show or hide elements based on user selections

• Dynamic forms: Adapt questions based on previous responses

• User experience: Only show relevant fields, reduce form complexity

Example Logic Workflow:

Support Request Form:
├── Issue Type (Dropdown)
│   ├── IF "Bug Report" selected → Show severity and steps fields
│   ├── IF "Feature Request" selected → Show priority and description
│   └── IF "General Question" selected → Show category options
└── Dynamic field display based on selection

Building Your First Form

Step-by-Step Process

1. Plan your form structure

   • Define what information you need to collect

   • Decide on required vs optional fields

2. Build your data collection

   • Drag form elements from the library

   • Configure labels and descriptions

   • Set up validation and requirements

3. Enhance with logic and validation

   • Add conditional logic for dynamic behavior

   • Set up field validation and character limits

   • Test different user paths through the form

4. Preview and refine

   • Test the form flow from user perspective

   • Verify all validation works correctly

Form elements settings