Manual-attach form to work item

Manual-attach form to work item allows personally including one or multiple forms to a specific Jira work item. In addition to allowing the user to fill out a form in a Jira work item, it can be shared with external users from the work item.

How It Works

Manual-attach operates on a simple "Select & Add" workflow:

📌 When you need specific data collection for a work item...
📌 Then you manually select the relevant forms, giving you complete control over data collection timing and scope.

How to Set Up Manual-Attach

1. Open Smart Forms for Jira and create or edit a form (or use an existing one)

2. Navigate to your work item — create a new work item or open an existing one

   

3. Click the Smart Forms icon in the add-on section (located under work item summary)

   

4. Add your desired form — Select the needed form from search and press "Add Form" button

   • Create new forms: Click "Go to add-on" to access the add-on and create new forms

   • Add multiple forms: Press "Add Form" again to search and add additional forms

     

5. Duplicate forms when needed — Forms in "New" status can be duplicated within the same work item

Update Existing Work Item Fields

Manually-attached forms can automatically update Jira work item fields when submitted:

• Map form responses to any Jira custom fields or system fields for automatic updates

• Eliminate manual data entry by connecting form elements directly to work item fields

• Ensure data consistency across your project with structured field mapping

Example Field Mapping:

Customer Feedback Form:
├── Satisfaction Rating → Priority Field
├── Work item Category → Labels Field  
├── Description → Comment Field
└── Contact Email → Custom Email Field

External Sharing Integration

Share manually-attached forms with external users seamlessly:

• Unique form links is auto-generated for each form added to work item that external users can access without Jira accounts

• Responses automatically save to the existing work item where the form is attached

• Perfect for customer feedback, vendor information, or partner collaboration

Example External Sharing Workflow:

Support Ticket Created
↓
Customer Details Form Manually Added
↓
Share Form Link with Customer via Email
↓
Customer Completes Form (No Jira Access Required)
↓
Responses Auto-Update Work Item Fields:
- Customer Satisfaction → Custom Rating Field
- Additional Comments → Description Field

📌 Result: External stakeholders provide structured data directly into your work items

JSM Customer Portal Integration

• Control form visibility on customer-facing portals for JSM projects

• Show relevant forms to customers while keeping internal forms hidden

• Manual control over which forms appear in the Customer Portal per work item

Multiple Form Management

• Add multiple different forms to handle complex workflows

• Duplicate identical forms when you need multiple instances (great for multi-person surveys)

Form Duplication Process:

1. Add your initial form to the work item

2. Forms in "New" status show a duplicate option

3. Create as many copies as needed for your workflow

Create New Work Items from Form Responses

Transform form responses into actionable work items:

• Automatically generate new work items based on form submissions

• Pre-populate new work item fields with form response data

• Create cascading workflows where one form submission triggers multiple actions

Example New Work Item Creation:

Bug Report Form (on existing work item)
↓
Form Submitted with Severity: Critical
↓
New "Urgent Fix" Work Item Auto-Created
↓
Development Team Auto-Assigned

Draft & Version Management

• Auto-save every 30 seconds to prevent data loss during form completion

• Save as Draft functionality for forms that require multiple sessions

• Version history tracking with restore capability for all form changes

• Resume form completion from where you left off