Organizing Forms

Organize forms with tags

As the number of forms grows, finding the right one can become difficult. Tags help you group related forms by team, process, department, or use case and quickly narrow down the form list.

For example, you can create tags such as:

• production

• marketing

• onboarding

You can assign multiple tags to one form and use the same tag across several forms.

How tags work

Tags work similarly to Jira labels:

• you can create a tag directly while assigning it to a form;

• existing tags can be reused across forms;

• one form can have multiple tags;

• tags cannot contain spaces;

• removing a tag from a form does not remove the form itself.

The same tag always uses the same color throughout Smart Forms for Jira, making related forms easier to recognize.

Add tags to a form

To assign tags:

1. Open Smart Forms for Jira.

2. Find the form you want to organize.

3. Open the form actions or tag selector.

4. Select one or more existing tags.

5. To create a new tag, enter its name and confirm it.

   

6. Save the changes if required.

Selected tags are shown first, followed by the remaining available tags in alphabetical order.

Tag naming

Tag names cannot contain spaces.

For multi-word tags, use a separator such as a hyphen:

service-requests
product-feedback
income-check

When a tag name is too long to display completely, hover over it to see the full name.

Tag limits

You can create up to 55 tags.

After the limit is reached, no additional tags can be created. The following message is displayed:

Can’t have more than 55 tags.

A tag name can contain up to 255 characters.

When typing or pasting a longer value:

• additional characters cannot be entered;

• pasted text is automatically limited to 255 characters.

For easier form management, use short and recognizable tag names.

Remove a tag from a form

To remove an assigned tag:

1. Open the tag selector for the form.

2. Find the selected tag.

3. Deselect or remove it.

   

Only the connection between the tag and that form is removed. Other forms using the same tag are not affected.

Delete a tag

When a tag is deleted, it is removed from all forms where it was previously assigned.

Deleting a tag does not delete or change the forms themselves.

Before deleting a widely used tag, consider whether it should be renamed or replaced to avoid losing an existing form grouping.

Filter forms by tags

Use the tag filter to show only forms associated with selected tags.

To filter forms:

1. Open the form list.

2. Open the Tags filter.

3. Select one or more tags.

   

4. Review the filtered form list.

Selected tags appear at the top of the tag list. All remaining tags are shown below them in alphabetical order.

You can open the tag filter with one click.

Search for a tag

Use the search field inside the tag filter to find a tag by name.

Search checks the complete tag name, even when the displayed name is shortened in the interface.

For example, searching for service can help you find:

• service

• service-requests

• customer-service

• internal-service-desk

Tags and restricted forms

Form editing restrictions continue to apply when tags are used.

A restricted form is shown only to users who have permission to access it.

Restricted forms are handled differently in tag search and counts to avoid revealing information about forms a user cannot access.

Tag visibility

If a tag is used only by restricted forms that the current user cannot access, that tag is not shown in the available tag list.

For example:

• a restricted form has the unique tag executive-review;

• the current user cannot access that form;

• executive-review is not displayed in the tag filter.

If the same tag is also used by accessible forms, the tag can still appear, but only accessible forms are included in its results.

Form counts

Restricted forms that the current user cannot access are not included in the number shown next to a tag.

For example:

• five forms use the security tag;

• two of those forms are restricted and unavailable to the current user;

• the tag count is shown as 3 forms.

Tags in the form list

Assigned tags are displayed directly with their forms, helping users identify a form’s category without opening it.

When a form has multiple tags, the interface may shorten or limit the visible tag list depending on the available space. Hover over a shortened tag to view its complete name.

Tags do not change:

• the form name;

• the form content;

• sharing settings;

• Jira field mappings;

• form logic;

• response data.

They are used only to organize and find forms.