Use Cases for HR, Internal Operations, and Administration
HR, administrative, and internal service teams manage dozens of repeatable, structured requests — like PTO approvals, onboarding tasks, equipment provisioning, and 360° feedback. Smart Forms can be reused, accessed from the Jira sidebar, embedded in internal tools, or sent to external users like new hires or vendors — with every submission triggering structured workflows, issue creation, and automated follow-up.
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Place Smart Forms in Jira Sidebar for quick access
Who it’s for: HR team members, department leads, team members
Problem it solves: Need quick access to frequently used forms like PTO, feedback, and check-ins
How it works: Users can launch Smart Forms (e.g., vacation request, 360° feedback) directly from the Jira board sidebar
Smart Forms features used: Form sharing
Automatically Create Subtasks for Onboarding Workflows
Who it’s for: HR onboarding managers, IT support
Problem it solves: Each onboarding requires multiple tasks (equipment, accounts, orientation)
How it works: Form selections trigger subtasks via Jira Automation for IT, Admin, or HR
Smart Forms features used: Form logic, Create a new issue, Jira Automation, subtask creation
Create Multiple Issues from a Single Form
Who it’s for: HR and Ops managing cross-functional processes
Problem it solves: A single onboarding request might require IT, HR, and Office involvement
How it works: One form can trigger multiple Jira wok items created and assigned to different teams
Smart Forms features used: Embedded forms, conditional visibility, issue creation
Allow External Users to Submit Internal Requests
Who it’s for: New hires, vendors, contractors
Problem it solves: External users can’t access Jira to complete onboarding or approval forms
How it works: Share public form links with no login required; submissions generate internal Jira work items in dedicated project
Smart Forms features used: Create a new issue, secure external intake
Auto-Create Prefilled Meeting Notes in Confluence
Who it’s for: Exec assistants, project coordinators
Problem it solves: Time-consuming manual doc creation for recurring meetings
How it works: Smart Form submission triggers Confluence page creation with structured fields
Smart Forms features used: Form sharing, field mapping
Export Form Responses to Confluence Databases
Who it’s for: Internal teams tracking records, approvals, or acknowledgments
Problem it solves: No centralized visibility into past form submissions
How it works: Export form responses to databases in Confluence
Smart Forms features used: Export form responses
Export Form Responses to PDF or Print
Who it’s for: Legal, HR, audit teams
Problem it solves: Offline storage, signatures, or documentation requirements
How it works: Form results can be printed or saved as PDFs
Smart Forms features used: PDF export, print formatting
🧩 Benefits for HR & Internal Teams
Centralize and standardize repeatable request types
Save time on manual subtasks and follow-up
Allow external submission without new Jira licenses
Keep internal processes traceable and reportable
Work directly from Jira with sidebar access to forms