Centralized HR Request Library (One Form for All Requests)

he Problem:
In big companies, HR teams across different regions often build their own forms for vacation, sick leave, training, and benefits. That means employees fill out different forms depending on their location, HR has to maintain multiple versions, and global reporting turns into a nightmare.

The Solution:
With Smart Forms for Jira r, you can replace all those separate forms with one single HR Request Form. Conditional logic makes the form smart: employees only see the questions that apply to their region or type of leave. HR gets consistent data across projects, and managers can still handle approvals in their local workflows.

How It Works

1. Employee opens the HR Request Form (auto-attached to HR issues in every project).

2. The form adapts based on what they select:

   • If they’re in Europe, the form shows EU policy fields.

   • If they request Medical Leave, it shows fields for doctor’s notes.

   • If they choose Training, it shows fields for program details and cost.

3. All requests look the same in Jira, no matter which region submitted them.

4. HR can report globally because all data maps into the same Jira fields.

Setting It Up

Step 1: Build the master HR Request Form

• Include basics: employee name, department, manager, region, leave type, start/end dates.

• Add sections for different request types: vacation, sick leave, parental leave, training, benefits.

  

Step 2: Add conditional logic

• Show the right section depending on what the employee selects:

  • Region = EU → show EU rules

  • Leave Type = Medical → show doctor’s note upload

  • Leave Type = Training → show course details and cost

Step 3: Attach the form to HR issues

• Auto-attach this one form to “Leave Request” issues in HR project

• Or people can attach it manually

  

Step 4: Update issue fields in issue after submissions

• Leave Type → Leave Category field

• Start/End Dates → Jira date fields

  

Step 5: Automate approvals and reminders

• Jira Automation can:

  • Auto-assign based on region.

  • Notify managers when their employee submits a request.

  • Send a reminder email one day before the employee’s scheduled return.

Features Used

• Conditional form logic (region, leave type, request type)

• Auto-attach forms to multiple projects

• Field mapping to Jira fields

• Create new issues (for cross-department routing)

• Attachments (doctor’s notes, training docs)

• CSV/Excel export for global HR reports