Employee Onboarding

The Problem:
Onboarding is often scattered — HR gathers personal data in one tool, IT waits for manual requests to create accounts, and Facilities gets notified too late for equipment. New hires arrive on Day 1 without access or resources, and managers can’t see where things stand.

The Solution:
Smart Forms for Jira standardizes employee onboarding with one form that collects all details and triggers automated Jira workflows. The form can be shared externally for pre-hire data, auto-attached to onboarding issues, update Jira fields, and create new issues across departments.

How It Works

1. Pre-hire details collected externally (candidate fills the onboarding form via secure public link).

2. Form logic tailors fields by department or role (e.g., Engineering → dev tools, Sales → CRM access).

3. Form auto-attaches to “Employee Onboarding” issues in HR and IT projects.

4. Field mapping updates issue fields (Start Date → Due Date, Manager → Assignee, Department → Component).

5. Create new issues setting generates provisioning tasks in IT, Security, or Facilities projects.

6. Automation handles notifications and check-in forms during the first week.

Setting Up Employee Onboarding

Step 1: Build the Employee Information Form

• Add elements for Name, Department, Role Level, Start Date, Manager, Equipment Needs.

• Apply form logic:

  • If Department = Engineering → show Equipment Needs

    

Step 2: Share Form Externally

• Go to Settings → Share form externally

• Generate a public link to collect pre-hire info before the person has Jira access

• Responses can create or update issues in Jira if you shared form from issue

Step 3: Create New Issues after submission

• Go to Settings → Create new issue

• Configure project + issue type for newly created issues

• Map relevant fields: Employee Name → Summary and Department → Department

  

Step 4: Auto-Attach Form to Issues

• Go to Settings → Auto-attach form to issues

• Select project: “HR Operations,”

• Apply to issue type: “Employee Onboarding”

• Form appears automatically when onboarding issues are created

  

Step 5: Update existing issue fields for form submitted in issue

• Go to Settings → Update existing issue fields

• Select form element you want to map to issue field

• Map relevant fields: Employee Name → Summary and Department → Department

  

Smart Forms features used:

• External sharing for pre-hire intake

• Conditional form logic

• Auto-attach forms to issues

• Create new issues from submissions

• Update existing issue fields