User guide – business and software projects

Welcome!

Welcome! Your Organization has installed the ProForma for Jira. ProForma allows you to quickly create all of the fields you need on user-friendly forms that embed in Jira issues/requests. Using forms on Jira issues allows you to include all of the fields you need, organize fields in a way works for you and control what information is visible to whom.

Using ProForma Forms on Jira Issues/Requests

Team members can add, delete, edit or fill out forms on Jira issues/requests. This guide will provide an overview of using ProForma for Jira. For more detailed information, see ProForma documentation. 

Viewing Forms

If your Jira instance uses New Issue View, you will need to click on the ProForma icon in order to see the forms section.

Form States

A form on a Jira issue/request will be in one of three states:

• Open – Open forms have not yet been submitted or have been reopened to make edits. A user can fill out or edit open forms.

• Submitted  – A user can submit a form upon completion. Submitted forms will need to be reopened in order to be edited.

• Locked –  Locked forms can only be reopened and edited by a user with Administer Project permissions.

Add a Form to an Issue or Request

ProForma forms embed in Jira issues and Jira Service Desk requests. You can add as many ProForma forms to an issue/request as needed.

To add a form to an issue/request:

1. When viewing an issue, expand the Forms section if necessary.

2. Click Add Form.

3. A dropdown menu will show a list of available forms. Forms that have been recommended for the particular issue type will be shown at the top of the list.  Select the desired form. 

4. Click Add. The form will now be included on the issue. 

Submit a Form

Submitting a form demonstrates that the user or customer has completed the form to their satisfaction. Forms cannot be submitted unless all validation requirements have been met. 

To a submit a form on an existing issue:

1. When viewing the issue, expand the Forms section if necessary.

2. Click on the name of the indicated form.

3. Click Submit, or if the form has been edited, click Save and Submit.

4. A dialogue box will open to confirm the that you want to submit the form.

Reopen a Form

There may be times when you wish to re-open a form that already been submitted so that you, or a customer using the JSM portal can make edits to the form contents. To reopen a form:

1. When viewing an issue, expand the Forms section if necessary.

2. Click on the name of the indicated form. The form will open in the viewer.

3. Click on Reopen button at the top of the viewer.

4. A dialogue box will open to confirm that you want to reopen the form.

Note that if the form has been set a form to lock upon submission, administer project permissions will be required to reopen the form.

Edit the Contents of a Form

To edit an open form:

1. When viewing an issue, expand the Forms section if necessary.

2. Click on the name of the indicated form. The form will open in the viewer.

3. Click on the Edit button.

4. A blue banner across the top of the form will indicate that you are in Edit Mode. Make the necessary changes.

5. Click Save and Submit.

6. Alternatively, you can Save your work in progress and submit the form at a later time.

To edit a submitted form:

1. When viewing an issue, expand the Forms section if necessary.

2. Click on the name of the indicated form, The form will open in the viewer.

3. Click on the Reopen button and confirm that you want to reopen the form.

4. Click on the Edit button.

5. A blue banner across the top of the form will indicate that you are in Edit Mode. Make the necessary changes.

6. Click Save and Submit.

7. Alternatively, you can Save your work in progress and submit the form at a later time.

Download a PDF or a XLSX of a Form

Every form included on an issue/request can be downloaded as a PDF or XLSX file.

To download a PDF or XLSX file a form on an issue:

1. When viewing an issue, expand the Forms section if necessary.

2. Click on the ... button for the indicated form.

3. Click on Download PDF (vertical listing of field responses), Download Rich PDF (Formatted PDF of form responses) or Download XLSX.

Create a Jira Issue from a Form

If the Issue Forms feature is enabled and a form(s) has been properly configured , you can create Jira issues directly from a ProForma form. To create an issue from a form:

1. Go to the Jira navigation bar.

2. Click on Issue Forms.

3. Use the Change link to select the relevant project.

4. Select the relevant form from the form list, or search for the form using the search bar.

5. Fill out the form.

6. Click Create. A Jira issue will be created.