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Business Processes

The Power of Having Everything in One Place

by Jenny Choban on November 9, 2017

Users call in the techies when they need to do big migrations, moving data from one system to another. It’s customary to ask for expert help in these cases because the task is both complicated and critical.  But what about all of those small, one-time migrations of data?


The fact is, folks in your organization are migrating data, one piece at a time, from one system to another, on a daily basis - every time they download data into an excel sheet in order to sort it and find their priorities, or when they receive information via email that they then need to enter in one of their systems.  While this kind of small-scale data migration isn’t nearly as complex as big migrations, it remains critical. And doing it piece by piece is incredibly inefficient.

I email Facilities to say I need to book the large conference room. I include the date, times, number of people I expect to attend my event and the audio-visual equipment needed in my email.  Or perhaps, we have a more structured system and I complete a PDF form. Either way, the person on the other end will have to take my information and enter it into their system to make sure it gets acted upon. That’s a poor use of time. Why should the same information have to be typed twice?

Forms for Jira: How You Can Collect and Process Information in the Same Place

Jira has proven itself as a great tool for tracking issues and managing processes. Teams across your organization have processes to manage, but begin, they have to collect the right information. So what are your options if you want to work within Jira, taking advantage of that end-to-end traceability and great workflow engine?

  • Use the description field
    Jira was built to collect a lot of information - a lot of information that IT development teams use. That might not fit the information needed by HR or Marketing. Of course, you do have the description field. But for complex processes, and every team has them, the body of information needed includes many distinct pieces, each of which may have it’s own requirements in terms of what’s considered valid.  Lumping it all together in a description field isn’t a recipe for getting it right. In fact, without being prompted by specific fields, teams might not get the information they need at all.
  • Create custom fields
    Jira is almost infinitely flexible. You certainly have the option of creating fields for the information you, or your teams, need. The question becomes, how many custom fields do you want to create and maintain? If you’re expanding Jira to business teams across your organization, things can get out of hand quickly. Aside from creating an administrative headache for you, too many custom fields can degrade Jira’s performance.
  • Use a form
    The tried and true way of collecting specific, structured information is with a form. There are several ways you can link forms to Jira, but they have limitations and often require third party integrations.  A better option is use ProForma, which allows teams to build, deploy and manage forms from right within Jira.Think about what that means. Teams can collect the information they need in Jira (without bothering IT for constant customizations). Teams can process that information using Jira. The information remains safely stored in Jira. No need to compromise on getting the right data, copy information from one system to another or create oodles of custom fields.Your organization will save a lot of time by empowering teams to collect, use and store information in one place. Jira is that place. ProForma forms and templates can help you get there.