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Search: Finding What You Need in Jira & ProForma

by Jenny Choban on February 26, 2018

ProForma Custom Forms & Fields for Jira offers an easy way for business teams to collect the data they need without requiring additional custom fields, screens or schema. However, your teams don’t just need to collect data, they need to retrieve it.  The best option for searching out and retrieving information depends on how you’re going to use that data.


Fulfilling a Request in Jira

The first category data is the information you need in order to actually fulfill the request. Broadly speaking, this means the answers to basic questions like, “Who’s asking?” and, “What do they want?” The answers to these questions will be found in standard Jira fields - the reporter and the request/issue type respectively and can be easily reported on.

However, many or even most, processes will require more details. That’s where ProForma comes in. Teams can create their own forms to collect what they need for a given process. These forms show up as a collection of fields on the Jira issue. However, the Jira administrator doesn’t have to go in and create custom fields to capture these data points. It’s all on the form, enabling teams to prompt their customers to submit the information they need, rather than just hoping that the necessary details gets put into the description field.


Reporting and Analytics in Jira

The reality is that teams don’t just need to be able to do their work. They need to be able to show that they did their work. They need to be able to see how much work they did, and how long it took to do it — and they need to know those specifics for each of the tasks they routinely perform.  Good analytics empower team leaders to predict demand and allocate resources accordingly. They help you see which processes are running smoothly and which are cumbersome for your team members and your customers so you can refine and improve. Analytics also give you a factual basis for justifying budget increases, new hardware, etc.

There are three different sources for gathering the metrics that demonstrate your team’s work:

  • Built in Jira fields and reports such as Created vs Resolved and Time to Resolution are a quick and easy way to get snapshot of the team’s workload.
  • If you want an aggregate picture of information which is submitted via a ProForma form, you can download a spreadsheet that will render all of the form responses that have been submitted for that issue/request type. Then you can count, sort and search to your heart’s content.
  • If there is a specific piece of form data which you need to use for tagging issues; or if you need that data included in one of your Jira reports, you can easily “pipe” a form field to a Jira field. This means that whenever the form is submitted, the response in the designated field will automatically populate the Jira field as well, making the information available for JQL queries or JIRA reports. Using choice questions on your forms and then piping that data to Jira will make searching for specific responses a breeze.

Compliance with Jira and ProForma

Aside from doing their work and measuring their work, the other reason teams need access to their data is to prove their work. Jira has an excellent audit trail, making it ideal for processes with high compliance standards.

Rest assured that data recorded either in Jira fields or on ProForma forms isn’t going to disappear. All of your data is stored safely in your Jira instance and will only be deleted if you delete the Jira issues themselves.  If you decide to stop using ProForma,  you can simply unsubscribe and you will continue to be able to view existing forms and their responses.  If you chose to uninstall ProForma and later need access to form responses, you can reinstall ProForma, enable it for the relevant project, and — provided the issues were not deleted — view the submitted forms.

You can find whatever you need. It’s just a matter of knowing where to look!