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Better, Easier Compliance with ProForma for Jira

by Jenny Choban on July 17, 2019

This post has been updated to include a new feature shipped July 12, 2019: Generate and attach PDF on submit.

One of my favorite images from Atlassian Summit was a slide that demonstrated the disconnect between what quality and compliance folks say and what developers hear:

 

 ProForma for Jira

 

Forms as Documentation

Navigating the complexity of requirements faced in highly regulated industries can be daunting. ProForma offers an easy, built-in way for ensuring that you have all that documentation – easily accessible and in Jira.

While fields in Jira capture the current state/properties of the issue, ProForma’s ability to include multiple forms on an issue means you can easily capture and demonstrate how those states/properties have changed over time. Forms can include as many fields as needed to capture the relevant information, so there’s no need to create custom fields in order to track changes through Jira audit logs.

 

Bug Report - ProForma for Jira 

 

Auto-generate PDFs

A new feature now lets you use form settings to automatically generate a PDF of the form and attach it to the issue.  This is great for those situations where you need extra documentation, available outside your software system. The PDF is there, ready to be attached in an emailed, printed and filed, or whatever steps your compliance obligations require.

 

Generate and attach PDF - ProForma for Jira

 

Form Validation + Form Automation = Easy Compliance

Even in less regulated environments, concern that they will not be able meet compliance requirements, or easily adjust when those requirements change, can be a barrier to getting non-tech teams – like HR, Finance and Legal – to adopt Jira.

ProForma for Jira includes several features that enhance compliance and help teams build their rules into their processes (after all, the Jira Admin is an expert in Jira – not an expert in HR, Marketing, etc.). Many of these features are on the ProForma forms themselves, meaning they can be set by the Project Administrator.  This not only results in less burden on the Jira Administrator, it means that teams can make adjustments for themselves without relying on IT.

 

ProForma Form Validation

The first of these features is field level validation on ProForma forms.  Each field has validation options that can be included when the form is created. If validation fails, the user will not be able to submit the form.

Here are some form validations currently available in ProForma for Jira:

 

Validation - ProForma for JiraText Fields (Single line or paragraph)

  • Required/Not required
  • Minimum/maximum character count
  • Minimum/maximum word count

Number Fields

  • Required/Not required
  • Minimum/maximum value
  • Whole numbers only

Single Choice (radio buttons/dropdown menu)

  • Required/Not required
  • Required choice

Multiple Choice (check boxes)

  • Required/Not required
  • Required choice
  • Minimum/maximum number of choices

Date

  • Required/Not required
  • Earliest/latest date

Time

  • Required/Not required
  • Earliest/latest time

How might teams use these options?

  • A software team could require a choice of browser to be included on their bug reports.
  • An HR team could include a  maximum date (how far ahead) on leave requests.
  • A Finance team could include spending limits on reimbursement requests.

All of these options are simple to create, simple to update and difficult for users bypass.

ProForma Form Automation

Ahh, you say, but what if they find a way, intentionally or not, to bypass the form altogether?  Then all of that great validation will be wasted. ProForma includes automation options to keep that from happening.  In the Form Settings tab of the form builder, you can create rules to:

 

  • Automatically add a ProForma form when an issue is transitioned to a given status 
    e.g. add a required request form, checklist, etc.

  • Automatically transition an issue when a form is submitted
    e.g. transition to the next status when the approval form is submitted

  • Prevent an issue from being transitioned if a form(s) is not included on the issue and/or if the form(s) on the issue are not submitted*
    e.g. the HR sign off form must be included and submitted on the form before the Onboarding issue can be set as Resolved.

 

*This is the only ProForma automation rule that has to be configured by a Jira Administrator.

 

Combine these Elements to Build a Bullet-proof Process

The HR department wants to streamline their document-heavy onboarding process. They have to collect bank information for direct deposits, tax exemption status, emergency contact information, and on and on and on. 

 

  1. They can create those forms in ProForma (many of them are already available in the ProForma template library) and can include field validation to match all of their requirements.
  2. Next they add automation rules that automatically add the required forms to the issue when it’s opened (or at any logical point in the workflow).
  3. Finally, they can ask their Jira Administrator to create a workflow validator that ensures that all of the forms on the issue are submitted before the issue can transition to it’s final status.

This ensures that all forms will be on the issue (form automation), completed with valid responses (field validation) and submitted before the issue can be Resolved (workflow validator). Compliance just got a whole lot easier!

 

It's Your Turn

How are you managing compliance right now? If you're currently using Jira and think it could be a good fit for more teams in your company, click here to learn more about how ProForma for Jira can help.