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Keeping Jira Workflows Simple with ProForma

by Jenny Choban on September 18, 2018

In Jira, as in life, too much is almost as bad as not enough. What level of detail should be built into your Jira workflow? On the one hand, you want to make the most of Jira – taking advantage of end-to-end traceability and creating a workflow that will drive your process. On the other hand, experts advise keeping workflows as simple as possible.

One measure of whether or not a step in your process needs to be included in your Jira workflow is whether or not you will search for or report on the number of issues in that status. If the answer is no, then you should leave the step out of your workflow. Of course, the work that step represents still needs to be done. How will track completion if it’s not in your workflow?

 You can track the minute steps that take place between statuses using ProForma Forms & Custom Fields for Jira. ProForma lets you embedded create forms with all of the fields you need, and embed them into Jira issues. This makes it easy to track detailed information without creating custom fields. There are many ways to use forms to the power of Jira, but they can broken down into to distinct categories.You can use forms to gather data on your issue and you can use forms to track the small steps in processing your issue. 


Gathering Data on Jira Issues

A Jira issue includes a lot of fields. You see (hopefully) the most important ones at the top and then scroll to see the others. If a data point doesn’t have a corresponding Jira field, you can create a custom field.  

ProForma forms offer an alternative. Forms are an easy, familiar way to create and organize all of the fields you need. Every field that’s on a form is a field you don’t need to add to the issue. And unlike Jira custom fields, ProForma forms will not negatively impact Jira’s performance. You can keep complex data organized by including multiple forms on an issue and showing or hiding which ever form you want.

Forms are also a great way to gather information from customers using the Jira Service Desk portal. Rather than having all of the needed information lumped together in the description field (or forgotten), forms let you prompt for, structure and validate incoming data. Imagine an IT team that’s been asked to set things up for a new employee.



 Simplifying Jira Workflows with Internal Forms

 ProForma also lets you create internal forms that can be used for tracking the details of a team’s process.  The IT team that’s been asked to onboard a new employee has a lot of different tasks to do; set the newbee up with the needed hardware, a phone line, an email address, access to the right software, etc. They can create an internal form to keep track of which steps have been completed, and at that form to the issue.




Set ProForma Forms to be Viewed on the Issue Only or on the Portal

ProForma forms can be set as internal (accessible on the issue) or external (accessible on the JSD portal). Internal forms are a great way to track small steps in a process without cluttering up your Jira workflow. You can change a form from internal to external whenever you wish. In the case of onboarding a new employee, the IT service agent might choose to set the tracking form to external once it the work has been completed, thereby communicating all of the needed information to the new employee's supervisor.

Using forms this way means your Jira workflow could go from this:

Open > Pending hardware > Pending phone line > Pending Network > Pending software > Closed

to this:

Open > In Progress > Closed

And a simpler workflow is better for everyone.