Jira Service Management Forms Mastery: Boost CMDB Efficiency!

Written By Michael  |  JSM, Service Desk  |  0 Comments

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Welcome back to our informative series, where we continue exploring asset management within Jira Service Management, focusing on the power of forms. Building on the foundational knowledge from our previous content, which you may find a link to in the description, we delve deeper into how simple yet robust forms within Jira can significantly enhance the management of assets. This segment centres around the practical implementation of forms, demonstrating the ease with which they can be integrated into a live environment to streamline workflows and asset tracking.


We move beyond the theoretical to offer a hands-on approach, detailing setting up and configuring forms – a key component in successfully utilising Jira Service Management’s capabilities. Our demonstration is anchored in real-life applications, shedding light on how these forms can be essential for managing various assets, from hardware devices to software licenses. As always, our professional services offer comprehensive support for Jira, Jira Service Management, Confluence, and related Atlassian tools for those requiring specialised assistance.

Key Takeaways

  • Forms within Jira Service Management enhance asset management, simplifying configuration and data tracking.
  • Real-world examples guide the practical application of forms, showcasing the benefits in an operational setting.
  • Professional support services are available for Atlassian tools, catered to enriching Jira Service Management setups.

Overview of Part Two in the Asset Series

In this part of the series, the focus is sharpened solely onto forms within J Service Management. Unlike other elements, forms are embedded features that streamline processes. Here is a distilled recap of essential points for those already acquainted with assets and the CMDB, with guidance to refer back to prior videos for foundational knowledge.

  • Forms in J Service Management: A trending topic that is gaining traction for simplicity and robust functionality.
  • Usage: Forms are leveraged for setting up asset management within a service desk environment, proving to be both straightforward in their configuration and impactful in application.
  • Demonstration: A preview of practical usage is discussed, presenting how forms function in a close-to-production environment.

Offering Consultancy Services:

  • Comprehensive services related to J Service Management, Jira Software, Temple, and Big Picture are available.
  • Open invitations for discovery calls to discuss potential configurations and setups.

Understanding Asset Integration with Forms:

  • Premium Package: Assets are a part of the premium offerings, with costs discussed privately and a 30-day trial available.
  • Prerequisites: Preparation of assets utilising demo templates is essential before diving into form generation.
  • Form Creation: A seamless process to create a new form and input required details has been outlined.

Utilising Assets in Forms:

  • New Developments: Integrating assets with forms has recently become possible, enhancing the service management capabilities.
  • Configuration: Custom fields require set up with AQL (Asset Query Language) prior to linking with forms.
  • Functionality: Forms with linked assets can be seen in the service portal, showing the practical application and time-saving benefits.


  • Time Efficiency: Utilising forms with assets in service management saves significant time, especially compared to more complex native functionalities.
  • Simplicity & Flexibility: Modifications to forms are swift, allowing for quick corrections and adjustments.

The episode demonstratively walks through the advantages of using linked assets in forms and unveils how they present within the user portal, offering tangible insight into practical use. Concluding remarks point to the next instalment of the series, promising further exploration of these tools and techniques.

Significance of Form Structures in Jira Service Administration

In Jira Service Management (JSM), the utilisation of forms is paramount for streamlining processes. These form structures serve as an integral touchpoint for capturing customer requests and streamlining asset management within the system, contributing significantly to efficient service delivery.

Forms in JSM offer a simplified yet potent method for setting up various service requests. They are integral to the Configuration Management Database (CMDB), facilitating the efficient handling of assets like laptops, desktops, software, or even the management of user data.

To effectively make use of forms with assets in JSM, one should set up the assets in advance, often capitalising on proven templates. Following best practices, the process of form generation is streamlined. The creation of a form is a straightforward task that involves navigating to forms and filling in relevant details based on specific use cases.

Here’s an example process:

  1. Create New Forms:

    • Navigate to the form section.
    • Click to create a new form.
    • Populate form with necessary fields.
  2. Integrate Assets:

    • Preconfigure essential asset details.
    • Link the asset to a custom field in Jira.

Forms can include fields such as asset objects, which need to be connected to a custom field through Asset Query Language (AQL). Once configured, these forms can significantly improve the efficiency of the asset management process.

The incorporation of assets within forms has evolved and can now be seamlessly used together. When building a form and adding fields, it’s crucial to ensure that the asset is linked to the relevant custom field. Without this linkage, the form would not perform effectively.

Upon deploying these forms to the service portal, users experience a significant time-saving advantage, particularly with complex form structures.

Example of Asset Field Configuration:

  • Add the ‘Asset Object’ field.
  • Select appropriate asset types (e.g., Laptop Models).
  • Link assets to the custom field for functionality.

This seamless integration of forms and assets into Jira Service Management not only enhances user experience but also saves considerable time. It simplifies modifications and updates within forms, as opposed to the more complex changes that might be involved with native Jira functionalities. The dynamic nature of these form structures can yield a more responsive service management process, contributing to a better and more efficient user journey.

Prompt for Viewing Asset Configuration Tutorial

As an integral part of our ongoing educational series, it’s crucial to observe the tutorial focused solely on asset configuration within J service management, highlighting the use of forms. For a succinct overview of what constitutes an asset within the CMDB (Configuration Management Database), it is advisable to watch the previous instalment, which can be located in the playlist or provided description.

Utilising J service management’s built-in forms to manage assets is a subject of high interest, underscored by client feedback. Forms offer ease of setup and a potent way to interact with a range of assets, like hardware and software.

Although forms are relatively straightforward, they remain a powerful tool and this video will present hands-on exercises emulating a production environment. It is encouraged to replicate these steps for better comprehension.

Service Configuration Assistance
For those requiring professional assistance in configuring J service management, forms, assets, or need guidance with related tools such as Jira or Confluence, our team offers comprehensive paid services. Interested parties are invited to arrange a discovery call to discuss their setup requirements.

Access to Premium Features
This session includes an important note that activating asset configuration is part of a premium package, costing approximately $50 per user. While this may appear costly, it represents competitive value. A 30-day trial can be initiated immediately, which is highly recommended for assessing the service.

Creating and Using Forms with Assets
Creating a new form is a straightforward process. One would navigate to the forms section and input the desired details. A further exploration in the video demonstrates the inclusion of asset management within forms, which is a fairly recent feature enhancement.

Asset Linkage and Configuration
Assets must be linked to custom fields using AQL (Asset Query Language) prior to form configuration. The tutorial showcases pre-configured examples to illustrate the practical application. Once linked, assets become operational within the forms.

Form Modification and Dynamic Building
The tutorial will discuss the ease of altering forms and the concept of dynamic form building – though not currently deployed in the demonstrated form. This adaptability saves considerable time and simplifies what can often be a complex task within J service management.

Visual Representation
Viewers will be shown the presentation of the forms and assets on the J service management portal, with a focus on laptop model integration. Observing the integration in situ clarifies the process and benefits, further justifying the form’s utility in saving time and streamlining asset management tasks.

For an in-depth understanding and walkthrough of these features, viewers are advised to view the asset introduction video. It provides actionable insights and visual guidance to enhance asset management within J service management.

Managing Assets through Atlassian’s Capabilities

In Atlassian’s Jira Service Management, the incorporation of forms is a standout feature due to its simplicity and functionality. Setting up these forms is straightforward, allowing for efficient asset management. Forms are integral to the service management toolkit, and their straightforward configuration makes them powerful tools.

Here are some significant points:

  • Premium package necessity: To access assets, the premium package is required, costing approximately $50 per user. Considering the features provided, this is seen as competitively priced.
  • Trial availability: There is a 30-day trial available, allowing users to evaluate the asset management features.
  • Demo templates: For practicing asset configuration, demo templates offer a starting point, reflecting real-life scenarios.
  • CMDB use case: Assets are utilized within a Configuration Management Database (CMDB) for managing organisational resources, such as laptops, servers, and software.
  • Form creation process:
    • Navigate to the forms section to initiate a new form.
    • Details and fields can be customized based on requirements.
  • Integrating assets in forms: Recently, the ability to use assets with forms has been introduced. This integration requires assets to be linked to custom fields.
    • Asset Query Language (AQL) is used to configure these connections.
    • Once custom fields are set, assets can be incorporated into forms.
  • Efficiency: Using assets with forms streamlines processes within Jira Service Management and can save considerable time.
  • Dynamic forms: Currently, the system lacks dynamic forms, which would automatically adjust based on input values.
  • Editing flexibility: Forms can be updated with ease, making corrections and changes less burdensome compared to Jira Service Management’s native functionalities.
Key ComponentDetail
FormsSimplified creation and configuration
Assets IntegrationConnected to custom fields using AQL
CMDBManagement of various organisational resources
EditingStraightforward modification of forms

Leveraging assets in forms within Jira Service Management greatly enhances asset tracking and management. The usability and recent updates to this functionality prove valuable for service management optimisation.

Assessing Costs for Jira Service Management Premium

In considering the financial aspect of Jira Service Management Premium, one will note that it is poised at roughly $50 per individual user. This pricing structure is considered very competitive in the market. Notably, this service is included within the premium tier, and comparisons with other similar services suggest that the price is reasonable. Should one be intrigued by the premium offerings, a 30-day trial is available, which can be initiated immediately upon decision.

The incorporation of assets within Jira Service Management takes a central role. For those managing various IT components—like laptops, desktops, servers, software, or user accounts—the configuration of the management database (CMDB) through Jira Service Management is vital. Forms within JSM are emphasised for their simplicity and efficacy in setup and overall functionality, propelling their high use rate among clients.

Accessing these benefits requires the preparation of assets, which could be expedited through the use of certain templates. Creating a form is straightforward, achieved by navigating to the forms section and inputting necessary details. The integration of assets into forms has recently been facilitated. Adding an asset field to a form requires first configuring the asset and the pertinent custom fields using AQL, the asset query language. One’s asset will then be connected to the custom field, rendering it operational within the form.

Engaging with these forms on the customer portal reveals a streamlined process that could greatly diminish time expenditures. It is important to highlight that the dynamic building of forms (where the form adapts based on selected values) is not available at this juncture.

When managing Jira Service Management’s forms, it should be noted that making modifications is not only possible but can be executed swiftly, a stark contrast to the inherent complexity found within native Jira configurations. In application, the asset, such as a laptop model, will appear within the form, exemplified by its appearance in the customer portal and association with the pertinent asset in the management database.

Organising and Setting Up Digital Resources

Ensuring digital assets are correctly set up and configured is essential. This article segment will focus on the use of forms within a particular IT service management platform, highlighting the process of integrating them with asset data.

Setting Up Forms:

  • Forms are integrated directly into the platform.
  • Generating a new form is a straightforward process that involves inputting requisite details.

Configuring Asset Data:

  • Before integrating forms with assets, one must have assets prepared.
  • Selection of a template, if available, can facilitate this process.
  • Custom fields may require configuration using a specific query language unique to the asset system.

Integrating Assets into Forms:

  • Once the necessary asset information is ready, and custom fields configured, assets can be incorporated into forms.
  • To add an asset object to a form, select the ‘add field’ option within the form builder. This action will link the asset to the custom field, thereby enabling functionality.

Utilising Asset Forms in Practice:

  • The integration of assets into forms is a recent enhancement that simplifies operations.
  • On the user portal, asset-enabled forms streamline processes, saving valuable time.
  • Forms can be edited swiftly, offering an advantage over the platform’s native functionality which might be less malleable.

Digital Resource Management:

  • Asset forms are part of the configuration management database (CMDB) system.
  • Such systems play a pivotal role in managing IT resources, such as hardware, software, and users.
  • The actual setup for an example ‘Joiner’ form, demonstrates real-life application scenarios.

Cost Considerations:

  • Access to assets is available as part of a premium package.
  • Although there is a cost associated with this premium level of service, it provides significant utility which justifies the investment.

Service Support:

  • Support for setting up and integrating forms with assets is available as a professional, paid service.
  • Specialists offer advice and support on all aspects of the platform’s setup and use.

The implementation and utilisation of assets within forms represent a valuable component in effectively managing service requests and IT resources. With recent updates and the straightforward process for building and customising forms, efficiency in IT service management can be greatly enhanced.

Form Setup and Implementation for Asset Management

In Jira Service Management, the incorporation of forms into asset tracking is a feature that has garnered attention due to its simplicity and robust capability. Establishing a form is a straightforward process. Navigate to the forms section and orchestrate a new form, inputting the required information as you proceed.

Key Steps for Configuring Forms with Assets:

  • Ensure you have a premium subscription as assets are part of this tier, costing around $50 per user.
  • Formulate the assets needed beforehand utilising the available demo templates for efficiency.
  • Initiate form creation by adding the desired fields relevant to the assets you wish to manage.

It’s important to note that the integration of assets into forms represents a relatively new development. Previously, assets were not operable within forms, but this has now changed. Assets can be inputted into forms by adding a field specifically for assets during form configuration.

Field Configuration:

  1. Create or utilise pre-configured custom fields with AQL (Asset Query Language).
  2. Attach these configured fields to the relevant asset forms.

Once these steps are accomplished, the asset is linked and operational within the form. The usability of this setup on the user portal is visually consistent, replicating the standard form appearance but with the added benefit of the asset fields.

Advantages of Using Forms with Assets:

  • Significant time-saving in managing and operating complicated forms.
  • Rapid modification capabilities in the event of field errors or updates.

Jira Service Management does not currently support dynamic forms, which would alter based on preceding selections within the form. The utility of this feature could be considered for future improvements.

In practical terms, when examining how these forms operate in a live portal environment, asset details such as laptop models can be elegantly captured and displayed. Users can experience the seamless integration of asset fields in forms, streamlining the data capture process and enhancing management efficiency.

The aforementioned process underscores how assets and forms mesh within Jira Service Management, illustrating a practical application that could mirror real-life usage scenarios. It is essential to manage these assets effectively, which include, but are not limited to, hardware like laptops, peripherals, and software, as well as user data.

Harmonising Asset Management with Data Entry Interfaces

Asset management within the realm of J service management is increasingly incorporating data collection interfaces to enhance operational efficiency. A streamlined approach in setting up these interfaces makes them a remarkably effective tool. Enterprises now leverage these user-friendly interfaces to manage physical resources, such as laptops and servers, as well as software licences and user data.

The convergence of asset data and form fields is established through a meticulous configuration process—the heart of enabling these two components to work together. This alliance is vital, as it allows the insertion of asset data directly into forms, creating a seamless user experience on the service portal. When designing a form, one simply selects the ‘Add Field’ option and chooses an ‘Asset Object’ to include. Upon configuration, relevant asset details such as model and description become part of the form.

The benefits are manifold:

  • Efficient Time Management: Including asset information directly within forms reduces manual entry, thereby saving considerable time.
  • Accuracy: Linking assets directly to forms minimises errors associated with manual data entry.
  • Ease of Use: The process of embedding asset information into forms is clear-cut and can be executed with ease.
  • Flexibility: Modifying form fields is a straightforward task, allowing for quick corrections and updates.

These benefits uphold the notion that adopting an integrated asset-form system could substantially improve internal service management processes. However, it’s important to condition these assets and forms correctly, ensuring that they align with your organisation’s requirements.

Crucially, before asset information can populate a form field, assets must already be defined and configured, typically using a template to define asset characteristics. These predefined assets are then ready for use within the form framework.

It is also essential to connect assets to bespoke data fields using the Asset Query Language (AQL), which facilitates the integration process. Only after these elements have been configured can assets be integrated within data entry interfaces with the expectation of operational harmony.

This integration offers a marked advantage within the service management portal, particularly when considering the complexity involved in building configurable forms. Thus, embracing this approach could lead to operational enhancements, underscoring its value within the asset management framework.

Demonstrating Setup of Interactive Forms for Asset Management

Interactive forms are integral in J Service Management, providing a streamlined method for configuring asset management. These forms are not only user-friendly but also exhibit a level of versatility and efficiency in various scenarios, particularly evident in services management usage.

Establishing these forms is a straightforward process. To commence, navigate to the forms section and initiate the creation of a new form. The customization options are extensive, allowing you to tailor the details to suit your specific requirements.

When it comes to the integration and utilization of assets within these forms, recent updates have enhanced this functionality. Previously, integrating assets with forms was not feasible, but progress in this area has enabled this feature.

The process for adding assets to the forms is quite direct. Upon building your form, under the ‘Add Field’ section, you can include an asset object. It is crucial, however, to ensure that your assets are preconfigured and linked to your custom fields through the Asset Query Language (AQL). This linkage is vital as the assets must correspond to the correct fields to function as intended.

An example form might look like this:

  • Field: Laptop Model
  • Description: Select the model of the laptop
  • Asset Link: Linked to ‘Laptop Model’ Custom Field

It’s worth noting the substantial time savings these forms offer. The ability to quickly adjust details within these forms is especially beneficial compared to the traditionally more intricate process of configuring forms in J Service Management.

A form’s ability to adapt dynamically to input values enhances its efficiency. This dynamic feature means the form evolves based on user selection, providing a tailored experience.

Once set up, these forms appear seamlessly integrated within the service management portal. Users can easily interact with these well-designed form elements, ultimately saving significant time and improving the service management experience. The forms allow for the quick correction of mistakes, showcasing the flexible nature of this approach compared to the default functions in J Service Management, which tend to be less flexible.

Here’s an example of how an asset appears within these forms on the user portal:

  • Asset Category: Laptops
  • Model Field: Dropdown list populated with available laptop models
  • Description Field: Text field for additional details

In asset management, the example used involves a ‘Joiner’ form to manage IT inventory such as laptops, peripherals, and other equipment. The form effectively displays assets stored in the configuration management database (CMDB), making it accessible for users to select and update relevant asset information as required.

Keeping the forms and asset management structure within the realms of simplicity ensures efficiency and user satisfaction, which translates to better management of assets in any service management context.

Benefits of Integrating Forms in Jira Software Management

Employing forms within Jira Service Management simplifies the task of collecting and organising data from service requests. Forms are extremely straightforward to establish and are a robust tool for the accumulation of structured information. This ease of setup means they can be swiftly put into practice without requiring extensive training or expertise.

Forms integration notably enhances the speed of request handling. Assembling complicated forms in Jira can typically be challenging; however, forms radically simplify this process. The capability to create and adjust forms quickly means that even when errors occur in the form fields, corrections can be made expediently. This swift turnaround ensures that service management can continue without significant interruption or delays.

One unique feature of integrating forms is incorporating asset fields directly within the forms. This addition represents a significant advancement as assets can now seamlessly work in conjunction with forms. Initially, accessing asset data within a form wasn’t possible, but this integration has led to more streamlined operations. By including asset fields, information linked to Configuration Management Database (CMDB) assets – such as hardware, software, and users – can directly populate the forms.

Furthermore, forms allow for dynamic content presentation, which personalises the user experience. They adapt in real time to display relevant information based on the user’s selections. This dynamic capability, although not currently used in this context, shows the flexibility and customisation potential of using forms within the service management process.

The addition of asset fields is done through a simple procedure where a user can add a field for an asset object in the form builder. This requires pre-configuration of the custom fields with the Asset Query Language (AQL), ensuring the assets correlate with the custom fields for functionality. Once set up, these assets display on the customer portal and are linked to CMDB entries, such as laptop models and descriptions. This connection is vital because without it, the assets would be nonfunctional within the form.

The practical application of forms with assets is also evident in real-world scenarios. For instance, in creating a “Joiner Form” representing a common onboarding process, the details necessary for asset management are efficiently captured and utilized.

To conclude, the incorporation of forms in Jira Service Management has brought about significant gains in efficiency, ease of use, and improved data integration. By pairing forms with asset data, service requests can be processed more accurately and in a fraction of the time it would otherwise take, benefitting both service agents and end-users.

Final Thoughts and How to Reach Us

For those interested in enhancing their Jira Service Management (JSM) experience with asset management, this session has highlighted the significance of forms within JSM and how they can streamline workflows. Although assets can be managed without Atlassian’s service management, the inclusion of forms has seen a marked increase in utility and popularity among clients. The simplicity and power of forms in JSM cannot be overstated; setting them up is a straightforward process that yields robust outcomes.

Should you require assistance with JSM or wish to discuss your configuration needs—be it Jira, Confluence, or related services—our expertise is available for hire. We specialise in these platforms daily, providing custom solutions tailored to each client’s unique requirements. For further information or to initiate a dialogue about your needs, a discovery call can be scheduled. These sessions typically last between 20 to 30 minutes and are an excellent opportunity to delve into the nuances of your Jira or Confluence setup.

For our next demonstration, we will showcase the application of assets using a highly practical approach, closely resembling real-world operational environments. A particular focus will be on a ‘Joiner’ form, demonstrating the effectiveness of asset management in JSM, which is beneficial for managing various IT components such as hardware and user accounts.

Lastly, it’s worth noting that assets are an integral part of the premium package. While some may view the cost as significant, it is competitive, particularly when compared against other offerings on the market. As always, Atlassian strives to provide value commensurate with cost. A 30-day trial is available, providing an excellent opportunity to evaluate the system’s capabilities.

For guidance on creating and utilising forms within Jira Service Management or leveraging assets to their fullest potential, please refer to our resources in the video description. Our templates provide an expedient starting point for asset management.

Remember, our forms are pre-configured for immediate use and can be integrated seamlessly with custom fields using Asset Query Language (AQL). This integration is vital for the functionality of the assets within the forms. Any changes needed can be implemented with speed and ease, contrasting with the less straightforward processes inherent in Jira’s native functionality.

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