FAQ

General/Admin

Question: What licenses are needed to use ProForma? 

1)   If you are using Jira Service Desk, the license requirements are:

  • Person making the request/submitting the form via the customer portal - no license required for JSD or ProForma

  • Team members handling the request (agents) - JSD license required, ProForma license required 

  • Person approving request via JSD - no license required for JSD or ProForma

  • Person approving request via an additional form -JSD license required, ProForma license required

2) If you are using Jira Software or Jira Core, the license requirements are:

  • Person making the request/submitting the form - Jira license required, ProForma license required

  • Team members handling the issue (agents) - Jira license required, ProForma license required

  • Person approving request via a workflow transition or an additional form -JSD license required, ProForma license required

Question: How much does ProForma cost?

Pricing for ProForma for Jira Cloud is a flat monthly fee for up to ten users, or a monthly per user fee for more than ten users.

Pricing for ProForma for Jira Server are based on the number of user licenses needed. Licenses are perpetual and the purchase price include 12 months of maintenance (support and version updates). You can renew maintenance after 12 months at 50% of the current purchase price. Academic and community organizations may qualify for discounted pricing.

Question: How do I incorporate approvals with ProForma?

We have a whole page about using the various Approval functionality in Jira with ProForma Using Approvals in Jira Server or Using approvals in Jira Cloud

Question: What is ProForma's reporting capability?

ProForma allows you to download a spreadsheet of any form that will render all of the responses submitted for each field of that form. In addition, any field on a ProForma form can be linked to a Jira field empowering you to include that information in JQL queries or Jira reports.

Question: What permissions are needed to build a form?

To build (design) a form in a project, a user requires the 'Administer Project' permission so that they can access the Project Settings > ProForma Forms page. 

Question: How are changes to a linked Jira field made via a ProForma form tracked in the Jira history? 

Jira Server:

Currently, the APIs which ProForma uses to connect with Jira require an administrative account to make changes. Therefore, if you are using Jira Server, when a linked Jira field is updated via a ProForma form, the history will show that Administrator who installed ProForma made the change. 

If you would like to have the History tab indicate that the change was made via ProForma, you will need to:

  • Create a new user in Jira called 'ProForma'
  • Assign that user to Jira administrator groups
  • Log in to Jira as the new ProForma user
  • Delete the ProForma Application Link from the Jira administration section
  • Run through the ProForma Docker setup again while logged in as the ProForma user

Henceforth, the history tab would indicate that “ProForma” updated any fields that were changed via a form.

Jira Cloud:

If you are using Jira Cloud the name will show as "ProForma: Forms and Templates for JIRA" on the history tab. This cannot be changed at this time.

Question: Where does ProForma store its data? What type of database does it use?

ProForma stores its data in Jira. Therefore, ProForma does not require a database to store your data. In Jira Server, the Docker image is self-contained and does not need a data volume or database connection; instead it uses Jira APIs to read and store data.

The data is stored in Jira entity properties, which is data stored on the issues and projects in your Jira instance. It accesses ProForma data by using Jira's APIs for entity properties, these APIs are documented at here. The form and form templates are stored as JSON data structures, but as yet ThinkTilt does not document the format of the ProForma JSON because new features are still in development and so their schema has not yet stabilized. It is possible to read and even write these JSON structures, but new versions of ProForma are likely to change the format and so it would be at your own risk if you use them directly.

Question: What happens to my data if I stop using ProForma?

If ProForma is no longer required, it can be removed from a Jira instance. However, we recommend that you leave ProForma installed and simply unsubscribe:

 Displaying forms on an issue relies on ProForma
Unsubscribing from ProForma will mean that you are no longer charged for it. As long as the ProForma add-on remains installed, you will be able to view your forms and their responses, even if you do not have a current license.  You will also be able to download PDFs of existing forms. However, you will not be able to create new forms, edit forms, fill out forms or install templates.

 If you need to access form data after removing ProForma
The data for each form attached to an issue is stored as a hidden property of that issue. If you do decide to uninstall ProForma, provided that the issues have not been deleted from Jira, all of the form data should still be accessible. You simply need to install ProForma again and enable it for the relevant project. You can then download the individual forms from the relevant issues or use the spreadsheet download under Project Settings > ProForma Forms. Form data is stored as on the entity properties of the Jira issue and Jira project and is not automatically deleted when ProForma is uninstalled or disabled.

Question: Why does ProForma not work after rebooting Docker

This can occur if you are running a ProForma Docker image released prior to ProForma v3.0.5. The most recent ProForma Docker images address this problem. 

Upgrade to the latest ProForma Docker image by running the command: 
docker pull thinktilt/proforma

If you have any previously created ProForma Docker containers they will continue to have problems. Delete those containers. ProForma Docker containers created after upgrading to ProForma v3.0.5 or later will work correctly.



Form Builder

Please see our Form Builder User Guide for more information.

Question: What happens when you change a the design of a form that's already in use?

Whenever a customer fills out a form, that version of the form is saved with the customer's responses. Any subsequent changes to the design of a form will not affect completed forms that have already been submitted. This prevents the accidental deletion of information that has been previously entered in response to questions. 

Question: Can I add an image to a form?

The Information Area allows you to enter raw HTML. This means you can include an image using the <img > tag. The image will be stored on another service on the Internet or within your network.

Question: What field types are supported?

ProForma currently supports the following Jira field types:

Supported default Jira field types

Supported Jira custom field types

Jira custom field types not yet support

Summary

Description

Priority

Due Date

Environment

Checkboxes

Date Picker

Date Time Picker

Number Field

Radio Buttons

Select List (multiple choices)

Select List (single choice)

Text Field (multi-line)

Text Field (single-line)

URL field

User lookups

Labels

Select list (cascading)


Jira Service Desk 

Please see our Jira Service Desk User Guide for more information.

Question: Can I add/edit multiple forms on the customer portal?

Although, more than one form can eventually be attached to an issue, currently only one form can show on the customer portal for each request type.

We will be adding the ability to include more than one form per request type on the customer portal in the future. Please contact us to discuss your requirements so that our future implementation of this feature meets your needs.

Can I add an eSignature to an internal form?

Currently the only form that can be signed using HelloSign is the form submitted through the customer portal. Please contact us to discuss how signing an internal form would help your organization, so that we can ensure our future implementation of this feature meets your needs.

Question: Can I reopen or a change a locked form?

At the moment it is not possible to reopen a locked form; however, this will change in future releases. 

Question: How can I hide the summary field on the customer portal?

Follow the instructions to Configure request type fields on the customer portal. It is only possible to hide the summary field on the portal, not remove it entirely, as the it is a required field for all Jira issues. 

Question: How can I collect attachments with a form?

To collect attachments with a form, you currently need to use the Jira attachments field. ProForma forms do not currently have a file attachment question type. 

  1. Go to Project Settings > Request types.
  2. Click Edit fields for the relevant request type.
  3. Click Add a field.
  4. Select Attachment.
  5. Click Apply.
  6. The attachment field will now appear at the top of the form on the customer portal. 

Jira Software/Core

Please see our Jira Software / Core User Guide for more information.