Guide: How to Use the Documentation Tool

The first task for you will be to document all of the Jira forms that your team uses.

1. Head to the ‘Forms’ section in the navigation menu of the https://jira.jet-hr.com/ website.
   1. To edit an existing form, click on the form name. You can use the search field to look for a specific form by either the form's name, owner or the portal.
   2. If you are documenting a brand-new form, proceed to Step 2.
2. Click New Form.
3. Open your Jira portal, click on Project Settings at the bottom of the left panel, and then ‘Request types’ (Request types tab). This will show you the active forms on your portal.
   1. Open another tab in your browser, click on Project Settings > Forms (Forms tab).
4. In the Request type window, select the Request type that you would like to document.
5. Enter the ‘Form Details’ first:
   1. Form Name
      1. In ‘Forms tab’, click on the Form name that is linked to the Request type you are recording
      2. The form name is the top-most piece of text from within the form editor.
   2. Linked Request Type
      1. In the ‘Request types tab’, the Request type name is the top-most piece of text from within the Request type editor.
   3. Form Owner
      1. This will most often be yourself. This should be the go-to person for any questions about the content of the form itself or the fields within it.
   4. Portal
      1. Enter the name of the Project where this form is located.
   5. Purpose
      1. Please explain why this form is needed.
   6. Usage
      1. We would like to direct more effort and attention to the most commonly used forms. Please estimate how often this form is used.
      2. If you are not collecting this data in your reports, work with your teams to identify the relative usage of this form compared to others in your portal.
   7. Link to Internal Documentation
      1. Add any links to documents intended for HR team members only (e.g. SOPs, Guidelines, Internal Policies).
   8. Link to External Documentation
      1. Add any links to ‘self-serve’ documents intended for all company members (Company policies, Employee Guides, FAQs, QRGs etc.).
6. You will now start to document the Form field blocks. You will only record the information available. If not available, leave it blank.
7. Please start with the ‘Request types tab’. You will enter the information that is available, usually the Field Name and if it’s required or not. Sometimes there will be a description; if not available, please leave it blank.
   1. All the Form Fields from the ‘Request types tab’ added in the tool should have the ‘Request Type Field’ checkbox checked.
   2. When you finish completing the first field name, place your mouse over the form field and an ‘Add field’ button will appear; if there are more fields to record, click on this button to add a new blank form field.
8. After documenting all the Form Fields in the ‘Request types tab’, please start documenting the ones in the ‘Forms tab’. In the Form editor of your selected form, click on each field and look at the information on the right-side panel called Field.
   1. Field Name: copy the “Label” field.
   2. Linked Jira Field: copy from the dropdown, if any field is linked
   3. Type: enter the type of field selected in your form
   4. Description: copy from Jira, if any. If ‘No description’, leave it blank.
   5. Required: under Validation, verify if the “Response required” checkbox is checked or unchecked. If so, it is Required.
9. Once you have completed your Form, click on the ‘Forms’ tab in the Jira recording tool to go back to the Edit or Delete Forms page. You can start recording a new one by clicking the New Form button. Please repeat this process until you record all the Jira forms that are currently available in your Portal.