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ProForma FAQs

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Important changes to our Server and Data Center products
We’ve ended sales for new server licenses and will end support for server on February 15, 2024 PT. We’re continuing investment in Data Center with several key improvements. Learn what this means for you.

General Questions

What is ProForma? Copy link to heading Copied! Show

Forms for Jira (formerly ProForma Cloud) is a no-code/low-code form builder that Atlassian recently acquired to integrate with Jira.

By integrating ProForma with Jira Service Management Cloud teams are able to quickly build forms to capture the data they need to get their work done.

With forms for Jira, project admins can:

  • Build dynamic forms to surface only the relevant fields to users
  • Leverage advanced form validation capabilities to allow teams to quickly collect and validate all the information they need
  • Get started quickly with the no-code/low-code editor and more than 325 pre-built form templates

Project admins can build build beautiful forms and documents in Jira.
What’s happening with the ProForma Cloud, Server, and Data Center Marketplace apps? Copy link to heading Copied! Show

ProForma Cloud is being integrated into Jira Service Management Cloud, Jira Software Cloud, and Jira Work Management. We will provide timelines and updates on the integration on our Cloud Roadmap page.

ProForma Server and Data Center will remain on the Atlassian Marketplace and will be supported by Atlassian. There are no immediate changes planned for ProForma Server and Data Center customers and there is no action needed on your part.

Support for Atlassian Server products, including ProForma Server, ends on February 15, 2024 PT. Users with an existing license of the app version of ProForma can continue to renew and use it until its end of life on February 15, 2024 PT.

Learn what this means for you.
What are the feature differences between ProForma Cloud and ProForma Data Center in the newly integrated Forms for Jira? Copy link to heading Copied! Show

At the launch of the newly integrated Forms for Jira , there will be minimal feature differences between the integrated Forms for Jira Cloud builder and the ProForma Data Center app available on the Marketplace. Over time, updates to Forms for Jira Cloud will be made that will differentiate it from the ProForma Data Center and Server apps.

There are no immediate changes planned for the ProForma Data Center and Server apps. ProForma will remain on the Atlassian Marketplace and will be supported by Atlassian.

Please note that forms for Jira is known as Advanced forms in Jira Work Management.
When will ProForma be fully integrated into Jira Service Management? What’s happening with ProForma in Jira Service Management Server, Data Center, Cloud, and the marketplace app? Copy link to heading Copied! Show

Forms for Jira began rollout to Jira Service Management Cloud customers on December 10, 2021. The ProForma Data Center and Server Marketplace app continue to be available for purchase.

Further integration information about ProForma, Jira Service Management Cloud, Jira Software Cloud, and Jira Work Management will be announced via email and on the Cloud Roadmap.
Which ProForma features are included in Jira Service Management Free/Standard/Premium/Enterprise Cloud? Copy link to heading Copied! Show

Forms are available across all editions of Jira Service Management Cloud. There will be no feature differentiation between editions at the time of launch.
Which ProForma features are included in Jira Service Management Data Center? Copy link to heading Copied! Show

There are no immediate plans to integrate ProForma into Jira Service Management Data Center. The ProForma Data Center app will remain available for purchase on the Atlassian Marketplace.
I already use the ProForma Cloud app. Will I be able to migrate my data into this new integrated version? Copy link to heading Copied! Show

Existing ProForma Cloud app customers should not migrate their own forms to the new form builder.

We will give those customers advance notice of migration plans.

Please note that if you currently use ProForma Cloud, your data will not be moved when we migrate your forms.

ProForma stores its data directly in Jira. Your form data is stored in Jira entity properties on the issues and projects in your Jira instance.

Migrating your ProForma forms will not move or remove your data.
If I want to move from Server or Data Center to Cloud, can I migrate my ProForma forms? Copy link to heading Copied! Show

The ability to migrate ProForma forms and data from Server or Data Center to Cloud is not yet ready. We’re not able to provide a timeline at the moment, but we will provide updates when this can be delivered.
We have ProForma installed on our Server instance. What changes do I need to be aware of and prepare for? Copy link to heading Copied! Show

There are no immediate feature changes planned for the ProForma Server app.

Our recommendation is to migrate to Jira Service Management Cloud or Data Center when you are able to.

ProForma Server app customers can continue subscribing as normal and we will continue providing critical updates inline with Atlassian’s overall Server strategy available here.
What changes are there between the ProForma Cloud Marketplace app and the new native form builder? Copy link to heading Copied! Show

 

Summary Description
Simple PDF export has been removed The former simple PDF containing list of questions and responses has been removed. You can still download the full PDF of the form.
User names are now kept up to date in forms If a Jira user changes their name, any open forms where they are selected on a user question will immediately show their new name. Previously ProForma would show their name as it was at the time the form was saved.
Prompt to save changes now happens in forms The new form builder will now ask to save changes if you try to close or navigate away without saving.
Linked Jira fields now written on create Linked Jira fields will now be written to a portal requested at the same time the request is created, rather than momentarily afterwards. This means that automation which reads the linked fields will no longer need to wait a few seconds or use another workaround.
Duplicate fields won’t be shown on portal request forms If a field is configured to be displayed in both the Request Type Configuration > Portal Form and also a ProForma Form, then only the ProForma Form field will be displayed. The ‘Jira Field’ configured under the Request Type won’t show on the request create page, though note the field will display on the portal request view page.
Changes to Jira fields, via forms, will now be attributed to the user Changes to linked Jira fields will appear in the issue history with the name of the person who saved the form, instead of the generic ProForma user.
Data Connection page moved Will now be located under Jira Admin > Issues > Data connections
Add Form button moved from issue view to Action Menu If a form is already attached to an issue click the + at the top right of the forms panel to add a form. The button to manually add a form to an issue, that has no previously attached forms, has been moved into the Action Menu (also accessible by typing . on the issue view).
New form builder named Advanced Forms in Jira Work Management The name of the new native form builder features under Projects Settings will be as follows
  • JSM: Forms
  • JSW: Forms
  • JWM: Advanced Forms NEW
Two workflow validators are being replaced These two ProForma workflow validators will not be supported after 15 June 2022:
  • Forms attached
  • All forms submitted
Customers will need to reinstitute these validators in their workflows, using the new native Forms validators. If you choose to not rebuild existing Marketplace validators, they will simply be ignored once we decommission the app.
Filtering issues by form status and form counts This feature is not currently available in the native ProForma, it will be reimplemented in Q2 or 2022.
ProForma Automation is being phased out shortly after migration The existing ProForma automation engine will continue to work for up to 30 days after migration from the ProForma Cloud app to the new native Jira form builder. Customers will be encouraged to migrate to Automation For Jira as quickly as possible following migration. Customers will not be able to add new ProForma Automation rules after this 30-day post-migration period. Why are we making this change? Automation for Jira lets you build better automation rules. You can use the same triggers and actions in a more reliable environment.
Existing direct links to forms will be phased out Existing URL links for issue forms will be supported for 30 days after migration from the ProForma Cloud app to the new native Jira form builder. There will be new links for those forms in the new native form builder, which you can use instead. We will redirect old URLs to the new URLs during the transition period.
Writing to entity properties on the issue is being phased out Following migration, it will no longer be possible to write directly to the entity properties which store forms. It will still be possible to read them.
Admin forms page will be removed The admin forms page will be removed and it will no longer be possible to see a list of projects showing the number of forms in each. This page was necessary for ProForma Lite users to manage the three form limit of the free app.
Form analytics control is being removed The forms analytics toggle allowed ProForma customers to turn off ProForma’s custom analytics and messaging suite. This is no longer relevant as customer migrate from the ProForma Cloud app to the new native form builder.
Project-level forms controls have been removed Customers will no longer be able to toggle forms on or off for specific projects. Forms are now a persistent menu item in Project Settings for all projects. The Add Form button will only be displayed on an issue if a form template has been designed for a project.
Unsafe HTML will no longer display In previous versions of the ProForma Cloud app, customers could add raw HTML (if enabled) to their forms. This could lead to unsafe HTML (JavaScript) being included in a form. Due to requirements from Risk and Security, we will no longer display Custom HTML within forms. The new native form builder will pass the Custom HTML through an HTML to ADF converter, which will allow for some HTML elements to be displayed. This change may affect how some forms display to agents and customers. It will not affect the contents of the fields. For more information, please see documentation:
Adding images to forms temporarily removed In the ProForma Cloud app images in forms relied on the image being hosted outside the form by providing a URL to the image. The ability to insert new images in this way is being removed. Existing images will continue to be supported and we are not removing any images from existing forms. Native image support will be released in the new native form builder soon.
Issue Forms button is being removed from select locations Because ProForma will no longer be a Connect App, we cannot place the Issue Forms link in the top navigation bar or the project navigation bar. The Issue Forms button will no longer appear in the following locations:
  • Top navigation bar under Apps
  • Project navigation bar
We plan to release a generic URL that allows users to change between forms. This means users won’t need to provide a link to each individual form. The generic URL will bring users to a list of issue forms available to them.
The legacy ProForma form builder is being removed The legacy form builder is being removed. Legacy form templates will open in the new form builder automatically and will be upgraded to the new format when saved.
Legacy Jira Service Management Automation is being removed We are removing the action to add forms to an issue. Existing automation rules that use this action will display an error in their automation logs. NOTE: This automation will fail as soon as ProForma Cloud app forms are migrated to the new native form builder. This action can be built with Automation for Jira.
The Specific form attached workflow validator is being removed The Specific form attached workflow validator validates that a specific form is attached and/or submitted to a request or issue. We plan to reimplement this validator as a workflow user interface option in the workflow validation screens.
Hide submit button setting is being removed The advanced option to hide the submit button on ProForma forms will be removed.
URL Fields clickable setting is being removed from Instance Settings ProForma customers could enable or disable clickable URL fields. All URL fields will be clickable in the new native form builder.
Data connections support for Jira Application Properties is being removed Users will no longer be able to access Jira Application Properties (properties/JSON stored at the instance level) in the new native form builder.
Jira Service Management Issue Forms on issue types have been removed The existing ProForma form builder allows issue forms on Jira Service Management projects to create issues with either a request type or an issue type. The first-party forms now only allow issue forms on Jira Service Management projects to be configured to create request types. Support for issue forms on issue types is removed for Jira Service Management projects, but is retained for Jira Software and Jira Work Management projects.

 
I have a question about billing or an open quote. Copy link to heading Copied! Show

Please contact our support team with billing and quote related inquiries.
What if I have additional ProForma questions that are not answered here? Copy link to heading Copied! Show

You can contact customer support or your sales representative with further questions.

Migration Questions

How do I migrate our form automation rules? Copy link to heading Copied! Show

Rebuilding ProForma automation rules

The ProForma automation engine will stop running rules on July 14th, 2022. ProForma customers will still be able to view and delete their existing ProForma automation rules, but those rules will no longer run after this date.

Customers with ProForma automation rules running must rebuild their existing ProForma automation rules using Jira Automation. Existing ProForma customers will be able to rebuild their ProForma automation rules following migration to the new first-party form builder in Jira.

Some Jira instances with ProForma already installed may see the new Automation integration as early as April 11, 2022. Please note: the Form Submitted trigger will not work until your instance has been migrated to the new form builder. Technical contacts will receive an email notifying them of when an instance will be migrated.

ProForma automation rules are created and maintained on the forms settings page. The table below maps how ProForma automation components can be reimplemented in Jira Automation.

For a similar table with images of ProForma automation and the corresponding Jira Automation components, please click here to see the community post.

ProForma automation Jira automation

Trigger: Form Submitted

"When… this form is submitted"

To recreate this behavior use the Forms submitted trigger.

The ProForma trigger was also bound to a specific form. When recreating the rule in Jira Automation, users can select the specific form to match this behavior.

Trigger: Status Change

"When… the status changes to"

Use the Issue transitioned trigger component and specify the To status.

Condition: Specific request / issue types

Using the "For…" menu selection in ProForma automation.

Use the If: Condition and the Issue Fields Condition.

Then select either of the following fields:

  • Issue Type; or
  • Request Type

Condition: All forms submitted

Using the "If… all forms are submitted" menu selection in ProForma automation.

Use the Forms attached If block in Jira Automation to check if an issue has forms attached.

Condition: From specific status

Using the "And… the issue status is" menu selection in ProForma automation.

Use the Issue Field Condition component.

Condition: Previous Status

Using the "If… the issue status was" menu selection in ProForma automation.

Use the Issue transitioned trigger component and specify the From Status.

Action: Change status

Using the "Then… change the issue status to" menu selection in ProForma automation.

Use the Transition issue component.

Action: Add form

Using the "Then… add this form to the issue" menu selection in ProForma automation.

Use the Attach Forms action component and specify the form to attach.

Set the form Visibility to Internal or External (For Jira Service Management only) and use the checkbox to allow the form to be added to an issue more than once.

Multiple different forms can be attached with one action. To attach multiple copies of the same form, users must add the action multiple times.

Automation - Rules being retired

The following ProForma automation rule and legacy Jira Service Management Automation Action are not available in the new first party form builder.

ProForma automation What is changing?

The "Then… prevent the status change" menu selection in ProForma automation is being retired.

The Prevent the status change rule is being retired. 

This workflow validator is not available in the first-party Jira form builder.

For more information on the related workflow validator, please see the Workflow validators section below.

An example alert with an icon

To replace this ProForma automation rule, use this workaround:

Jira Automation does not prevent transitions. Users may use the If: Form Attached component in Jira Automation to check if a form is present and/or submitted/locked. If the form is not present and/or submitted/locked, users can choose the status can be changed back to another status.

The Legacy Jira Service Management Automation action to "Add a ProForma form" will stop working.

The legacy Jira Service Management automation action Add a ProForma form will stop working immediately after customers are migrated to the new native forms solution.

This feature was not ported to the new native forms solution because legacy Jira Service Management automation is being retired and the usage of this feature did not warrant reimplementing for such a short time.

Solution:

Rebuild the rule using the Attach Form action in Jira Automation.
How do I migrate our form workflow validators? Copy link to heading Copied! Show

There are two ProForma workflow validators being replaced by native Jira validators:

  • Forms attached
  • All forms submitted

If you currently use these validators, you will need to rebuild them in your workflows using the new native Forms validators (the new validators don’t have word ProForma in them).

If you choose not to rebuild any existing ProForma validators, they will simply be ignored once the ProForma Cloud app is turned off around the end of June 2022.

The “Specific Form Attached” ProForma workflow validator is being deprecated. If you currently use this validator in any workflows, you need to rebuild those workflows using the new native “Forms attached” validator.
How will my ProForma data connections be migrated? Copy link to heading Copied! Show

Your form data connections are moving to Jira Admin > Issues > Data connections.
Can we continue using Issue forms with the new form builder? Copy link to heading Copied! Show

Issue Forms are still available with some changes. The Issue Forms button will be removed from the Apps menu dropdown in the top navigation bar and the Project navigation bar.

Issue Forms are being removed from the Apps menu because the form builder is no longer a Marketplace app. The button is being removed from the Project navigation bar due to design improvements.

In lieu of these buttons we are introducing a generic URL that allows users to change between forms from one URL. You can add this generic URL to your Project navigation bar as a shortcut.
Can we still use forms with custom HTML? Copy link to heading Copied! Show

You can continue using form templates that already contain custom HTML; however, Jira will pass custom the HTML through a converter, which will only allow basic HTML elements to be displayed (e.g. b, ul, li). This may affect how some forms display to agents and customers.

The change will not affect the existing responses to fields in the form.

We have also removed the ability to add custom HTML to form templates. This applies to new and existing form templates. You can access existing HTML elements in the form builder. We recommend rebuilding the contents of any custom html element with the standard text, tables and headings available within the form builder.
We have Jira Software/Jira Work Management. When will we get access to the new form builder? Copy link to heading Copied! Show

Those instances that have or previously had the ProForma Cloud Marketplace installed and have one or more forms in a Jira Software or Jira Work Management, will continue to have access to the form builder in these project types.

Jira Software and Jira Work Management instances without ProForma installed will not yet have access to the new form builder. We’re not able to share a timeline on when the new form builder will be released to Jira Software and Jira Work Management customers.