Variables & Forms

This instruction applies to Jira Cloud ☁️ and Data Center 🏢 version 2.3.0 and later. For old versions instructions, click here.

Variables & Forms is a powerful feature. It may drastically simplify working with the templates and adding necessary information on the go.

Here you can find information about variable usage in your Jira issue templates.

New Feature! 🚀 Variables just got better!

What’s changed?

• Introduced a separate “Form & Variables” page to manage Variables easily

• Introduced a simple way to insert Variables into the issue field

• Introduced an ability to sort variables and preview their presence on a Form

Introduction

What is a Variable

A variable is a specific container whose value can be defined during the Jira issue creation from the saved Template.

What is a Form

A "Form" is a structured interface where users can input values for predefined variables during the creation of a Jira issue from a saved template. The form facilitates the process by presenting fields for each variable, guiding the user to enter the necessary information in an organized manner. This ensures that all required data is collected before proceeding with the issue creation.

A form is present on the second step of the issue creation (or applying) from the template process when there’s a variable present.

Available variable types

Variable properties

You can add a description to every variable. It may serve as additional instruction to the user on filling in a particular variable while Jira issue creation.

It is also possible to define if the variable is optional or required. The required variable field name will be rendered with the red sign “*” on the Variables form and won’t let the user proceed to the next step until the variable value is filled

How to create a Variable

• Navigate to the Template

• Click “Form & Variables” menu item

• Click “Add Variable” and choose the Variable type you want

  

• Fill Label and Description, add the Default value, and choose if you want it to be Required

  

• Click Create. A new variable will appear in the list 🎉

  

• You can Preview the variable on the form and then add it to the issues in the template

How to preview a variable

To see a form appearance and how variable field will be rendered and shown to the user while a new Jira issue is created from the template:

• Navigate to the Template

• Click “Form & Variables” menu item

• Click “Form Preview” tab

  

How to add a variable to the template’s field

To request the variable filling from the user on the form while issue creation, and to put filled values in the created Jira issue, the variable must be added to a template’s (custom) field.

Variables could be added to the text-based fields only, like Summary, Description, and Custom Fields of single-line or multiline text types.

• Navigate to the Template

• Click on the issue from the issues list

• Click the field to enter edit mode

• VAR - the icon will appear on the top-right corner of the field

  

You may notice that the Variables icon is the same as the icon for adding the Status element in the issue’s Description field. We will fix this confusion soon 😎

• click and choose the variable you want to insert

  

• submit changes by clicking on “V” button to save the inserted field variable

  

Alternatively, type a variable label in the format, like <<Employee Name>>, and save changes.

Note, the variable needs to be created via “Form & Variables” page, otherwise you’ll get an error that “Variable is not defined” while saving changes

In multiline text fields, you can add variables using shortcuts by typing /var..

Click “Enter” and choose a variable from the list

How to sort variable

By default, variables will be shown in their creation order on the form.

To reorder variables and arrange them per your needs:

• Navigate to the Template

• Click “Form & Variables” menu item

  

• Tap on a variable name

• Drag up/down and drop in the position you need

• Feel free to check if it’s organized properly via “Form Preview”

How to remove a variable

To remove variables from the template:

• Navigate to the Template

• Click “Form & Variables” menu item

• Find the variable, click “…” menu

• Click delete

• After confirmation, the variable will be removed from the template

NOTE: Upon deletion, the variable and all its references in the issue fields will also be removed

How to adjust variable

To adjust the variable’s properties:

• Navigate to the Template

• Click “Form & Variables” menu item

• Click variable name or click “…” menu → Edit

  

• Here you can change variable labels and main properties

Changing the variable’s type is not possible at that moment

How to fill Variable and Create Jira issue

1. Navigate to Apps → Templates, or use the left sidebar “Templates” link, or press “x” button on your keyboard

2. Template selection dialog would appear

   

3. Choose the relevant template, click next, and fill in the variable data

   

4. Click “Create”

   

5. All variables would be populated with the entered values in parent and child issues 🎉

   

FAQ

How do we change old variables notation to the new format? Migration.

No actions are required! ✨

Once you update your Easy Templates version to the latest one - your variables will be converted to the new format and accessible via Form & Variables menu item.

When is the introduction of new Variable types planned?

New types will be introduced gradually, but we expect the next one to be released very soon.

Can I use variables within such fields as components, labels, or Teams?

Not yet. Variables can be used with single or multiline text fields as of now. The next field types of support will be rolled out gradually.

For any questions or feature requests contact us via Customer Portal