How to update bug form

[Natalie Cotela]

Hi there - I have set for the only fields to show to users on the Create form, but I was on with a user yesterday and noticed they are seeing more fields than they should. How do I update it so they only see what need them to?

What I see (what I want the users to only see)

What my users see 

[Trudy Claspill]

Hello @Natalie Cotela 

What type of Space does this concern? Click the ... button next to the Space name in the navigation panel on the left and tell us what the last two lines in the pop up say. That will be something like "Software Space Company-managed".

What steps did you go through to set the fields that you want to show in the Create dialog for this type of work item in this Space?

[Natalie Cotela]

Company Managed spaces.

I clicked Configure Fields via the Create Button

[Trudy Claspill]

Thank you for that additional information.

That option configures the Create dialog for only you. Each user has that option to configure the Create dialog for themselves.

If there is a need to control the fields that are displayed in the Create dialog for all users for a particular work item type in a particular Space, then for a Company Managed project that will entail

1. creating a Screen with just those fields,
2. creating (or modifying) the Screen Scheme that is used for that work item type to use your new screen for the Create operation and a separate screen with all the fields for your Edit/View operation,
3. modifying the Work Type Screen Scheme associated with the Space to associate your new/modified Screen Scheme to the specified work item type.

Are you familiar with managing screens, screen schemes, and work type screen schemes?

[Natalie Cotela]

Hi Trudy! Yes, I am familiar with screens, but the fields that exist on these screens are required in order to complete the work item by developer team (i.e peer reviewer, uat reviewer, sprint, etc.), but I only need our users to see certain fields. 

So I do not want two separate screens as then we would need duplicate work items. 

So is there a way to set it up so the screen stays the same, but users only see the fields we need them to in order to submit the work item to us?

Thanks!

Natalie

[Trudy Claspill]

Hello @Natalie Cotela 

Who are the people creating the work items? Are they the "users" or are they the "developer team" or do both create work items?

If both, do these groups need to see different fields on the Create dialog?

There are a few ways I can think of to address the fields displayed when creating a work item.

Note you can show different fields in the Create dialog versus the details view of items after they have been created. This is done by creating a Screen that contains the fields you want to show when Creating an issue, and creating a second Screen with the fields you want to show in the work item details view. You add those screens to a Screen Scheme, associating the Create Screen with the Create operation, and the other screen with the Edit/View operations. Then you associated that Screen Scheme to 1..n work item types in the Work Type Screen Scheme used by the project. All users would see the same Screen when creating the specified work item types.

So, that is one way to manage a different set of fields when creating items.

Another option is to create a Form for creating the items. This may be a better solution if you need different groups of people to see different sets of fields during the Create Item process. You would create a Form with the fields the group needs to see, and then provide the members of that group with a link to the Form. They would create items by completing that form instead of using the Create button in the Jira UI.

However, they would still have access to the Create button in the UI. So this would require you educating the users on use of the Form.

A third option would be to use a third party app to change the presentation of the Create dialog based on some aspect of the user, like a user group to which they belong. There are two apps that I know about that you can use to conditionally hide or display fields in the Create dialog (along with many other features). One is ScriptRunner Behaviours and another is Live Fields. Each of these is a free app, but each also requires another not-free app that provides the underpinnings required by the free app.