how to give someone (not reporter or participant) access to a form

Question

I am looking for an option to give someone in our organization access to a form. The person is not the reporter or an participant. The person may have only access to the form, not to other comments. I have made an automation to send the form as a URL to the person, that works fine, but if he opens the url he get a failure.  What happens?

Evert Morren Atlas Admin · Answer

Dear,

Thanks for your reply. In the solution I read 'First, we need to ensure that the field is not hidden in the Field Configurations and is configured to the View Issue Screen for the required Issue Type." What does that mean?

regards,

Joseph Chung Yin · Answer

@Evert Morren Atlas Admin -

A user must have access to the issue (meaning that he/she must have access to the project - although they don't have to be an agent for JSM or reporter/participant).

Here is an option for you to consider if you want to restrict the user to have only access to the form and nothing else -

1) Configure your form setup, so when the form is used to create the issue in your JSM project, you also select the option to attach it to the issue as an attachment.

3) Create an automation rule using Automation for Jira (i.e. triggering off at issue creation event) to send the issue's form attachment to the user via send mail action.

See the following KB article - https://confluence.atlassian.com/jirakb/how-to-send-jsm-form-pdfs-as-an-email-attachment-to-specific-users-using-automation-1167830111.html

Hope this helps.

Best, Joseph Chung Yin

Chris Rainey · Answer

Sorry, my suggestion was to send this person a downloaded PDF version of the form. I wonder if there's a way to do that via automation.

You're correct, because they are not an agent, reporter, or participant, they do not have access to the Jira issue and can't see the form.