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Sharing a form outside of JIRA with my company to add requests

Lindsay Brook-Hartop

Can I share a form I have created in JIRA with my colleagues, without providing them user licenses? They will only need access to the form and not the JIRA items/workload etc.

I would be so grateful to anyone who can explain how best to do this?

Thank you

Accepted answers

All comments

Tomislav Tobijas

Hi @Lindsay Brook-Hartop ,

Currently there's no native way to share Jira forms publicly. Here's a feature request related to it: JWMCLOUD-744: Allow the sharing of forms publicly

What I've seen customers do is create some kind of web form on domains they own and then use REST API to create Jira issues once that form is submitted.
Also, there's an option to add widget onto a web page and that's the way users can create issues without having to log in and use a license (but again, that would require owning a web page).

On the other hand, you could leverage Jira Service Management as this product supports having 'customers' which are non-billable accounts for users who can request help from internal teams.

Cheers,
Tobi

Marc -Devoteam-

Hi @Lindsay Brook-Hartop

This is possible, but this can only be done by granting anonymous access to Jira, see

https://support.atlassian.com/jira-cloud-administration/docs/allow-anonymous-access-to-projects/

But its better to leverage this with Jira Service Management, this will ensure there are no anonymous issues raised.

Lindsay Brook-Hartop

Hi Tobi,

Thank you - would Jira Service Management allow for the form to be shared with the wider company? In our set up only 5 of us use JIRA for workload management and to manage the developers work. However, many individual teams raise issues and i'm trying to streamline this.

It's a small company so the licenses and the breadth of what we need isn't the same as for a large corporate.

Thanks

Lindsay

Marc -Devoteam-

Hi @Lindsay Brook-Hartop

Within JSM there are 2 types of licenses, agents and customers.

Agents handle issues, so they need to be licensed. Customers can raise issues, but don't need a license for this.

See, what-users-and-roles-are-there-in-jira-service-management

Tomislav Tobijas

...would Jira Service Management allow for the form to be shared with the wider company?

@Lindsay Brook-Hartop, sure. Within JSM, there are portals and request types that can be configured and restricted if needed.

With JSM, you could configure open portal (which would mean anyone on the Internet could submit a request), or you could restrict access and have only specific members of specific teams/departments submit requests.
With those customers' accounts (the 'free ones'), users can submit/create and comment on tickets, while agents work on submitted requests - these are licensed users.

I would suggest taking a look at official University courses to get more familiar with what is JSM and how you can leverage it: Atlassian University / Get the most out of Jira Service Management
If you do have any questions, feel free to ask them here/in the community.

Cheers,
Tobi

Lindsay Brook-Hartop

Thank you Tobi, I can't help but think this may be too much for such a small company. I think we need something in between. Thank you so much for your help, i'll take a look.

Olha Yevdokymova_SaaSJet

Hi @Lindsay Brook-Hartop
Great question! The good news is that you can share a form outside of Jira without requiring your colleagues to have Jira licenses. Here’s how you can achieve this using Smart Forms for Jira developed by my team:

How to Share a Form Outside of Jira

Smart Forms for Jira allows you to share forms externally with users who don’t have Jira access. Your colleagues can fill out the form, and their submissions will still feed into your Jira workflows. Here’s how you can set it up:

Step 1: Create Your Form in Smart Forms

Design the form within Smart Forms for Jira, including all the necessary fields to collect requests (e.g., request type, description, priority, etc.).
Make sure the form includes fields mapped to Jira issue fields if you want the responses to populate Jira tasks.

Step 2: Enable External Sharing

Navigate to the form’s settings and enable the Share Form by Link option.
Once enabled, you’ll receive a public URL that you can share with anyone (e.g., via email, Slack, or embedding it on a webpage).

Step 3: Share the Form

Send the public form link to your colleagues.
They can access and fill out the form without needing a Jira license.

Step 4: Automate Issue Creation (Optional)

If you want each submission to automatically create a Jira issue, enable the Create Issue option in the form settings.
Map the form fields to Jira issue fields (e.g., Summary, Description, Priority) to ensure the submitted data is correctly organized in Jira.

Step 5: Customize Submission Messaging

Personalize the post-submission message to thank your colleagues and confirm their request has been recorded. This adds a professional touch.

Additional Options

Embed the Form on a Website or Confluence: If your company has a website or uses Confluence, you can embed the form directly for easier access.
Set Form Permissions: Limit access to the form if needed to ensure only verified users can submit it.

Why Smart Forms for Jira?

Your colleagues can submit requests without Jira access or licenses.
All submissions are automatically tracked in Jira, ensuring nothing gets lost.
You can automate workflows, saving time and manual effort.

Let me know if you need any assistance setting this up! 😊

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