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How to give people access to a Jira Form without them having access to view the project boards

Lauren Gold

Hello,

I work in a big company where I don't have global Jira admin rights, but i have admin rights to my projects. The global jira admin rights are managed by another department (who are not jira experts) and we are trying to solve this problem together.

I want to use Forms to allow business colleagues to submit feature requests. I do not want them to have access to view the project boards however. I understood from the documentation that this is possible if we have the form access "open", it is marked on the form that anyone logged into the site can use the form.

We therefore gave Jira access to the users but they could not see the form. Only by giving them access to the project could they see the form, but this means they see our project boards too which we don't want.

Does anyone have any experience with this, and know what type of Jira access we should be giving to users for them to be able to submit a form but NOT see the boards? I do hope this is possible.

If this is not possible my plan B is to create a new project which users have access to, and then on the original project I could edit the board filter to show tickets from the existing project and the new project. Does this seem like a good solution?

Thanks in advance.

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Trudy P Claspill

Hello @Lauren Gold

Can you confirm for us the Type of the project where you want to use this form? Get that information from the Type column on the View All Projects page under the Projects menu.

Can you provide a link to the documentation you referenced that mentions setting form access to "open"?

I ask these questions because you added a tag to your post for "jira-service-management". The forms feature for that type of project is different than the forms feature for Software and Business projects. The form access setting applies to the forms used for Business and Software projects, not Service Management projects.

If you are, in fact, using a Business or Software project and forms, the documentation does state that for an Open access form the user needs only a license to access Jira. They should not need permission to access the project.

How are the users attempting to access the form? Did you provide a link? What happens when they try to access the link?

Lauren Gold

Hello and thanks for your response. Indeed we are a jira software project, the tag was added automatically. our type is Company managed software.

Here is the documentation which I find confusing, in the purple box at the end it states they need project access:

despite saying a bit further up:

Open: Any Jira-licensed user with instance access can access.

The users are accessing with the link I provided that is found on the form creation page , the share button next to the lock icon to change the access.

Thanks !

Lauren Gold

/jira-work-management/docs/share-your-form/

Trudy P Claspill

When the user attempts to access the form, what do they see?

Shane Gallen_8cxst9

@Lauren Gold

I have experienced the same problem occurring with a customer.

When using the Open Access option

Screenshot 2025-08-04 at 11.59.23.png

To avoid having to provide create permissions to users whilst still using the open you need to ensure the Project Lead for the project still has access to the project.

Screenshot 2025-08-04 at 12.00.49.png

To validate this requirement:

A: Go to project settings > Details

B: Check project lead

Screenshot 2025-08-04 at 12.02.18.png

C: Go to project settings > People

Check if project lead has access

Screenshot 2025-08-04 at 12.04.20.png

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