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Sharing Forms with Stakeholders who do not hold Jira Licenses

Katie Lee_chas4e

Hi,

I'm running into permissions/access issues when trying to share a form with stakeholders. The use case is sharing a new hire onboarding form for the stakeholders to fill out and submit, creating a work item in Jira with the form attached. I've activated the form for an email request and do not have any access restrictions in place.

When sharing the link to the form, the stakeholders are not able to access. Is this because there only admins, agents and collaborators can create a work item using a form? My stakeholders are customers, not collaborators. If so, is there any alternative approach?

Thanks!

Katie

Accepted answers

Mikael Sandberg

Hi @Katie Lee,

Welcome to Atlassian Community!

Is the form in a Jira project or in a JSM project? In JSM the form is attached to a request type and users can see it via the portal. For Jira you can now create public forms that you can share with users that do not have access to Jira which was announced here.

All comments

Mikael Sandberg

Hi @Katie Lee,

Welcome to Atlassian Community!

Katie Lee_chas4e

Hi @Mikael Sandberg

Thanks so much for the reply. The form is in a JSM project and was hoping that I could share it with users who do not have access to the portal - only to submit email requests to the project. Is that possible within a JSM project?

Mikael Sandberg

Unfortunately that is not possible in JSM, the sharable link that you can create can only be accessed by users that have a Jira/JSM license, it cannot be made public like the one in Jira.

Olha Yevdokymova_SaaSJet

Hi @Katie Lee

In native JSM, portal forms can only be used by people who have the right project access — usually agents, collaborators, or customers already added to the service project. If your stakeholders aren’t set up as customers in that project, they won’t be able to open the link or submit it. That’s why they’re hitting an access wall even with no visible restrictions.

If you need them to submit without Jira accounts or project roles, there’s no native “public form” feature in company-managed projects. Your main built-in options are:

Add them as customers to the relevant service project so they can access the portal form.
Use an email channel for intake — they send to a dedicated address, and JSM creates the work item. (Downside: you lose the structure and validation a form gives you.)

If you want to skip Jira account creation entirely but still collect structured responses, Smart Forms for Jira (developed by my team) is designed for exactly this:

Public link sharing – Send a secure link via email or embed it on a page; no Jira login required.
Automatic issue creation – Submissions can create work items in Jira with the form automatically attached.
Field mapping – Map answers directly to Jira fields (Summary, Description, Priority, custom fields) or keep them just in the form.
Conditional logic – Show/hide questions based on previous answers so each stakeholder sees only what’s relevant.
Required fields and validation – Ensure you always get complete, usable data.
Attachments and embedded content – Let stakeholders upload documents or view instructions/images directly in the form.
Reuse across projects – The same onboarding form can be used for any Jira project without rebuilding it.

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