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Is it possible for unlicenced person to fill out a form developed in jira

Natasha Bartlett_2b1ah6

Is it possible for unlicenced person to fill out a form developed in Jira

We have stakeholders that we want to get information from using forms developed in Jira and would like them to be able to view a page with the outcomes of the forms however these stakeholders will change and will only need to fill out the forms intermittently. I would prefer not to have continuously manage guest access if possible.

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Rajat Pratap Singh

Hi @Natasha Bartlett

If you are referring to the forms created in Jira Software, then yes Jira public forms lets unlicensed users submit form responses that create Jira issues.

For this you have to configure the form’s access level as Public.
Anyone with the link, even without a Jira login or license can fill out and submit the form.
After the form is submitted, Jira creates a work item in the configured Jira project.

However, the submitter needs a Jira license to log in and view/edit that issue afterward.

Regards
Rajat

Natasha Bartlett_2b1ah6

Thank you Rajat, that is very helpful.

Trudy P Claspill

Hello @Natasha Bartlett

Welcome to the Atlassian community.

With Public Forms unlicensed users could complete a form to create an issue in a Software or Business or ject.

https://community.atlassian.com/forums/Jira-articles/Public-forms-are-coming-to-Jira/ba-p/2995431

https://support.atlassian.com/jira-software-cloud/docs/share-your-form/

This does not give the submitter to view information in Jira.

You could use Automation Rules to pull information from the issues and send emails to the submitters.

Do you also use Confluence, and if so do those people have access to it? You could potentially use Automation Rules to pull data from the issues and paste static data into a Confluence page they can view.

You can also consider third party apps to enable unlicensed users to see data in Jira.

If you have Jira Service Management other options are available.

Do any of those options sound viable to you?

Natasha Bartlett_2b1ah6

Thank you Trudy,

That is helpful, unfortunately it still requires the person to log in to get to the form, and we believe that for some our more difficult stakeholders that will be a problem for them. I will keep trying to look for options to get their feedback.

Natasha Bartlett_2b1ah6

Hi Rajat, just as a FYI, I just trialled the process with a colleague and it appears they need to create a login just to fill out the form, which is disappointing. I appreciate you getting back to me ;-).

Rajat Pratap Singh

Hi @Natasha Bartlett

Please check if this form created is set to 'Public' access. You can then use the link to this public form to submit Jira issues.

Ref: https://support.atlassian.com/jira-software-cloud/docs/share-your-form/

Hope this helps!

Regards
Rajat

Trudy P Claspill

It should not be requiring a user to login. They only need the form link, which you provide to them. Anybody with the link can complete and submit the form.

You have to make sure you set the Access for the form to Public, versus Open or Limited, as shown in the image in @Rajat Pratap Singh 's reply.