How to share Jira Work and collect input without extra Licenses?

Question

I’m a Commercial Product Manager in a new team. We work with Jira (Cloud) and Confluence.

Our team has Jira licenses, but most colleagues do not.

Our goals are to:

* Plan and manage our work in Jira Cloud

* Keep colleagues informed about what we are working on

* Allow them to share ideas and client feedback

* Avoid buying additional Jira licenses

We created a Confluence page with a Jira overview (using the Jira macro), but colleagues without a Jira license cannot see the Jira content.

Ideally:

* Colleagues should at least be able to view what we are working on

* It would be great if they could also submit ideas in a structured way

* We need to stay within our security guidelines (so fully public access may not be allowed)

How would you approach this in Jira Cloud?
Is there a smart way to share visibility and collect input without giving everyone a Jira license?

Thank you in advance!

Laura Campbell · Answer

Adding to @Trudy P Claspill 's suggestions, there's Released https://marketplace.atlassian.com/apps/1230872/released-feedback-portal-public-roadmap-ai-release-notes?hosting=cloud&tab=overview which would help with providing visibility and feedback collection.

However it's intended for a public audience.

You could also potentially set up IP whitelisting and then make the Jira projects open to anonymous users. This was originally announced as a Premium only feature, but the documentation doesn't seem to mention it anymore, so I'm not 100% sure.

Trudy P Claspill · Answer

Hello @Maaike Draaisma

Welcome to the Atlassian community.

To allow unlicensed user to create work items within a Jira Software or Business space I recommend that you look at the Forms functionality:

https://support.atlassian.com/jira-software-cloud/docs/collect-information-for-your-team-with-a-form/

That would cover the requirement to allow them to submit ideas in a structured way.

With regard to providing visibility through the Jira UI for Software and Business spaces, your options are limited; give the individuals licenses or allow anonymous access.

Another alternative to explore would be to make the Jira information visible through a third party app. Here is one such app from the Atlassian Marketplace. There could be others:

https://marketplace.atlassian.com/apps/1225074/secure-share-for-jira-external-users

Or you could look at adding a subscription for Jira Service Management, and making the folks who are currently not licensed into Customers. You don't pay a license fee per customer. They would be able to submit ideas through a customer portal or email to a Jira Service Management space, and see updates to those items through the customer portal. They would still not have direct visibility into the Software and Business spaces.