JIRA Forms

Question

Hi, Is it possible to create a JIRA form that can be completed by anyone within my organisation, regardless if they have a JIRA licence or not, that isn't a public form? Thanks, Tia

Olha Yevdokymova_SaaSJet · Answer

Hi @Tia Wagstaffe

Marc and Gabriela are right about native Jira forms: it’s either licensed users only or a fully public form, and the JSM portal is the native workaround.

If adding JSM just for this isn’t ideal, another approach you might consider is Smart Forms for Jira (developed by my team). It gives you more control than “public or nothing”:

* “Verified in instance” access: only people who log in to your Atlassian site can open the form, so a random person with the link can’t use it.
* Public link with protection: if you do share it more widely, add CAPTCHA to block bots.
* Embed the form on a Confluence page your organisation already uses, like an intranet or HR space, so people find it where they already work.
* It works in Jira Software and business spaces, so you don’t need a JSM space for it.

Each submission creates a work item with the answers mapped to your Jira fields.

Happy to help if you’d like to test which access option fits your setup.

Gabriela - LeanZero · Answer

Hi @Tia Wagstaffe,

A Jira form on its own can't do this. The share your form page (https://support.atlassian.com/jira-software-cloud/docs/share-your-form/) describes Open access as "Only people with a Jira license who are able to log in to your Jira site", and Atlassian closed the bug report for this case, JWMCLOUD-537, as Won't Fix (https://jira.atlassian.com/browse/JWMCLOUD-537). The suggestion to vote on is "Forms: any logged in user can submit a Form", which is marked In Progress (https://jira.atlassian.com/browse/JWMCLOUD-107).

Shaik's JSM route is the one that works. You put the form on a request type, and internal customers with Atlassian accounts "can also access your help centers at no cost". JSM Free covers 3 agents, and customers don't need a licence.

The domain scoping isn't in the space settings. The Customer permissions page only has Restricted or Open under Channel access, and Open "defaults to the permissions inherited from the site's global permissions" (https://support.atlassian.com/jira-service-management-cloud/docs/change-project-customer-permissions/). The site-level help center setting for internal accounts is the one that keeps it to your approved domains (https://support.atlassian.com/jira-service-management-cloud/docs/change-global-customer-permissions/).

One trap to check first. Look at which app roles your company domain gets under App access settings in Atlassian Administration, and don't let it hand out Jira itself, because "Users that join your apps as a result of your app access settings become licensed users" (https://support.atlassian.com/user-management/docs/control-how-users-get-access-to-products/).

Is JSM already on your site, or would you be adding it for this?

Shaik Riyaz · Answer

Hi @Tia Wagstaffe,

Yes, but only via Jira Service Management (JSM).

Standard Jira (Software/Work Management) doesn’t support this—forms either require a paid Jira license or must be opened to the public internet.

In JSM, you can achieve this easily without extra license costs:

* Free portal access: Internal employees can access the Customer Portal as portal-only customers (free, no Jira license consumed).
* Keep it internal: Under Project settings > Customer permissions, restrict access to your organization or domain so the form is never public.
* Attach the form: Create the form under Project settings > Forms and link it to the relevant Request Type.

Thanks!!