Limiting which Idea Types a Contributor can create in JPD

Question

Hi

Has anyone run into any issues when limiting which idea types a Contributor can create?

We have 3 idea types.  They are named "Idea", "A" and "B".  I only want Contributors to be able to Create "Idea" types.  I have configured this on the "Create Idea" screen.

There are common fields used on all 3 types.  None of the fields shared with "Idea" are connection fields or fields that refer to another field. One of the fields that is shared between "Idea" and one of the other types is a Global field.  This field is not used in the Create Form for either issue type.  All other fields are defined as Space fields or are fields such as Summary and Description.

When I limit a Contributor to only being able to create an "Idea", when they select Create, they are only presented with the Summary and Description fields.  None of the other fields defined in the View are presented.

I tested with a Creator and they saw the same issue on the Idea form and the forms for the other types also loaded incorrectly.

If I remove the limitation and the Contributor can create all 3 issue types, the Create Form for all types loads as expected.

Has anyone else run into this?

Olha Yevdokymova_SaaSJet · Answer

Hi @Steve.Sigal

Thanks for the detailed write-up. JPD-310 does sound like the cause, and Support is the right place for the bug itself.

Your last point about the different Create buttons and data hygiene is something many teams run into. Another approach you might consider for Contributor intake is Smart Forms for Jira (developed by my team):

* One form per idea type: the form always creates an “Idea”, so Contributors can’t pick “A” or “B” by mistake.
* Fields don’t depend on JPD views: you build the form directly and map form fields directly to JPD idea, so there are no hidden views cluttering the sidebar just to drive the Create form, and no view restrictions to break it.
* Required fields and validation are enforced on the form, so ideas don’t skip the checks the way the quick-create buttons do.
* Answers are mapped to your JPD fields, Space or Global.
* Share the form by link, submit inside work items or embed it on a Confluence page, so there’s one clear entry point for submitting ideas. Submitters don’t need a Creator licence.

Steve.Sigal · Answer

Hi @Trevan Householder_Isos-Tech-Consulting_ @Andrea Robbins and @Matthew Sinclair

Thanks all for chiming in.  I am working with Support on this item.

A couple of things to note:

1.  Yes, I had individual Views created for the Create forms for each idea type

2.  Operator error was the reason that the Creator could not see the additional fields on "A" and "B".  I incorrectly set the permissions to only selected people could see it because I didn't want everyone to be able to access the view.  Kind of forgot that you needed to see the View to see all the fields on the form.  Fixed this.   JPD-310 sounds like the issue I was encountering.  There is no value in the View other than driving the fields that show up on the Custom Form.  We should be able to hide the View so that it doesn't clutter the side panel.

3. The View for Ideas has always been set to allow everyone to view and only creator can edit.  This has not changed.  The only thing that changed was the addition of the new idea types.

4.  When I set the Idea as the only one Contributors could create, it seems that for all 3 types the Contributor and Creator only saw the Summary and Description fields, even after fixing the access issue on the other 2 views.

5.  When I set that a Contributor could create all 3 types, the view for the Creator was fixed.  They can now see all of the fields.   However, the Contributor is still only seeing the Summary and Description fields.

JPD-164 is an interesting one.  Even within JPD there are multiple ways to create an Idea.  There is the red "Create" button at the top of the screen.  This opens the form with the fields from the View (when it works correctly) and seems to respect the required fields setting.   I can also select "Create" (the blue button to the left of Group By) on a List View.  This  just opens a single line allowing you to create the Summary without any checks for required fields.  And within each group / bottom of the list view is a "Create" link that essentially does the same thing as the Blue Create button in terms of not having checks for required fields.  This can be confusing to users that are not familiar with JPD and can result in data hygiene issues.  Would be great if we could configure those buttons to present the Create Form or disable them if required

Trevan Householder_Isos-Tech-Consulting_ · Answer

Hi @Steve.Sigal, nice job isolating the variable. Your setup is supported: each idea type gets its own create form under + Create > Configure form, and the fields of the selected view should appear on it.

Getting only Summary and Description matches JPD-310. If the view behind a form has view restrictions, anyone who can't see that view gets just those two fields. Check the restrictions on the view each form uses, or add contributors as view-only on it. Also test from the space's own + Create, since global Create has its own quirks (JPD-164).

If the views aren't restricted and it only breaks when you limit types, I'd raise it with Support as a bug. Are those views restricted?