Sharing a form outside of JIRA with my company to add requests

[Lindsay Brook-Hartop]

Can I share a form I have created in JIRA with my colleagues, without providing them user licenses? They will only need access to the form and not the JIRA items/workload etc. 

I would be so grateful to anyone who can explain how best to do this?

Thank you 

[Marc - Devoteam]

Hi @Lindsay Brook-Hartop 

This is possible, but this can only be done by granting anonymous access to Jira, see

https://support.atlassian.com/jira-cloud-administration/docs/allow-anonymous-access-to-projects/

But its better to leverage this with Jira Service Management, this will ensure there are no anonymous issues raised.

[Marc - Devoteam]

Hi @Lindsay Brook-Hartop 

Within JSM there are 2 types of licenses, agents and customers.

Agents handle issues, so they need to be licensed. Customers can raise issues, but don't need a license for this.

See, what-users-and-roles-are-there-in-jira-service-management 

[Tomislav Tobijas _Koios_]

Hi @Lindsay Brook-Hartop ,

Currently there's no native way to share Jira forms publicly. Here's a feature request related to it: JWMCLOUD-744: Allow the sharing of forms publicly 

What I've seen customers do is create some kind of web form on domains they own and then use REST API to create Jira issues once that form is submitted.
Also, there's an option to add widget onto a web page and that's the way users can create issues without having to log in and use a license (but again, that would require owning a web page).

On the other hand, you could leverage Jira Service Management as this product supports having 'customers' which are non-billable accounts for users who can request help from internal teams.

Cheers,
Tobi

[Lindsay Brook-Hartop]

Hi Tobi, 

Thank you - would Jira Service Management allow for the form to be shared with the wider company? In our set up only 5 of us use JIRA for workload management and to manage the developers work. However, many individual teams raise issues and i'm trying to streamline this. 

It's a small company so the licenses and the breadth of what we need isn't the same as for a large corporate. 

Thanks

Lindsay 

[Tomislav Tobijas _Koios_]

...would Jira Service Management allow for the form to be shared with the wider company?

@Lindsay Brook-Hartop, sure. Within JSM, there are portals and request types that can be configured and restricted if needed.

With JSM, you could configure open portal (which would mean anyone on the Internet could submit a request), or you could restrict access and have only specific members of specific teams/departments submit requests.
With those customers' accounts (the 'free ones'), users can submit/create and comment on tickets, while agents work on submitted requests - these are licensed users.

I would suggest taking a look at official University courses to get more familiar with what is JSM and how you can leverage it: Atlassian University / Get the most out of Jira Service Management 
If you do have any questions, feel free to ask them here/in the community.

Cheers,
Tobi

[Lindsay Brook-Hartop]

Thank you Tobi, I can't help but think this may be too much for such a small company. I think we need something in between. Thank you so much for your help, i'll take a look.