Open Form - Non Licensed Users

Giacomo Lupini November 30, 2023

Hi @Abby Stiris ,

i'd like a non licensed user to submit a form, is it possible with the release below?

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Thanks 

Giacomo

 

 

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Abby Stiris
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
November 30, 2023

Hi @Giacomo Lupini unfortunately forms aren't open to non-licensed users yet but I'll take this back to the team as feedback. Thank you!

sgover November 5, 2024

@Abby Stiris is there any update on the ability to share forms with non-licensed users? My teams use Jira heavily and we're looking for a better way to collect pilot user problems/bugs/enhancement requests. Our pilot users are not licensed to our Jira instance, so the forms don't work for us at the moment. However, if we had the ability to share the form link with unlicensed users, it would work perfectly! Any update you have would be helpful! Also, if you have any alternative suggestions, I'm all ears.

In the meantime, we collect pilot user feedback via google doc form and then import or hand-key into Jira. We'd love to eliminate the manual intervention and get it straight into Jira, but the licensing issue is our sticking point.

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Olha Yevdokymova_SaaSJet
Atlassian Partner
November 6, 2024

Hello @Giacomo Lupini 

If you’re open to using an add-on, you might find Smart Forms for Jira really helpful. This tool lets you create, share, and manage forms that can be filled out by both Jira users and non-licensed external users. Here’s how it could work for you:

  1. Creating and Sharing the Form:

    • Build the form in Smart Forms for Jira using the form builder. You can add text, dropdowns, checkboxes, and attachments if needed.
    • For external sharing, generate a shareable link directly within the add-on. This link can be shared with anyone, allowing non-Jira users to fill out the form.Define S (6).png
  2. Embed and Customization Options:

    • You can embed forms on websites, within Confluence pages, or distribute the link via email. This makes it easy for anyone, regardless of Jira access, to view and submit their responses.
  3. Automatic Issue Creation and Field Mapping:

    • Smart Forms allows you to set up Create New Issue settings, so each form submission can automatically generate a Jira issue. Plus, you can map form responses to Jira fields, ensuring the data flows directly into Jira fields as needed for reporting and tracking.Define S (7).png
  4. Tracking Responses:

    • All responses are stored in the add-on’s Responses Tab, where you can export the data for further analysis.

For a quick setup, open Smart Forms for Jira and go to the Share form externally option to generate a link. You can also enable automatic issue creation and field mapping under the Settings tab if you want submissions to create issues with mapped data directly.

This setup should streamline data collection from external sources, making it accessible to anyone with the shared link.

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