How to give people access to a Jira Form without them having access to view the project boards

[Lauren Gold]

Hello, 

I work in a big company where I don't have global Jira admin rights, but i have admin rights to my projects. The global jira admin rights are managed by another department (who are not jira experts) and we are trying to solve this problem together.

I want to use Forms to allow business colleagues to submit feature requests. I do not want them to have access to view the project boards however. I understood from the documentation that this is possible if we have the form access "open", it is marked on the form that anyone logged into the site can use the form. 

We therefore gave Jira access to the users but they could not see the form. Only by giving them access to the project could they see the form, but this means they see our project boards too which we don't want.

Does anyone have any experience with this, and know what type of Jira access we should be giving to users for them to be able to submit a form but NOT see the boards? I do hope this is possible.

If this is not possible my plan B is to create a new project which users have access to, and then on the original project I could edit the board filter to show tickets from the existing project and the new project. Does this seem like a good solution?

Thanks in advance.

[Trudy Claspill]

Hello @Lauren Gold 

Can you confirm for us the Type of the project where you want to use this form? Get that information from the Type column on the View All Projects page under the Projects menu.

Can you provide a link to the documentation you referenced that mentions setting form access to "open"?

I ask these questions because you added a tag to your post for "jira-service-management". The forms feature for that type of project is different than the forms feature for Software and Business projects. The form access setting applies to the forms used for Business and Software projects, not Service Management projects.

If you are, in fact, using a Business or Software project and forms, the documentation does state that for an Open access form the user needs only a license to access Jira. They should not need permission to access the project.

How are the users attempting to access the form? Did you provide a link? What happens when they try to access the link?

[Lauren Gold]

Hello and thanks for your response. Indeed we are a jira software project, the tag was added automatically. our type is Company managed software.

Here is the documentation which I find confusing, in the purple box at the end it states they need project access: 

despite saying a bit further up:

• Open: Any Jira-licensed user with instance access can access.

The users are accessing with the link I provided that is found on the form creation page , the share button next to the lock icon to change the access. 

Thanks !

[Lauren Gold]

/jira-work-management/docs/share-your-form/

[Trudy Claspill]

When the user attempts to access the form, what do they see?

[Trudy Claspill]

1. I have a free environment, and I upgraded to Standard.
2. I added a user to my site and made sure that they had no assigned role at all in the Jira product and belonged to no groups.
3. I changed the permission scheme of a Business project so that only the Administrator role had permissions.
4. Under my admin credentials I got the link for the form in the project.
5. As the new user from #2 I tried to use that link. It successfully displayed the form.
6. I submitted the form. The issue was successfully created.
7. I tried to access the project itself as the user from #2 and got a message that the user does not have access.

I then tried the same process in a Software project, since you mentioned you are using a Company Managed Software project.

At step 5 rather than seeing the Form my test user got a message that they did not have access to the Jira product on my site.

I have opened a support case with Atlassian about this. I post back here what I learn.

[Lauren Gold]

A colleague found the problem for me, our project configuration does not allow any connected user with an account to create tickets! so in order to use forms they must have ticket creation rights and therefore access to projects. such a shame. 

I have decided to create a separate project for receiving these requests that will appear on the other project.

Thank you very much for your time in helping me solve this problem.

[Trudy Claspill]

Hello @Lauren Gold 

Following up on my own support ticket on this topic today I tried to recreate the scenario.

If the user has access to the Site, but has no Jira product access, then my user could not access the forms at all for either Business or Software Company Managed projects.

If I granted the user Jira product access but did not grant them access to the respective projects, they could access the forms and submit them to create issues. They did not need any permissions in the target projects. I used a Permission scheme where only the Administrators role and the atlassian-addons-project-access role had any permissions in the project, and ensured that neither the individual test user nor the groups to which they belonged were members of the Administrator role.

I believe something has changed since March 13 to enable this functionality.

You may also be interested in the roll out of Public forms, which is now listed in the documentation:

https://support.atlassian.com/jira-software-cloud/docs/share-your-form/

[Trudy Claspill]

Hello @Lauren Gold 

Since you found a solution to your issue, please consider clicking on the Accept Answer button to mark your Question as Solved.

Since you found a solution separate from my responses, you might want to add your own Answer thread to your post and then accept your own answer.