Share form externally from issue

Share form externally from issue is used to provide a link to the form, allowing external users to access it and submit a response. This method restricts users to submit only 1 response and also provides the option to associate the form with a specific Jira issue. Users are given a time limit of 1 month to complete the form.

How It Works

External form sharing operates on a simple "Link → Response → Work Item" workflow:

📌 When you need external input on a specific work item...
📌 Then use a secure form link that captures responses directly into that work item, with automatic field updates and notifications.

Key Features & Limitations

🔗 One Link, One Response

• Each generated link allows exactly 1 form submission

• Perfect for individual customer feedback, vendor approvals, or partner information

• Need multiple responses? Add multiple forms to the work item

🛡️ Secure External Access

• No Jira account required for external users

• Choose access level: "Anyone with link" or "Verified in instance"

• URL shortening available for cleaner sharing

How to Set Up External Form Sharing

1. Create or select your form in Smart Forms for Jira

2. Add the form to your work item (manually or automatically)

3. Click the Share icon to generate public URL

4. Configure sharing settings:

   • Select form filling access level (verified in instance or anyone with a link)

   • Enable URL shortening if desired

     

5. Share the link directly with external users via email, Slack, or other channels

External User Experience

Seamless Form Completion:

• External users click the link and access the form immediately

• Auto-save functionality preserves progress after 30 seconds of inactivity

• One-time submission prevents duplicate responses

• Form becomes unavailable after submission

Example External Workflow:

Customer Support Ticket Created
↓
Customer Feedback Form Added to Issue
↓
Share Link Generated & Sent to Customer
↓
Customer Completes Form (No Jira Access)
↓
Response Auto-Updates Work Item Fields
↓
Support Team Gets Notification

Update Existing Work Item Fields

Automatically map external responses to work item fields when forms are submitted:

• Real-time field updates when external users submit forms

• Maintain data consistency across your project

How Field Updates Work

When external users submit shared forms, their responses automatically populate designated Jira fields in the work item where the form is attached.

Setup Process:

1. Go to Form Settings → "Update existing issue fields"

2. Map form elements to corresponding Jira fields

3. Save configuration – Field updates happen automatically on submission

🤖 Auto-Share Form URL from Work Item

Automatically include form links in Jira Automation for seamless workflow integration without manual intervention.

Things to Keep in Mind:

🔗 Automatic URL generation when forms are added to work items (Auto & Manual Add)

📧 Direct integration with Jira Automation rules for email sending

🎯 Smart value access via automation to insert form URLs dynamically

🔑 Form identification - Target specific forms by ID or position number

⚠️ Same limitations as issue sharing - One-time submissions with 1-month limit

If you need help or want to ask questions, please contact us through SaaSJet Support (Time of the First Response ≤ 4 hours) or via email support@saasjet.atlassian.net

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