Share form externally

Smart Forms for Jira Data Center enables external form sharing for users outside your Jira instance. This functionality allows external stakeholders - such as job candidates, business partners, customers, or vendors - to submit structured information through forms without requiring Jira accounts.

External forms can be shared via public links that support unlimited responses. Forms operate independently with no time restrictions and no requirement to be attached to existing Jira issues. This provides Google Forms-like accessibility while maintaining integration with your Jira workflows. The feature works similarly to Jira Service Management's Customer Portal, allowing anonymous access for form submissions.

How External Sharing Works in Data Center

Core Mechanism

• Public Form Links: Generate shareable URLs accessible without Jira authentication

• Unlimited Responses: Single links accommodate multiple external users

• Flexible Association: Forms can create new issues or operate independently

• Persistent Access: No time limitations unless manually disabled

• JSM-Style Portal: Functions similarly to JSM Customer Portal for anonymous submissions

• Network Dependent: External accessibility depends entirely on your network infrastructure configuration

Network and Infrastructure Requirements

Network Accessibility

Your Jira Data Center instance must be accessible from external networks:

• External IP/Domain: Instance must have publicly accessible IP or domain

• DNS Resolution: External users must be able to resolve your Jira URL

• Port Access: Standard HTTP/HTTPS ports (80/443) must be open

Firewall and Security Configuration

Common Blocking Scenarios:

• Corporate firewalls blocking external traffic

• Proxy servers with restrictive policies

• CDN services (like Cloudflare) with overly strict security rules

• Network segmentation isolating Jira to internal networks only

3. Security Considerations

What External Users Can Access

✅ Permitted:

• Specific forms shared via public URLs

• Form submission functionality

• Create new issues through form submissions

• Update existing issue fields through form submissions

❌ Restricted:

• Browse existing Jira issues

• Access Jira project interfaces

• User directory access

• Administrative functions

• General Jira navigation

Security Best Practices

• Form-Level Restrictions: Use "Verified in instance" setting for sensitive forms

• Anonymous Responses: Enable for forms requiring user privacy (HR, feedback)

• Regular Auditing: Monitor form submission logs and anonymous access patterns

Configuration Steps

Step 1: Verify Network Accessibility

Test External Access:

1. From an external network, attempt to access your Jira URL

2. Verify the login page loads without authentication errors

3. Confirm no redirect loops or connection timeouts occur

Step 2: Configure Form for External Sharing

1. Create or Edit Form in Smart Forms for Jira

2. Navigate to Settings Tab

3. Click "Share form" button

4. Configure sharing options:

Form Filling Access Options

• "Anyone with the link": Full external access (anonymous users)

• "Verified in your Jira instance": Only logged-in users

Additional Settings

• Short URL: Generate shortened links for easier sharing

• Notification Recipients: Up to 5 users can receive submission notifications

Step 3: Test External Access

Validation Process:

1. Copy the generated public form URL

2. Test from external network (different from Jira server network)

3. Verify form loads without requiring Jira login

4. Submit test form and confirm issue creation

5. Check notification delivery to configured recipients