Restrict who can view forms
The features described in this article are only available to those participating in the early access program (EAP) for restricting forms in Jira Service Management.
You may have forms in your company-managed service project that only specific people should be able to view. These could be forms that contain confidential information about someone, or sensitive information specific to different teams in your company.
Control who can view certain forms on issues by giving specific users or groups access to them, whilst restricting access to all others. If a user doesn’t have access to a form, they’ll still be able to view the issue the form is attached on but won’t be able to see the form at all. This is for the scenarios when you may still wish your organization to have full access to an issue, but reserve specific content to a restricted group of people. For example, you may have an ‘Employee Onboarding’ request raised that all agents in your company have access to, but the ‘Personal details' form is restricted to HR and the 'Bank details’ form is restricted to Payroll.
These restrictions only apply to viewing a form, and don’t extend to viewing issues themselves. To add permissions around who can view issues, you’ll need to set up issue security levels.
Add or remove restrictions on who can view a form
From your service project, select Project settings, then Request management, then Forms.
Select the form you wish to add or remove restrictions.
Select the lock icon.
If you wish to add restrictions, search and select the users or groups you wish to give access.
If you wish to remove these restrictions later, simply select Remove next to the users or group you no longer wish to have access.
Select Apply to save changes. Choice fields linked to Jira fields or data connections can’t be translated at this time.
Only users and groups with Atlassian accounts can be given access to restricted forms. Project roles, customer accounts, and customer organizations are not supported at this time.
Some limitations of form restrictions include:
Reporters not having access to view forms after submission.
Unless a specific user been given access either individually or as a member of a group when configuring form permissions, any reporter who submits a form whether it is via the portal or any other means, won’t be able to view the contents of the form. This also applies to any forms attached to issues that need to be made external.
Linked Jira fields and attachments still being visible on the issue view.
As form restrictions only apply to the form itself, if a form includes any linked Jira fields or attachments, these will still appear on the issue view for anyone with access to see. This also includes any PDFs attached of the form itself that are triggered by the Save a PDF version of this form each time it‘s submitted option in form settings. We recommend ensuring you also have issue security levels applied to any issue types that may be sensitive in these cases.
Agents not being able to attach forms to existing issues if they don’t have access to view them.
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