WIP) Shared board
- Yoonjeong Bae
This feature works only in software projects.
How to Start
You can externally share your Jira board with organizations outside your own. When creating an External Share, ensure that you have selected Board as the share type.
To create an external share, please refer to Getting Started.
To share custom boards, please refer to Custom board shares.
After creating a share, you will see the Share Preview window on the left and the Share Configuration options on the right. The interface as a whole will look like the image below.
Configuring Columns for Custom Boards
On the left side of the window, you can configure columns for your custom board. You can create your own column with designated statuses.
For example, if you want to group issues with statuses like “To Do” and “In Progress” into a single column for easy viewing, click Add Column, assign a name to the column, and select the relevant statuses. Once completed, click Preview to see the results as they will appear.
Customizable Options
On the right side of the window, you'll find various configuration options, which include:
General, Permissions, Security, Custom fields, Custom content, Extensions, Quick Filters, Board Configuration
Please note that the available configuration settings categories may vary depending on the Share Type you select. (Issue, Board, Filter, or Timeline)
General
General tab allows you to edit and define the core settings of the external share link.
Name: The link name is for internal reference only and will not be shared with the external link.
Description: The description is also for internal use and will not be visible in the shared link.
Use Public URL: The link name value will be used to prepare named link
Enable share: if disabled, external user won’t be able to access the link.
Project: Select the project you want to share externally.
Share type: Choose the share type as Board. Based on your selection, additional configuration options will appear.
Board:
JQL: Use JQL (Jira Query Language) to define the specific data you want to include.
Adjust issue/card layout : Choose a customized layout, which can be set up in Global Settings.
Permissions
Permissions tab allows you to define what information and actions are accessible when sharing a Jira board via a link for external viewers.
For example, you can configure settings so that external viewers can view or add comments, attachments, linked issues, sub-tasks, status, changelogs, and approvals. You can also allow them to make changes to the issue summary and description.
Simply clicking the X button removes it, and the external viewer will no longer be able to view, add, or change content.
For parent-level configurations, these settings can be managed directly in Project Configuration.
Security
Enable password protection : Set a password to restrict access to the shared content. Only external viewers with the password will be able to access the external share.
Regarding the secret password that enables auto-login to Password Protected External Share links, please refer to Programmatical Share Access Token.
Set link expiration time: Define an expiration date and time for the link by clicking the calendar icon.
Require SSO : Enable corporate SSO for added security. Follow the SAML / SSO - Setup guide for setup instructions.
Share with specific emails or domains: Specify individual email addresses or email domains to restrict access.
Display comments with restrictions: Comments can be restricted to specific roles or groups.
Custom fields
You can select custom fields to display on the shared link, such as status category changed, sprint, epic name, project, and more.
Custom content
You can customize the header and footer text to suit your needs. Text will be displayed as above.
Extensions
Enable/disable integrations with extension plugins.
Quick Filters
You can add your custom quick filters to a shared board.
Once these quick filters are added to the board share, external users will see them as clickable options.
From left image, two Quick Filters are defined:
1. Open
JQL:
status != DoneIn practice, clicking this filter will hide all completed issues and display only issues that are still in progress, new, or need attention.
2. Recently Updated
JQL:
updated >= -1dThis filter shows all issues that were updated within the last day.
By selecting a custom quick filters, external users can focus on the issues that meet those conditions.
Board configuration
Add filters that you want to enable on the shared board.
For example, if the Labels filter is enabled, external users will be able to view and filter issues by labels directly from the shared board.