How can deactivated users request access to Jira and Confluence?

[Valeria Ivanova]

Hello everyone,

We have quite a number of users who haven't been using Jira or confluence or those who never even accessed the sites. 

We would like to deactivate those users, but give them an option to request access when they are ready to "come back" 

How can we make this process for the user? How will they request access to the site again?

When I send the link to our Atlassian URL it just gives an option to log in, not to request access. 

Thank you very much,

Valeria 

[Andy Gladstone]

@Valeria Ivanova if you deactivate a user and they visit the URL of your instance, they will be able to request access at which time you will receive an email stating that they have requested access and can enable their user. There is no need to worry about tracking deactivated users or persistent links. 

One not of caution - make sure to deactivate and not DELETE users - deactivating will allow you to reactivate and all of their work will be re-associated with them once reactivated. Deleting will sever all connection to them, and you will essentially need to create a new user when giving them access.

I go through my user list every billing cycle to deactivate all users that are not active in our organization or that have not logged in for a period of a few months. No need to pay for those that don't understand the pivalate they have being part of our Confluence instance!

[Valeria Ivanova]

Hi @Andy Gladstone

Thank you so much! This is exactly what I wanted to know. 

I decided to test it out on the coworker first :)

I deactivated her account (not delete it) and then asked her to visit the URL to see if she would be able to request access. This is what she sent me back (screenshot below)  and said that there is no "request access" button/option. Do you know why that can be? 

Thank you so much!

 

[Andy Gladstone]

Quite odd and not the experience I am having. I tested on our account and the user received the following prompts when trying to log in - and the request email came to me (I'm the Admin). 

[Valeria Ivanova]

Thank you so much for testing it out @Andy Gladstone  !

It turns out that when you turn off the switcher "Has access to the site" in the yellow highlighted box (screenshot for reference) then the user will receive the message I sent earlier with no request access option

If you turn off the switcher(s) "Jira software" and/or "Confluence" highlighted in the orange box and leave the "Has access to the site" switcher on, then the user will receive the message you sent with the request access option. 

I wonder, if you leave the "has access to the site" switcher on and turn off the "Jira" and "Confluence" switchers, will the user be counted towards your bill? 

[Andy Gladstone]

Great research and catch! I think that question is for billing. I wish I knew the answer.

[papij]

@Valeria Ivanova As the admin you either remove the user from the group (Jira/Confluence) or go to the user profile and revoke access to product roles.

[Valeria Ivanova]

Hello Papij,

Thank you, as an admin I know how to give them access back.. I wonder more for the user.. as I mentioned, how will they request access ?  I don’t see the “request access “ button available then they land on the url..it just asks them to log in. 

Before I deactivate them I want to make sure that the process will be smooth.. I do not want to end up having my mailbox full of emails from users asking me to give them permission to access site back, because they don’t have an option to request access directly from Atlassian site. 

Thank you, 

Valeria 

[papij]

@Valeria Ivanova Do not deactivate user access, just remove users from the group or revoke access to product roles, that way they can still use the same URL link provided at first sign up to log in with a password or reset password in case they forgot.

[Valeria Ivanova]

Thank you Papij,

The goal is to reduce the license cost by deactivating those who are not using it for more than X amount of time… as we have a very large number of users that will continue to grow we want to make sure we are paying for those that do use the products…

the above suggestion unfortunately will not do that.. users will still take up a license seat.. 

[papij]

@Valeria Ivanova you can deactivate the inactive user to reduce license cost, but make sure to set up an invitation link when the need arises for more users to join. 

[Valeria Ivanova]

I was thinking to do that but for example, I have 123 users that  need to be deactivate, 

I will sent out and e-mail notifying them that they are being deactivated and letting them know that when they are ready to come back they can do so by this invite link (paste the link)

a. Will I then receive notification that a person who has been deactivated is entering back through invite link ? 

b. What if they decide to join 2 month after they been deactivated, most likely they will not search they mail box to look for the invite link.  Most likely that will send out an e-mail asking for it..

Thank you,

Valeria 

[papij]

@Valeria Ivanova  Yes. You will receive a notification when a user signs up/on using the regenerated invitation link. Also, note without admin approval. An old/new user will only have access to the product associated with a specific invite link.

However, the invitation link is active for up to 30days, I'm not sure the links do auto-regenerate.