I have a user who is unable to access our Knowledge Base space in Confluence through Jira Service Management.
When we invite the user and they attempt to access the KBA, they receive a message indicating that they need full Confluence access. If they select the option to request full access, they are then taken to another page stating that they cannot view the space due to licensing.
Our Jira administrator has confirmed that we have available Confluence licenses, so I’m trying to determine whether this is actually a licensing issue or if there may be a permissions or access configuration problem.
Has anyone run into this behavior before, especially with users who should only need access to Knowledge Base articles through Jira Service Management? Any guidance on what settings or permissions I should review would be appreciated.
I believe there are some instructions here on how to share a knowledge article with customers via JSM https://support.atlassian.com/jira-service-management-cloud/docs/share-knowledge-base-articles-with-customers-in-a-request/
But if you want the user to directly access it in Confluence and you're already communicating with your Jira admin I would submit a request to the Jira/Confluence admin to grant the user a confluence license and the necessary group or space permissions to view the article.
The admin should be able to inspect the user's permissions using the following steps,
Browse to the content you want to inspect permissions on.
Click the restrictions (lock) icon at the top of the page. The Restrictions dialog appears.
Click the Inspect permissions link.
Type the name of the user whose permissions you want to view.
Choose the permission you want to inspect: Can view, Can view and edit, or Can view and comment.
Yes, I have tried that. When I type the user’s name, nothing appears in the search results. If I enter the user’s email address instead, an Invite button appears, but when I select it, I receive a message stating that the user cannot be invited at this time.
The message then suggests sharing the content by notifying the user. That process appears to complete without any errors; however, the user is still unable to access either the page or the space.
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Permissions rather than licensing, and the invite path is a large part of why it looks like licensing.
Start at site level. Settings, then Products, then under Jira Service Management pick Knowledge base permissions, and turn on All logged-in users. Then go per space, in your service space under Project settings > Knowledge base, and set the Who can view dropdown against that linked space to All logged-in users.
That's the one that bites here. The docs are explicit that if "access to both logged-in users and anyone is turned off, project admins can only allow Confluence users to view articles in linked spaces". And Only Confluence users is defined as restricting access "to articles in this space to licensed Confluence users who have access to this space", so the space stays licence-gated whatever your project admin does, and the wording your user is seeing is honest about that.
Worth a look at who holds what as well. Changing the site level setting needs Jira site admin and Confluence cloud admin together, and the docs say that with Jira site admin alone you get read-only access to those permissions, so your admin may well be looking at a screen they can't change.
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