Adding Guest User to Single Team-Managed Project

[Andy Meadows]

My Jira project has this nice "Manage Roles" section (see screenshot) where I can create a custom role and give it specific permissions, and then I can assign it to a specific user.  From a configuration perspective, this appears to be fantastic and SO much easier than what I've tried to do (unsuccessfully) with the permission schemes.

Unfortunately, it doesn't seem to work.  Am I doing something wrong or is it really this difficult to add an outside user to a single project?  I have added a user to that new role and assigned the role permissions, but the user does not receive access until I add them as a user in Jira and then they get access to all projects and not just the single project as a guest.

This new UI seems like a very straightforward way to configure a new group and assign specific users to that group, but I must be missing a step as it seems to have no impact.

Note: I verified this is a Team-Managed project.  The user in the example has been added to Jira, but has not been given access to Jira (we only have User and Admin options).  I added the user to this project through this admin screen and nowhere else.

[Trudy Claspill · Accepted solution]

Hello @Andy Meadows 

Welcome to the Atlassian community.

The user has to be granted a license (given a product role for accessing Jira) to your Jira software to be able to access any projects that are not accessible to the public on the internet.

When you grant them a license they will get added to a default user group that has Product Access for Jira 

You then have to look at all the Permission Schemes used by Company Managed projects and make sure that the Browse Projects permission is not granted to Public, Any logged in user, or the default user group used for Jira Product Access. Any of those would enable the user to see the content of the projects that use that permission scheme.

Then you have to look at each Team Managed project in your instance. Each of the has their own Access settings of Open, Limited, or Private. Any setting other than Private may result in the user being able to see the contents of the project. Refer to this document for more information.

https://support.atlassian.com/jira-software-cloud/docs/next-gen-permissions/

[Andy Meadows]

Super helpful, Trudy.  Thanks for the rapid response.  It sounds like a couple of adjustments to the base settings should reset the default behavior and then I'll make adjustments from there.  Many thanks!

[Dexter de Vera]

Hi @Andy Meadows ,

Users must have a software license to access Software Projects regardless of type (Company or Team). 

Second, your software user group (where you add new users) may be added to other projects that's why you see many projects.

Third, If the projects you were seeing are all Team-managed projects, maybe the projects are open (open for all users), To fix this you should update the access of all the projects to private.

You can check this document to learn more about team-managed project permissions.

https://support.atlassian.com/jira-software-cloud/docs/next-gen-permissions/ 

Hope it helps.

Thanks!

[Andy Meadows]

Thanks for the extra insights, Dexter.  I'll start digging and making the recommended adjustments.  😊