Adding fields to work item layout with shared screen

[Christian Lipski]

When editing a work item layout, if I choose a field from the Fields sidebar and add it to the layout, that field is added to the screen associated with the layout.

But if that screen is used by multiple spaces, and I do not have admin permission in the other space, is that field added to the shared screen?

I assume I would not be able to add the field to the layout, since that would add the field to the screen, and I don't have the permission to edit a screen shared by a space I am not the admin of.

I can't find a definitive answer in the documentation for this.

[Christian Lipski · Accepted solution]

The answer is "no". 

In Jira Cloud, your ability to edit a work item layout depends on whether the underlying screen is shared with other projects.

Shared Screen Permissions

If a screen is shared across multiple projects, you cannot modify the layout unless you have the Administer Jira global permission. This restriction exists to prevent changes in one project from unexpectedly affecting other projects that use the same screen configuration.

Manage Work Item Layouts Permission

The Manage work item layouts permission allows project administrators to change which fields appear in their project's layout. However, this permission is only effective if the screens used in that layout are not shared with any other projects.

Key Constraints

• Shared Configurations: When a screen is shared, only a Jira administrator can add, remove, or reorder fields.
• Field Addition: If you attempt to add a field to a layout that uses a shared screen and you do not have site-level administrator rights, the system will typically prevent the action to protect the integrity of the other projects.
• Project Admin Limits: Project admins can generally only configure the layout for their specific project, and these settings do not automatically share across projects unless they share the same underlying screen scheme.

If you need to add a field to a shared screen but lack the necessary permissions, you must contact a Jira administrator to either make the change globally or provide your project with a unique, non-shared screen.

[Christian Lipski]

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[Arkadiusz Wroblewski]

Hello @Christian Lipski 

This depends on whether the space is company-managed or team-managed?

• team-managed: changes are generally local to that space
• company-managed layout placement: space-specific
• company-managed screen field membership: shared wherever that screen is reused (Admin managed)

Best,

Arkadiusz 🤠 

[Christian Lipski]

The space is company-managed.

I'm not sure what the rest of your reply means.

• I am an admin of space 1
• Space 1 shares a screen with space 2
• I am not an admin of space 2

Can I add a field to the work item layout in space 1? If so, will a new field be added to the screen, which is shared by space 2?

[Arkadiusz Wroblewski]

@Christian Lipski 

https://support.atlassian.com/jira-cloud-administration/docs/configure-issue-layout/ 

It helps to separate this into two layers: the visual layout and the underlying screen. The work item layout is space-specific and only controls field placement within that particular space. The underlying screen, however, is a global Jira configuration that is often shared across multiple spaces or work types.

Adding a field to a shared screen impacts every project using it, making it a global Jira admin action.

To avoid accidentally affecting other teams, always check the screen's usage first. If it is shared, is safer to create a separate screen or screen scheme specifically for your space before adding the field.

Best,

Arkadiusz 🤠

[Christian Lipski]

I'm aware of the way the layout and screen relate to each other.

You haven't directly answered my question, but you seem to be saying that yes, a user who is not an admin of the other space can add a field to that space's shared screen by doing so at the work item layout level.

If this is not what you mean, please let me know how I can be more clear in my question.

It's okay if you don't know.