We manage 800+ Jira projects, and reviewing project access manually is becoming harder to keep up with.
I’d be interested to hear how other Jira admins are handling this:
Do you run regular access reviews for your Jira projects?
How do you identify users who no longer need access?
How do you revoke access when it comes through groups, project roles, or permission schemes?
Is your process mostly manual, automated, or a mix of both?
Would be useful to hear what’s actually working for you at scale.
Hi @Utkarsh Chandel ,
We're far from that number (way less than 800), and we're doing yearly reviews due to regulatory requirements.
Initially, we built a script that runs through all Jira spaces, reviews access, and creates a table in a defined format.
In the latest run, I believe we've used AI/Rovo to help us out. I haven't worked on that specific task, but I think folks tried it and that it worked relatively well. 👀
Revoking was mainly done at a space administration level, as we tried to standardize everything through one or 2 permission schemes (everything runs on company-managed spaces), but it's mainly up to space administrators to monitor that.
The process is a mixture of both - manual and automated parts, but I hope that, in the future, we'll be able to mainly rely on automation/AI to do this for us. 🤞
Cheers,
Tobi
Thank you so much for your reply.
If you don’t mind, could you share a bit more detail about the script, as well as how you used AI and Rovo?
Looking forward to your answer.
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Tomislav's answer is the honest one. At 800+ projects almost everyone lands on scripts plus a manual pass. The part that made it painful for me was a gap the script itself creates: it can tell you a user has Browse on a project, but not why. Was it one of their twelve group memberships? A project role? A permission scheme grant? Without the "why", revocation turns into guesswork: you pull someone from a group, and they still have access by another path.
Two things that made the review tractable at that scale:
Invert the question. Instead of walking 800 projects, walk the groups. A handful of over-permissioned groups usually explains most of the excess access, and fixing one group grant is worth auditing fifty projects.
Record the grant path, not just the outcome. Your review artifact wants to read "user X to Browse on PROJ, via group jira-software-users, via the Developers role", so the revocation step is one unambiguous action instead of trial and error.
Disclosure: I work at Katabarwa Labs, and we packaged exactly this as a Forge app, Access Governance Reporter. Per user it lists every project they can reach, the permission level, and the specific group or role granting it. There is a group-usage view across all projects for the inversion pass above, and CSV export so the results drop straight into your access-review tickets. It runs entirely on Forge inside your own tenant with read-only scopes and no data egress, which tends to matter when the output is a compliance artifact.
One honest limit for your case: company-managed Jira Cloud projects only. Team-managed projects aren't in scope yet.
If the shape doesn't match how your reviews actually run, say what would. That feedback is more useful to us than an install.
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