How to remove users in Jira Data Center when they have comments, filters, and dashboards?

[Namrata Bhomkar]

Hi All,

We are on Jira data center with a license limit of 500 users.
To reduce the active user count, we are trying to remove some old users who no longer need access.

When we try to delete them, Jira data center throws errors like:

• “association with issue comments (12)”

• “shared filters”

• “dashboards”

For filters and dashboards, Jira data center provides links so we can reassign or delete them.
But for issue comments, there is no clear option.

Some details:

• The projects these users were part of are already archived.

• We only want to reduce license usage, not necessarily wipe their history.

• Deleting is blocked because of the comments, but we don’t need these users to stay active anymore.

Questions:

1. Is there a way to handle users with comments (e.g., reassign comments, anonymize, or safely delete)?

2. Or should we just deactivate the users instead of deleting them, so they stop counting towards the 500-user license?

3. What’s the recommended best practice here?

Please support, Thanks in advance

[Christos Markoulatos]

Hi @Namrata Bhomkar 

Best Options for Removing Old Users in Jira Data Center

1. Deactivate the user (Recommended)

• Easiest and safest way to free up a license seat.
• Keeps all their comments, history, and audit trail intact.
• Steps: Remove them from groups that grant application access (e.g., jira-servicedesk-users), or use the Deactivate option in User Management.

2. Reassign or delete shared filters/dashboards

• Jira will give you links to reassign ownership or delete these before deactivation.
• Do this to avoid broken boards or reports.

3. Anonymize the user (for privacy/GDPR)

• Available in Jira DC 8.7+.
• Replaces their name with something like Former User but keeps comments and history.
• Use this if you need to remove personal identifiers but keep data.

4. Delete the user (Not practical in most cases)

• Only possible if they have no comments, filters, or dashboards.
• Jira blocks deletion if comments exist to preserve history.

Bottom line:
If your goal is just to reduce license usage, deactivate the user. It’s the standard best practice and doesn’t break historical data.

Hope this helps 😊

[Matteo Vecchiato]

Hi @Namrata Bhomkar ,

Welcome to Atlassian community and thank you for your question.

My recommendation is to just deactivate the users, keeping the historical data of such users could be useful and if you have any company compliance it is more appropriate.

Swapping from a user to a generic user in Data Center is not easy; there are some apps in the marketplace, but I never tried anyone.

I hope it helps

Regards