Jira-Google Workspace integration

[Tapobrata Guha]

We want to integrate JIRA and Google Workspace for our organization.

Our primary goals for this integration are to streamline user management (auto-provisioning and deactivation based on Google accounts) and optimize our licensing costs by utilizing guest accounts for external partners.

Could you please review the implementation plan given below. Specifically, I would appreciate your confirmation that the outlined steps—covering user synchronization and external user configuration—are correct and follow standard best practices.

Integration Approach

Step 1: Notify all Jira users

1. Notify all Jira users regarding the scheduled update. Inform them that they may experience access issues during the outage period.

Step 2: Export current Jira users and verify access

1. Take a full export of current Jira users, their assigned projects, and their specific roles to ensure a baseline for verification after synchronization.
2. Verify Administrator Access:
   1. Google Workspace: Super Administrator, User Management, Group Management.
   2. Jira: Organization Administrator, Site Administrator.
3. Create a dedicated Google Workspace group:
   1. In Google Admin Console, navigate to Directory > Groups > Create Group: jira-users@kloudgin.com.
   2. Add only the 86 designated internal Jira users to this group; exclude the remaining 178 users and external partners.

Step 3: Configure and run synchronization

• Configure Google Workspace Integration in Jira:

1. Navigate to admin.atlassian.com > Security > Identity Providers > Google Workspace > Connect.
2. Authenticate using the Google Workspace admin account and approve permissions.
3. Enable Google SSO under Security > Authentication.

• Configure User Provisioning:

1. 1. Select "Sync specific groups" and choose jira-users@kloudgin.com.
   2. Ensure account matching (Google Email = Jira Email) to prevent duplicates.
2. Run and Validate Sync:
   1. Start synchronization and verify that 86 users are synchronized while 178 are excluded.

Step 4: Add back external users and configure access

1. Verify Jira License and Guest Support: Confirm the 5:1 guest-user model is supported in Billing > Subscriptions.
2. Add the 30 external users as guests directly in Jira (do not add them to Google Workspace).
3. Restrict Guest Access: Assign users only to their required projects and block access to internal or other customer projects.

Step 5: Review internal user assignments

1. Review all project and role assignments for internal users. Ensure the synchronization did not inadvertently drop or reset permissions for internal organisation accounts.

Step 6: Backup and attach final documentation

1. Take a final backup export of project and role assignments.

Proposed Final Architecture

• Google Workspace (264 users)
  • jira-users@kloudgin.com (86 internal users)
    • Google SSO + Provisioning
      • Jira
        • 86 Internal Users
        • 30 External Guest Users
• 178 Google users → Excluded