Limit user dropdowns to only users who have access to your site

[Cailin Che]

Hi Jira Gurus!

We have recently moved to an individual site on a Jira Enterprise instance. We have about 60 users, but there are over 2000 users on the enterprise instance.

Does anyone know if there's a way to limit our system user dropdowns (ex assignee, reporter) to only the users who have access to our site? We have a number of users with very common names and it is a) difficult to figure out which one is ours and b) annoying to have to sort through 50 people with the last name Smith to find our 2.

Thanks!

[Trudy Claspill]

Hello @Cailin Che 

In my experience working with Enterprise client where multiple sites exist under an Atlassian Cloud Organization, we found that by default every managed user was given access to all Sites as part of provisioning, and there was no way to change this.

Note that Site access is not the same as having access to the Products in you Site. Access to the Products is managed separately.

And, as I recall, some user picklist fields will list all users with Site access.

The Assignee field, though, should list only the users allocated to the Assignable Users permission. The Reporter field should limit the list to only the users with Create Issue permission.

Double check that these Permissions are set correctly for each project to limit who will be listed. Also double check that with your move to a multiple-site Organization your site is not being subjected to an Organization level setting that automatically grants product access to users within approved domains.

[Cailin Che]

I used the permission check to look at some of the people in our dropdowns that shouldn't be there and Jira confirms they do not have permissions to be assigned or create issue, yet they still show up. We are on company managed projects and permissions are set by user groups. I have confirmed that the user groups used only contain our team members. I have also spot checked some of the users who appear in the user admin area and they do not have access to our site.

Our enterprise admin is out indefinitely - any other suggestions of where I can look?

[Sascha H_]

Hi @Cailin Che ,

If it is feasible, I would first try to remove everyone from the 'Assignable' permission and see what gets offered in Assignee.

Then add one group back and see what is offered.

Depends on the size of your groups, if this makes sense.

Regards,

Sascha  

[Sascha H_]

I want to add: This sort of trouble shooting requires patience. It takes some time for the system to propagate changes in the permissions. Also make sure that you always refresh the page with the work item you test, in order to make sure that you aren't testing against stuff from your browsers cache!

[Mikael Sandberg]

If you are using a company-managed project you can limit the listed users by changing permission scheme so that Browse project and Assignable users are limited to a specific group or project role.

[Cailin Che]

We've already done this.