Manage product outside of your organization

[Rob Peters]

Hi Community,

I am relatively new in the admin role in Jira/Atlassian. Since recently i get mail notification that people in my organization are create products outside of our organization. 

I found in Portfolio Insights (in Admin setting) about these products, see screenshots. 

How are they created? How do i prevent that people in my organization create these? I want to prevent that we are adding unwanted licenses on our account. 

Thanks.

[Jeroen Poismans · Accepted solution]

Hi,

This is possible from the Admin console > Apps > Shadow IT > Shadow IT controls. However this is only on certain plans that you can actually control what users can do in regards to creating new apps:

https://support.atlassian.com/organization-administration/docs/update-product-request-settings/

Teamwork Collection Enterprise (excludes Loom), Jira Enterprise, Jira Service Management Enterprise, Confluence Enteprise, Trello (if you have an Enterprise plan), and Bitbucket Premium

On Premium you can see the Shadow IT apps overview, so you can contact the users who created them, but you can't block this without one of the plans mentioned.

Jeroen

[Alex Ortiz · Accepted solution]

Welcome to Atlassian's Shadow IT.  It's how they make more money!

Jokes aside, you can ONLY prevent this if your are an Enterprise customer.  That is you need to have Jira, Confluence, and JSM on enterprise, otherwise, you will not be able to prevent this from happening.

Why is this happening?

Your organization has claimed your company's domain and it's now "communicating" with Atlassian.  This is good, especially if you have Atlassian Guard as a claimed domain is a requirement.

The bad news, because of the claimed domain, anyone with your company's email domain, can go to atlassian.com and purchase any Atlassian product (Trello, Bitbucket, Loom) in addition to Jira, Confluence and JSM.  When they do this, you. get the discovered product notification.

The good news, as an Org admin, you can make yourself an admin of that discovered product and shut it down.  It takes up to 90 days before it's "officially" gone and you will most likely upset the person whose Jira is now removed.

The even better news is that you personally don't get billed for the users that access those "rogue" products.

However, if you do have Guard, you'll be billed the 4/5 dollar a month fee that Atlassian charges your organization for the privilege of being able to use the email domain.

Sucks right?

Best thing you can do is email all your users and tell them not to do this.