Providing access to users

[Stacy Becker]

When a request for access comes in for a new user, I used to be able to set the user access when approving. That option seems to be gone now and every user I approve is automatically being put in the wrong group. I then have to remember to go find that user, and manually remove the wrong group / add the right group. Why was this changed? And is there a way to change the default group for JIRA when users are approved? 

[Darryl Lee · Accepted solution]

Thanks for the tag @Liz Tanner !

I'm not 100% sure @Stacy Becker is running into the new "Request access when you can't view a work item" feature because I think that only applies if somebody is already a Jira user in the system and don't have access to a specific project. (This is a bad feature.)

What Stacy is describing is a feature of Access Requests, where person who doesn't yet have Jira access clicks on the "Join team" button:

This then sends the Org (and maybe Site?) admins an email saying somebody has requested access to Jira, and when you click through, you see this:

The problem is, even if you check [ ] Configure this user's access in the next step, clicking on that blue button will add the user to the Default Group.

This behavior may have changed, which is probably why you're annoyed at having to take an extra step. Atlassian notoriously does not include many screenshots in their documentation, so I don't know for sure.

So to answer your question @Stacy Becker you CAN change the Default. This is discussed here: Understand default groups 

If you're on centralized user management, it will look like this:

If you're on original user management (like us, ugh), it looks like this:

Basically that note is important. When you Invite users to your site, if you add them to an App as a User, they will automatically be added to the group.

However from the invite UI, you have the option to NOT add them to the app by unchecking them, and instead just add them to groups. Here's what that looks like, original on left, centralized on right:

Unfortunately the UI for approving Access Requests, probably because they're coming from a specific app, doesn't give you that option.

And so clicking blue button adds them to the app, which adds them to the default group.

Hope this helps!!

[Stacy Becker]

@Darryl Lee you are correct that this is the specific issue I was struggling with. I'm typically not the person at my org inviting users but I am the one to approve them. So I can't control what is being selected on the invite URL. Until recently, I could choose an option to adjust their permissions as part of the approval process but that is now gone and I can only approve or not approve. 

Thank you for the details about how to update the default group as I wasn't able to find the correct information / instructions for this before. That's the solution I'll have to live with now since I can't risk giving too much access to users. 

Thank you for the response!

[Liz Tanner]

Hi Stacy, and welcome to the Atlassian Community Forum! 

I do not have a solution for you, but I do have a lot of solidarity to connect you with. In the Community Forum thread linked here, the Community sleuthed out this was a quietly rolled out change that I even had to dig to get details after having the Support link. 

@Darryl Lee is the unofficial-official Atlassian historian and no b.s.; @Tomislav Tobijas is an Atlassian Community machine. I'd keep an eye on the thread they have going with this very issue by clicking the "Watch" icon on their thread, and seeing how this develops. I loathe UI changes like this b/c I am big on a11y. It's digitally rearranging the furniture on blind and hard-of-seeing folks. Ugh, good luck out here y'all!

[Stacy Becker]

Thanks @Liz Tanner! Appreciate the solidarity and the link to the other thread.