Space Permissions Debacle

[Jamie Stanczyk]

To understand the issue that we are running into, here is a bit of background on our Jira structure: Each space that we have in our Jira instance is broken up by team. With that structure, each team has their own space to handle all of the products that they work on, and they don't see everyone else's work, hence why we have set permissions per space.

However, now we have examples popping up where a team member from Team A is going to be working on products for Team B. Here are the main issues that we are seeing:

• Individual from Team A cannot see items in Team B backlog. 
• If we add Individual from Team A into Team B, then that individual can see the entire backlog (items that they don't need to see) AND that individual's manager cannot see their capacity and items that they are working on.
• If we keep Individual in Team A and add their items into the Team A space, then the team lead for Team B cannot see that individual's progress in the Team A.
  • I understand that we can create Plans to show what all teams are doing, but that's a whole other can of worms, because with the Plans you can only see what you have access to - which makes sense because of Permissions.

Any suggestions and feedback would be greatly appreciated.

[Gabriela]

Hi @Jamie Stanczyk, the reason adding someone to Team B exposes the whole backlog is that Browse Projects is all-or-nothing — right now it's your only visibility lever. In a company-managed project you can go per-issue with an Issue Security Scheme: build one level containing Project Role (Team B) plus Current Assignee and make it the default. Team B members stay in the role so they still see everything, while your cross-team person only sees items actually assigned to them. Are these company- or team-managed projects, though? Issue security isn't available in team-managed, which changes the approach. Limit a user to only their assigned items

[Tomislav Tobijas]

Hi @Jamie Stanczyk ,

Regarding permissions - as Gabriela said, have you considered introducing work item security levels? This would allow restricting the visibility of individual items within a space. 🤔

Moving to capacities - are you strictly using Jira Plans for capacity planning, or do you have any other tool (e.g., Marketplace app)? I'm asking as the native feature is relatively limited, and that's why users tend to lean toward other/third-party solutions.

As for sharing the items, maybe you could try creating shared filters and cross-space boards?

I would need to play around with Plans, as we mainly rely on other tools such as Tempo and/or BigPicture for capacity and resource planning 👀
These tools do support things like configuring allocation of users per team, which would then resolve the trouble you're having. 

Cheers,
Tobi