What are the recommended techniques for switching a user from one Jira project role to another?

Muddu

Greetings Experts!

I have a requirement from my client using Jira where they need to move their users from the current "Meccano" role to a new "Lego" role for a specific project. The reason for this change is that during an assessment of the permission scheme, it was identified that the "Meccano" role had more permissions than necessary and the name of the role does not meet the client's standards.

Can you please advise on the best practices for the following:

i) What are the necessary steps to create a new role "Lego" with the appropriate permissions while retaining the same workflow as the "Meccano" role?

ii) What are the ways to test the new role before executing the role switch?

iii) What are the steps to follow to execute the role switch?

Trudy P Claspill

Hello @Muddu 

Are you working with a Team Managed project or a Company Managed project? That information will show at the bottom of the navigation panel on the left when you are viewing the project.

Are you working with a Software project, Service Project, or Work Management project?

i).a: Workflows apply to issue types, not roles. However if there are Conditions or Validators defined in the issues workflows which make use of Project Roles, the workflows will need to be update to include the new Role where the old Role was used.

i).b: The process for creating a Project role is defined here for a Company Managed project and here for a Team Managed project.

i).c: To allocate the appropriate permissions to the new role for a Team Managed project, permission allocation is completed when you define the Role. For a Company Managed project you may need to update the Permission Scheme assigned to the project, if Permissions are granted to Project Roles in the scheme. As I mentioned in i).a you may also need to update the Workflows in the Workflow Scheme associated with the project. And given that Notifications may also be assigned to Project Roles, you may also need to update the Notification Scheme. You will also want to examine an Automation Rules that are being run against the project to see if they make use of Project Roles, and determine if those need to be updated with the new role.

 

ii) To fully test this you should implement the changes in a replica test environment where you can then freely create new issues, transition the issues, execute events that would send notifications and trigger Automation Rules - test anything that may have been impacted by the changes. If you can't create a replica test environment, then I would recommend you set up a separate/new Project that uses copies of all the schemes used by the original project. Make changes to the copied schemes and execute activities in that separate project to test the changes. 

 

iii) When your testing is complete, implement the changes in the production project/instance. I recommend you do this during a low usage time for that project to minimize disruptions.