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How can we effectively share specific tasks, bugs, and stories with our client on a shared board in

Alberto Misrachi

We have multiple boards for our long-term project involving different products and teams. Our goal is to consolidate items requiring input from the client into a single "client board." Is there a recommended best practice to achieve this? Ideally, we would like to keep the tasks in their original boards while also "marking" them for sharing on the client board. Additionally, if the client makes comments, uploads screenshots, or takes any other actions, we want these updates to reflect in both the original board and the client board.

Accepted answers

Trudy P Claspill

To summarize the information from my original response and your response (while we wait for support to get those responses back), the use case is:

<EDIT> My original answer and the author's response have been restored.

Issues are in multiple Projects.
There are Company Managed and Team Managed projects.
The "customers" will be granted Jira Software Product licenses
Customers should be able to see only the "marked" issues from these multiple projects.
It is desirable to show those "marked" issues in one board visible to the customers.
Changes that the customers make to the issues in that one board should be reflected in the original teams' boards.
It is desirable to limit what actions the customers can take on the issues.

The implementation would require the following (summarized).

Create a new Global Context custom field for "marking" the issues to be shared.
Add that Global Context custom field to each issues type in each project where there are issues that might be shared.
Add the customer user accounts to User Groups and Project Roles in a manner that supports giving them access to only the projects from which you will share issues.
Review and adjust the Permissions in all projects to ensure that customers have access to only the projects from which you will share issues.
Create a filter that will select issues based on the source projects and the setting of the new custom "Marking" field. Save the filter and share it with the user group / project roles to which the customers have been assigned.
Create a board based on the saved filter.
Implement Issue Security Scheme for the Company Managed projects to ensure the customers can't see issues that are not "marked". This also includes implementing an Automation Rule to set the Security Level assigned to each issue based on the value of the "Marking" field.
Implement Issue Restrictions in the Team Managed projects so that customers can't see issues that are not "marked". I'm not sure that this is actually possible because Issue Restrictions in TM projects are applied to issue types, not based on the value of a specified field.

All comments

Trudy P Claspill

Hello @Alberto Misrachi

You can create boards based on saved filters. With that option you can show the same issue in multiple boards, because an issue can be in the results of any number of filters.

Since it is the exact same issue showing in multiple boards, any update to the issue will be reflected in all boards.

Are you customers licensed users of your Jira Software product?

Do you want to allow those customers to see other issues in the project, or only the issues that you have "marked"?

Do you need to limit the actions your customers can take on these issues?

Are you working with issues in a Team Managed project or a Company Managed project?

Alberto Misrachi

Thanks @Trudy P Claspill

Are you customers licensed users of your Jira Software product?
They will be, we will assign a licence to them

Do you want to allow those customers to see other issues in the project or only the issues that you have "marked"?
Just the Marked issues.

Do you need to limit the actions your customers can take on these issues?
It would be great!

Are you working with issues in a Team Managed project or a Company Managed project?
Both, because issues come from different projects across our instance some are Team Managed and some Company managed,
The new client board still to be created, so it can be any of this, but I like Team Managed better.

Thanks

Trudy P Claspill

You originally said you had issues in a "project". I wrongly assumed you had issue in just one Jira Project. In your last reply you said the issues will come from different projects across the instance and some are Team Managed while others are Company Managed. That is going to complicate the solution.

If you want to see issues from multiple projects displayed together in a single Agile board (Scrum or Kanban) you must create a Filter to retrieve the issues you want, save the filter, and then create a board from that filter. When you create a board in this way it will function like the boards made with a Company Managed project. There is no way to create a board from a saved filter and have it function like the boards made with Team Managed projects.

Team Managed projects include the ability to create custom fields unique to that one project, but they can also make use of a Global Context Custom Field. I recommend that you create a Global Context Custom Field to use to "mark" the issues that you want to share with customers. Use that same field in each project that contains issues that you want to share with the customers. If you use that same field in all the projects, including the Team Managed projects, that will make your saved filter less complicated.

You will have to give the customers permissions in each of the projects that contain issues you want to share. Permissions management is different between Company Managed projects and Team Managed projects, so there is not one solution for both. In addition, if you don't want the customers to see issues in any other projects or even see that those other projects exist, you'll have to look at the permissions on all the other projects and potentially modify those and/or modify the groups to which you assign the customer users, to prevent them from seeing those other projects.

Within the projects that do have issue you want to share, if you want to block customers' visibility to issues that aren't marked for sharing then you will have to implement Issue Security. The implementation of this is different between Company Managed projects and Team Managed projects.

CO managed: https://support.atlassian.com/jira-cloud-administration/docs/configure-issue-security-schemes/

TM managed: https://support.atlassian.com/jira-software-cloud/docs/set-up-issue-types-in-team-managed-projects/#Setupissuetypesinnextgenprojects-restrictIssueTypesRestrictaccesstoanissuetypeinyourteam-managedsoftwareproject

So, the total implementation of the solution is going to take multiple steps to

correctly set up the users in groups,
grant them permissions to projects,
block their access to other projects,
create a custom field that can be used for "marking" issues
implement that field in multiple projects
implement issue security in multiple projects to block visibility of unmarked issues.
create a filter to retrieve the issues that have been "marked"
create a board from that filter,
share the filter and board with the customers.

At this point I'm not even sure if the setup for Issue Security in Team Managed projects can support what you want to do (set visibility based on the "marking" of issues).

Alberto Misrachi

@Trudy P Claspill I do not see your previous answer.

I wanted to add that what if I create one board for just the Team Managed and another for the Company Managed? would that make it easier?

Trudy P Claspill

I will have to contact support about my answers having disappeared.

Why would you think creating two boards would make things easier? I ask so that I can address any misconceptions you might have.

The creation of the board is not the difficult part of the solution.

Alberto Misrachi

@Trudy P Claspill

I imagine it could make it easier because we split TM from CM projects.

Trudy P Claspill

Unfortunately, no, making a board that pulls in only issues from TM projects and another board that pulls in issues only from CM projects doesn't address any of the real challenges of this scenario.

Trudy P Claspill

To summarize the information from my original response and your response (while we wait for support to get those responses back), the use case is:

<EDIT> My original answer and the author's response have been restored.

Issues are in multiple Projects.
There are Company Managed and Team Managed projects.
The "customers" will be granted Jira Software Product licenses
Customers should be able to see only the "marked" issues from these multiple projects.
It is desirable to show those "marked" issues in one board visible to the customers.
Changes that the customers make to the issues in that one board should be reflected in the original teams' boards.
It is desirable to limit what actions the customers can take on the issues.

The implementation would require the following (summarized).

Create a new Global Context custom field for "marking" the issues to be shared.
Add that Global Context custom field to each issues type in each project where there are issues that might be shared.
Add the customer user accounts to User Groups and Project Roles in a manner that supports giving them access to only the projects from which you will share issues.
Review and adjust the Permissions in all projects to ensure that customers have access to only the projects from which you will share issues.
Create a filter that will select issues based on the source projects and the setting of the new custom "Marking" field. Save the filter and share it with the user group / project roles to which the customers have been assigned.
Create a board based on the saved filter.
Implement Issue Security Scheme for the Company Managed projects to ensure the customers can't see issues that are not "marked". This also includes implementing an Automation Rule to set the Security Level assigned to each issue based on the value of the "Marking" field.
Implement Issue Restrictions in the Team Managed projects so that customers can't see issues that are not "marked". I'm not sure that this is actually possible because Issue Restrictions in TM projects are applied to issue types, not based on the value of a specified field.

Alberto Misrachi

@Trudy P Claspill

Will creating an issue type specifically for customers and using a board to display those issues be a viable alternative?

1. Create an "Issue Type" called "Customer":
2. Change the issue types to "Customer" for the tasks that should be visible to the customer:
3. Create a board to display only the "Customer" issue type:

By following these steps, you can create a separate board that displays only the issues of the "Customer" issue type across all projects.

Will this approach provide visibility to customers without needing to modify the permissions, implement issue security schemes, or customize field-level security settings?

Trudy P Claspill

Hello @Alberto Misrachi

No, that does not alleviate the need to modify permissions and implement issue security/restrictions.

You will have to give the customers access at a minimum to see the contents of the projects that contain the issues. Without issue security, they will be able to see all the content of the projects.

The one board may show only the Customer issues, but the customer users could access the projects directly and through Issue Search and see the full content of the projects. You would need to implement Issue Security/Restrictions to prevent the customers from seeing the other types of issues in the projects.

You will still need to consider adjusting the Permissions for all the projects to which you do not what the customers to have access. Depending on how the Permissions are set on those other projects, the customer users may also have access to them. For instance, if the Browse Projects permission is allocated to "Any logged-in user", the customer users would have access to any project with that Permission setting.

If you want to restrict what the customers user can do with the issues that they can see, again you may have to adjust the Permissions for each project.

Alberto Misrachi

I will implement it and let you guys how it goes, I think I want to create a test user to make sure the "client" gets what we want, no more no less.
I still need to better understand Jira permissions schemes

But first I need to find out this: I"'m not sure that this is actually possible because Issue Restrictions in TM projects are applied to issue types, not based on the value of a specified field."

Or else there is no use on trying this solution

Alberto Misrachi

@Trudy P Claspill
I see that there is also a couple of third party tools that do this out of the box.
Out of all this tools, this seems to be the one used more
https://marketplace.atlassian.com/apps/1220441/external-share-for-jira?tab=support&hosting=cloud
Do you think this will do the trick?

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