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How do you communicate with unlicensed stakeholders in Jira software

Dan W_kamf5a

We have an ask from several team member to grant licenses to business team members that don't user Jira so they are able to get status updates on issues. There are several reasons I am against the idea of licensing somebody to get status updates.

What are you doing to communicate with unlicensed stakeholders on development issues?

Thanks for any ideas.

Dan

Accepted answers

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Dan Breyen

Hi @Dan W I'll reference this article where you can enable Anonymous access to Jira Cloud.

I don't do this in my project, but I wanted to share the article I found.

Hope that helps.

Dan W_kamf5a

Thanks Dan Breyen wasn't aware this was possible in Jira.

Matt Parks

Our organization uses the Custom Charts for Jira in Confluence plugin. It allows you to use a macro that behaves very similarly to the Jira Issue Filter macro, but looks a lot nicer. But the best feature is the 'impersonation' option, which allows you to view the information on the Confluence page as if you were a different user (i.e. one who has access to Jira).

If they try to drill into the issues, they get a message that they don't have permission to view the issues, but it allows our stakeholders who have Confluence access to see information that comes from Jira without consuming a Jira license.

I have no affiliation with Custom Charts, but I think both this plugin and the Custom Charts for Jira plugins are must-haves if you want to build out useful reports on a dashboard in Jira or in a Confluence page.

Dan W_kamf5a

Thanks Matt, we have "Reports and Timesheets" here already and it does something similar. We are trying that out with one team to see how well it works.

Trudy P Claspill

Another method is to use Automation Rules to send emails. There you can directly enter the recipient's email which can belong to an unlicensed user.

The practicality of that solution depends on the specific use cases and anticipated usage, as there are limits to the number of rule executions that are permitted per month.

Dan W_kamf5a

We are currently well under our usage allotment per month, but I would like to keep it that way. If not modeled correctly I could see this getting out of control fast.

Do you know if we could pull an email address from a multi user picker custom field that contained unlicensed users?

Trudy P Claspill

A user picker field is picking up user account records, even if they are unlicensed users, so it should be able to access the emailAddress attribute for the users.

Andrey - Guenov Labs

This comes up a lot, and the honest answer is that Jira doesn't have a good native path for it. Your options, roughly:

License them — works, but paying a seat so someone can glance at status twice a month is hard to justify, and they'll still land in a UI built for the team, not for them.
Automation rules → email — free and decent for event-driven pings, but rule executions are capped per month, and it's push-only; they can't check in when they want.
Confluence + a Jira macro/dashboard app — good if they already have Confluence. If they don't, you're buying a second product to solve a reporting problem.
Anonymous access — I'd avoid it. It's genuinely anonymous, so anyone who finds your Jira URL gets in.
Export a PDF/CSV weekly — what most teams end up doing, and it's stale the moment you send it.

The gap in all of those is that none produces a living, readable view for someone who isn't a Jira user.

Full disclosure — this is the problem I ended up building for; it's in review on the Marketplace now. ClientLens turns a project into a plain-language status page (status, short summary, what's done/in progress/coming up) that you share as a link; no Jira account for the reader. Happy to answer questions either way — and if licensing them is genuinely affordable, that's still the simplest route.

Trudy P Claspill

Hello @Andrey - Guenov Labs

Welcome to the Atlassian community.

If you are going to continue to participate in the community please take a moment to review the Community Guidelines.

https://community.atlassian.com/forums/custom/page/page-id/rules-of-engagement

Pay particular attention to the guidance in necroposting and the section about Partners.

Also review the Partner Rules of Engagement.

https://community.atlassian.com/forums/App-Central-articles/Atlassian-Partners-Rules-of-Engagement/ba-p/2899328

Andrey - Guenov Labs

Hi Trudy,

Thanks for the heads-up — appreciate you flagging it rather than just pulling the post. I went and read through both the Community Guidelines and the Partner Rules of Engagement after your comment.

Two things I want to get right: the thread I replied to was from March 2024, so I understand the necroposting concern — going forward I'll only include a disclosed mention of my product on threads that are actually recent, not archive threads. And I'll get my profile properly set up with the company affiliation and Partner lozenge per the "be transparent and authentic" section rather than just disclosing in the text of the post — that's a fair ask and I should have done it before posting, not after.

Let me know if there's anything else I should square away, and thanks again for pointing me at the right docs instead of just reporting it.

Andrey

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