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A jira instance for working with multiple external organizations

saltypotato

Hello,

Currently, we're working with 4 different software companies that each have their own separate Jira instance.

But as their client we lack overview in all the tickets that are on the backlog, and that are being worked on.

So we're looking into purchasing a Jira instance for ourselves, and create a separate project for each software company, and give them access to it.

This way we have a better overview in the whole backlog, and it makes collaboration a lot easier (we think).

However, we also want to make use of automations, like linking their github/gitlab accounts to each project in our instance.

Is this something that's possible with Jira?

And is this idea even feasible, is there something easier & more straightforward?

Appreciate any help, thanks!

Accepted answers

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Shiva Kumar Hiremath

Hello @ saltypotato,

Yes, your idea is feasible and can be implemented with Jira. Here’s how you can achieve it:

Set up a Jira instance and create separate projects for each software company. This will help you manage and track their work individually while maintaining an overall view.

Syncing data between two Jira instances can be achieved using several methods, depending on your specific needs and the tools available. Tools like Exalate and Backbone Issue Sync are popular for syncing data between Jira instances.

may I know whether you are using Jira cloud or data center.

saltypotato

We're planning to use Jira Cloud. Some of our suppliers have Jira Cloud and some have Jira Data Center.

Are our software suppliers still able to connect their own Gitlab/Github instances for PR automation, etc.?

And when using a tool like Exalate, do we need to buy an Exalate subscription for each instance?

Mathieu Lepoutre _Exalate_

Dear @saltypotato

I work for Exalate.

Managing multiple Jira instances can be challenging. Your idea of consolidating into a single Jira instance is solid, but keeping everything in sync across different companies’ Jira systems might still be tricky.

You could explore a tool like Exalate, which allows seamless bi-directional synchronization between separate Jira instances. It would let you maintain visibility over all backlogs while enabling each software company to work in their own Jira environment. This might be a more straightforward and scalable approach.

Thank you.

Kind regards,
Mathieu Lepoutre

saltypotato

Hi Mathieu,

Thanks for the response. We've already looked into Exalate, but the pricing is outside our budget.

So we'll probably be going with the single Jira instance, and giving each software company their own project.

Paul Marinas - Ticketize_it

Disclosure: I'm the founder of Ticketize.it, a Jira-to-Jira sync tool, so I'm biased; weigh accordingly.

Late to this, but the thread still ranks for the question and your two follow-ups never got answered, so for anyone arriving from search:

Your conclusion was probably the right one. One instance, a project per software company, permissions doing the isolation, is genuinely the better architecture when the vendors are willing to work in your site. Less machinery, one index, boards and JQL that just work. Don't let anyone talk you out of that in order to sell you something.

On the GitLab/GitHub question: yes, that still works. Each supplier connects their own GitLab/GitHub to whichever Jira they actually work in, and that link is configured per site. It is not affected by how many Jira instances exist or whether anything is synced between them. If the suppliers work in your instance, they connect their repos to your instance, and the development panel shows their branches and pull requests on your issues.

On why the pricing surprised you, which is the part nobody answered: most sync tools bill per connection. Exalate's entry plan is roughly $85-100/mo per integration, capped at 25 active items in sync. Four suppliers means four integrations, so $340-400/mo before you have synced a hundred tickets. So to answer directly: yes, you would be paying per instance pair, not once. That is not you being cheap, it is a pricing model that charges for fan-out, and yours is a fan-out shape.

One more trap worth knowing about Marketplace apps in general: Atlassian bills them on your site's total user count. A 500-seat org syncing 20 tickets with a single vendor pays for 500 seats. That kills more of these projects than the sticker price does.

If syncing ever does become unavoidable, because a supplier will not work in your site or a contract requires the data to stay separate, the realistic options are Exalate (scriptable, handles Data Center, priced per integration), Backbone Work Sync (per user), Getint, and mine, Ticketize.it, which is $0-29/mo flat no matter how many supplier Jiras you connect, with no item cap: https://marketplace.atlassian.com/apps/109949502/ticketize-it

The caveat that matters for your case: you mentioned your suppliers are a mix of Cloud and Data Center. Mine is Jira Cloud only, so it would cover the Cloud subset and nothing else. For the Data Center suppliers you would still need Exalate or a script. Better to say that plainly than have you discover it after a trial.

Matthias Gaiser _K15t_

Hey @Paul Marinas - Ticketize_it,

welcome to the Atlassian Community - and congrats on publishing your first app in the marketplace.

I'm part of the team behind Backbone Work Sync, that's why this thread has been on my radar.

Since this seems to be one of your first posts in the community, I'd like to ask you to check out the Partner guidelines for tips on how to update your profile to get the Partner badge as well as the rules of engagement for promoting apps on Community. https://community.atlassian.com/forums/App-Central-articles/Atlassian-Partners-Rules-of-Engagement/ba-p/2899328.
It's e.g. asking for no necroposting (posting on threads that are six months old or more).

All the best,
Matthias

Paul Marinas - Ticketize_it

Thanks Matthias genuinely useful, and noted. I'd read the Marketplace-links-only rule but missed the six-month necroposting line. That's on me; I'll stick to recent threads from here, and I'll get the Partner lozenge sorted.
Appreciate you flagging it directly rather than just reporting it.

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