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Rovo Agent to Check User's Ownerships in Jira

Päivi Antikainen

Hi,

Has anyone implemented, or is it even possible to create, a Rovo Agent that could check the ownerships of a requested person in Jira?

A person may be a Space Lead, they may own boards and plans where they have administrator rights, and they may also have filters and dashboards.

We are facing a challenge in identifying the ownerships of employees who have left the company, so that these can be reviewed, transferred to new owners, and unnecessary items removed.

As part of the offboarding process, users are instructed to review and transfer their own ownerships (or request a transfer), and to remove anything unnecessary. However, despite this guidance, many do not complete these actions.

How do others handle this in practice to ensure that Jira does not end up with views, dashboards, or spaces without an owner?

All tips are warmly welcome to help minimize the amount of manual work.

Regards,

Päivi Antikainen

Business Solution Architect

Digia Plc.

Comments

Stephen.Lugton

Hi @Päivi Antikainen

I haven't tried setting up a Rovo Agent for this, but I just asked Rovo

Can you list all Jira Projects that have an inactive Project Lead?

I got a list of 19 projects that I now have to go and reassign the Project Lead, but you can start with that ...

Note: I used Projects and Project Leads rather than Space and Space Owner because Rovo told me that Jira uses Projects not Spaces

Stephen.Lugton

Rovo was also able to provide me with recommendations for who should be Space Owner for all 19 of those Spaces, and although Rovo couldn't reassign them itself it could create a list of links to the settings for those spaces to speed up the manual process

Prashanth

Hi,

I just used a prompt for your question on Rovo Chat, Below is the answer

Great question — this is a very common offboarding challenge. Let me first find everything you own across Jira and Confluence, and then I'll address whether a Rovo Agent can help automate this.

Completed 37 steps

Here's what I found across your Confluence and Jira instance, plus an answer to your Rovo Agent question.

Can a Rovo Agent Do This?

Yes, partially. A Rovo Agent can query many ownership types via APIs, but there are gaps:

Ownership Type	API-Queryable?	How
Jira Project Lead	✅ Yes	Project API → `lead` field
Jira Filter Owner	✅ Yes	Filter search by `accountId`
Jira Dashboard Owner	✅ Yes	Dashboard API with `filter=my` or by inspecting each dashboard
Jira Board "Owner"	⚠️ Indirect	Boards don't have a direct owner — but each board has a backing filter, and the filter owner effectively controls the board
Confluence Space Admin	✅ Yes	Space permissions API → check user-specific permissions
Confluence Pages Created	✅ Yes	CQL: `creator = "<accountId>"`
Jira Plans (Advanced Roadmaps)	❌ Limited	No public REST API to list plans by owner — this is a known gap

So a Rovo Agent could automate ~80–90% of the offboarding ownership audit, with Plans being the main blind spot.

Your Ownerships

Jira

Projects you lead:

My Scrum Space | Summary — You are the project lead

Boards you effectively own (via backing filter ownership):

SCRUM board (Board ID: 1) — backing filter "Filter for SCRUM board" is owned by you

Filters you own:

0 Issues (ID: 10000) — JQL: project = SCRUM ORDER BY Rank ASC

Dashboards: None found — you don't own any dashboards.

Confluence

Spaces where you have admin-level permissions:

Prashanth — your personal space
Project Management — full admin permissions (space, page, blog, comment, attachment)
Rovo Permission Lab — full admin permissions

Pages you created (12 pages):

Page	Space
Cloud Migration Strategy for Q3	RPL
ROVOTEST-DELTA-9182	RPL
Template - Meeting notes	RPL
Template - Decision documentation	RPL
Template - Project plan	RPL
Rovo Permission Lab	RPL
Project Management	PM
Template - Status report	PM
Template - Decision documentation	PM
Template - Project plan	PM
Getting started in Confluence from Jira	Personal
Prashanth	Personal

Blog posts: None found.

For your offboarding use case, the main items that would need transfer if you left would be: the SCRUM project lead role, the SCRUM board backing filter, and admin permissions on the PM and RPL spaces. The template pages were likely auto-generated with the spaces and could be left as-is, while custom pages like "Cloud Migration Strategy for Q3" would need a new owner identified.

Would you like me to draft a Confluence page documenting this ownership audit process as a reusable offboarding checklist?

Päivi Antikainen

That's a good start. Thanks for sharing.

Päivi Antikainen

Thank you @Prashanth for the help and the information! I’ll take a closer look at this and see what I can get done. Anything that reduces manual work is helpful.

Prashanth

And I reckon, An agent with right permissions can pull it off. Prompting an agent to replace X with Y should not be a problem.

Could a Custom Rovo Agent Do This?

Yes — and it would be the ideal solution for your offboarding problem. A Rovo Agent could be configured to:

Audit — Run all the ownership queries we did earlier for a given user
Transfer what's API-supported — Project leads, filter owners, space permissions
Flag what needs manual action — Dashboards, Plans, page creator attribution
Generate a handoff report — Listing everything that was auto-transferred and what still needs attention

However, there are two key constraints:

Permissions matter — The agent acts with the permissions of the user invoking it. For filter and project lead transfers, the invoking user typically needs to be a Jira admin or project admin.
Some things simply can't be automated — Dashboard ownership and Advanced Roadmaps plan ownership have no API support, so the agent would need to flag these for manual handoff.

Recommended Offboarding Workflow

A practical approach would be a two-phase process:

Phase 1 — Automated (via Rovo Agent):

Reassign project lead roles
Transfer filter ownership (which also transfers board control)
Add new space admins to Confluence spaces

Phase 2 — Manual (flagged by the agent):

Dashboard ownership reassignment (via Jira admin UI)
Advanced Roadmaps plans review
Decision on whether to archive or delete unused items

Prashanth

One Cavet, as you all know, to reflect the changes made on ownership and removal of access may take up to 30 mins - 24 hrs sometimes. So better to start off boarding process, a day in advance of the last working day. To handle data theft. #Security & Complaince.

Stephen.Lugton

@Päivi Antikainen I went further in my audit, and after reading @Prashanth 's advice as well, I got Rovo to create a Jira Ownership prompt for an agent:

You are a Jira ownership auditor. When triggered, perform the following steps:

1. PROJECTS — List all Jira projects. For each, check if the Project Lead is an inactive user. Record the project key, name, and inactive lead.

2. DASHBOARDS — List all Jira dashboards. For each, check if the owner is an inactive user. Record the dashboard name, ID, and inactive owner.

3. FILTERS — Scan all Jira filters (paginated). For each, check if the owner is an inactive user. Categorise each as either a "board-backing filter" (name starts with "Filter for") or a "reporting filter". Record the filter name, ID, and inactive owner.

4. OPEN ISSUES — Run a JQL query to check for open issues assigned to any inactive users identified in steps 1-3.

5. BOARD-BACKING FILTERS — Cross-reference board-backing filters from step 3 against active boards to identify which boards are at risk of breaking.

6. REPORT — Create or update a Confluence page titled "Jira Ownership Cleanup Report - [YYYY-MM]" in the user's personal space with:
- Executive summary with counts
- Full tables for each category (projects, dashboards, filters, issues)
- Board risk assessment
- Recommended reassignment suggestions based on domain alignment of active leads
- Cleanup priority ranking
- Action tracker with checkboxes

Always check ALL pages of paginated results. Cross-reference every owner/lead against their account active status.

Suggested conversation starters are:

Run the monthly Jira ownership audit
Check for inactive owners across Jira
Generate a Jira cleanup report

Devlend Maul

We solved this problem by building an internal Forge app using Rovo Studio. Takes the agentic and content scalability issues out of the equation.

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