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Work Item Security, esp with Guest Users

Tim Hoare-Ward

I thought I'd asked this the other day but then noticed I put it in the JSM group. Doh! I've had a couple of useful suggestions (Thanks!) but I'm still not having any luck so I'll ask it in the proper group this time...

I have a few Jira spaces and want to allow access to one of our vendors. They should be able to access only one of the spaces and see/interact with just those work items we explicitly give them access to. I thought I'd set it up correctly all the way through but when they log in they can't see any work items, just a blank board.

I've added them as a Guest licence and given them a special guest space role in the one space they should have access to. This bit works. They can only access that one space.

I've set up a Work Item Security Scheme with two Security Levels. One for my org's employees and another for Guest Vendors which I've assigned the guest space role to.

I've added the guest user to the permissions scheme and the space role has browse permissions.

If anybody can just confirm they've managed to use Work Item Security with Guest users in Jira Cloud that would be great, thanks. If you could give me some pointers on where I've could have gone wrong that would be even better.

Accepted answers

Tim Hoare-Ward

Thanks everyone for your suggestions. I can confirm that I've got it working and, yes, it works with Guest licences.

I just needed to give the guest user the "Guest - Collaborator" space role as well as the vendor specific one.

All comments

Gor Greyan

Hi @Tim Hoare-Ward

Welcome to the Atlassian Community!

Your overall setup sounds good. I’d focus on the security level configuration rather than the board itself.

Having Browse Spaces permission is only the first layer. If a work item has a security level set, the user must also be included in that specific security level; otherwise, Jira will hide the work item even though they can access the space.

Since you've added the Guest space role to your Guest Vendors security level, I would check the actual work items next. Confirm that they are really assigned the Guest Vendors security level. You can test this with this JQL.

project = ABC AND level = "Guest Vendors"

Also check whether the board filter itself returns those work items for the guest. A blank board can simply be the result of Jira filtering out work items the user isn't allowed to see.

Based on what you've described, I'd first verify the security level on one specific work item that the guest should be able to see. That should quickly tell you whether the problem is the security scheme or the board/filter configuration.

Regards,
Gor

Arkadiusz Wroblewski

Hello @Tim Hoare-Ward

Whats exactly your question ?

Best,

Arek🤠

Tim Hoare-Ward

Thanks for the response, @Arkadiusz Wroblewski .

Primarily I just wanted to confirm that Work Item Security actually works with Guest licences.

Then I was interested to hear if anyone who has experience of Work Item Security applied to Guest licensed users could point out anything I might have missed in the configuration.

Cheers.

Tim Hoare-Ward

Thanks @Gor Greyan Checked via JQL and all the appropriate work items have do the Guest Vendor security level.

Tim Hoare-Ward

Thanks everyone for your suggestions. I can confirm that I've got it working and, yes, it works with Guest licences.

I just needed to give the guest user the "Guest - Collaborator" space role as well as the vendor specific one.

Arkadiusz Wroblewski

@Tim Hoare-Ward

Yes, that part is pretty clear.

Guest app access alone is not enough. To actually see content inside a space, the user must also be assigned the Guest role for that space.

Guest app access controls access at the application level, while the Guest role controls what the user can view inside individual spaces.

Michael Yang - Shinetech Software

If you’d rather keep vendors off your Jira site and share selected work items into a partner portal with field-level control (pick which fields they see, no extra Jira seat), that’s what we built Collabound for: https://marketplace.atlassian.com/apps/376687883/collabound-for-jira-partner-collaboration?hosting=cloud&tab=overview

I’m on the Collabound team.

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