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Open to all users by default

Don Hames

This question is primarily about Rovo Studio. We want to encourage our users to experiment and learn about and how to build Agents. To do that, we have to give them access to Rovo Studio. The problem comes in when an Agent is created, the Users and collaborators User access option is set to Open to all users by default. No one I have asked can tell me how this can be changed modified. So EVERY Agent that is created appears in the Agent list, including the Agents that were never completed or do not work, etc. This makes the list of Agents very difficult to manage and manuver if you are trying to find a useful Agent to use.

The only way I know of to not show "experimental" or "learning how to build am Agent" is to set the Open to all users to off. Has any one else found this as open door to floor the Agent lists, and if so, how have you dealt with it?

If the Open to all users was by default off, users could experiment until their hearts content and then use an inhouse governance process to get approve to turn the option on. Not having the Agent lists in alphabetical order doesn't help either, but that is for another day. I appreciate you comments, suggestions, and input.

Accepted answers

Anwesha Pan

Hi @Don Hames

You are not alone, this is currently one of the most widely discussed enterprise governance challenges with Atlassian Rovo Studio.

By default, when any user creates a new custom agent, Rovo Studio sets the user access setting to "Open to all users". This means every half-finished draft, test prompt, or tutorial experiment immediately populates the global Rovo Agent directory across your entire Atlassian Cloud site.

Here are few practices enterprise teams are using:

Add a mandatory "Set User Access to OFF" step in your internal Rovo training + mandate [TEST] / [WIP] naming prefixes.
Shift the learning/sandbox phase to an Atlassian Cloud Sandbox instance so production remains reserved for vetted tools.
Vote for and watch the Atlassian feature requests for Org-level default privacy controls and team-scoped agent permissions.

Hope this helps.

Thanks,
Anwesha

All comments

Matthew Sinclair

Give it a few weeks to a month. (Teams26 may announce something soon)

Rovo Access controls are coming - hopefully this will help us deal with what you are dealing with.

That being "Agent Sprawl."

It's a problem Atlassian is very much aware of.

Until then - it is what it is.

My idea at this point is to give open access to a Sandbox - and restricted access in production to approve/grant deployment after we've reviewed - not sure if its feasible or not.

Also - you're not entirely correct on "All or nothing" access.

You can limit Studio access by Atlassian Groups. (IE: Approved access or something)

Or better yet - Lift and shift Agents to Production (Not sure if this is a thing or not).

Currently ours is only "Site-Admins" at the moment.

Assuming you are an App Admin (Talk to your Org Admin if you are not) → Go to Studio - Studio Settings via the Gear in top right corner next to your profile → Permissions → Agents.

You can specify which Group is allowed to access studio.

Keep in mind this won't deal with Agent sprawl but as I said tools are coming.

PS: I'm hopeful this group thing is not an "Enterprise" limited feature - that would really suck. 🤣

Anwesha Pan

Hi @Don Hames

You are not alone, this is currently one of the most widely discussed enterprise governance challenges with Atlassian Rovo Studio.

Here are few practices enterprise teams are using:

Add a mandatory "Set User Access to OFF" step in your internal Rovo training + mandate [TEST] / [WIP] naming prefixes.
Shift the learning/sandbox phase to an Atlassian Cloud Sandbox instance so production remains reserved for vetted tools.
Vote for and watch the Atlassian feature requests for Org-level default privacy controls and team-scoped agent permissions.

Hope this helps.

Thanks,
Anwesha

Don Hames

Matthew, thanks for the quick reply. I'm glad this is a universal issue, so maybe it will hold a higher priority with Atlassian. Yeah, I can limit Studio, but then nobody unless they are in the group can experient or learn to built an Agent. I am looking very much forward to the updated tools. Thanks.

Don Hames

Anwesha, I'm glad this issue is getting some attention. To me it would be as simple as setting the default for Open to all users to off. That would solve my immediate problem, until the users find out they can turn it back on themselves.

I like your idea of using the sandbox to learn and test, and then after they get approved through the governance, then move them to the production environment. That may make it more tolerable until the new tool controls come out from Atlassian. Let's see what Team'26 Amsterdam brings to the table.

Thanks,

Don

Anwesha Pan

I am so glad to know @Don Hames 🙏 Yeah rooting for the Team'26 Europe! 🤩

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