Showing results for 
Search instead for 
Did you mean: 
Sign up Log in

Earn badges and make progress

You're on your way to the next level! Join the Kudos program to earn points and save your progress.

Deleted user Avatar
Deleted user

Level 1: Seed

25 / 150 points

Next: Root


1 badge earned


Participate in fun challenges

Challenges come and go, but your rewards stay with you. Do more to earn more!


Gift kudos to your peers

What goes around comes around! Share the love by gifting kudos to your peers.


Rise up in the ranks

Keep earning points to reach the top of the leaderboard. It resets every quarter so you always have a chance!


How can I track a hardware project concurrently with a software project in Portfolio?

We have been using Portfolio to track a software and related firmware project.  I would like to add the hardware tasks so they can be tracked concurrently.  However, not all team members use JIRA (or have a real need to) and some tasks are assigned to outside resources (contract manufacturers, metal fabricators, etc.)

From what I have read, there is no way to assign tasks to "phantom" members - it is my understanding that tasks can only be assigned to those with JIRA accounts.

Does anyone have any suggestions?

1 answer

1 vote
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
Sep 13, 2019

Hi @Al Flint

You're correct that you can't assign an issue to a user who doesn't have an account. I can think of two options.

External Assignee Field:

  • Create a custom field - such as select list or custom label - to house the users who do not have user accounts
  • Add this to your screen and populate the users in there
  • You could also add one "phantom" user called External Assignee or Phantom User - which you know refers to that field when viewing those issues.

Non-Access Users:

You can create users which don't have access to Jira - but are still assignable. This doesn't count towards your licences as long as they're not in a group with application access. To do this:

  • Go to Settings > User Management > Groups
  • Create a new group - External Users. Don't give this group application access to Jira
  • Create user accounts for your external users. As they won't be accessing Jira through them - you don't even have to use their emails!
  • Ensure the only group they're added to is the "External Users" group - so any default group added is removed.
  • Next, go to Settings > Issues > Permission Schemes
  • Locate the permission scheme(s) relevant to your project and click into them
  • In the top-right, select Grant Permission
  • Select the permission "Assignable User" and choose to provide it to the "External Users" group and press Grant

^ This should provide access to assign the user without them having access to login to Jira nor using a licence. 

If preferred, to avoid giving them access you can change the default group applied to new users to one without application access - so to make the default "External Users"

  • Go to Settings > Applications > Application Access
  • In the top-right is a button - Set default for new users
  • Within here you can set what access new users have by default - including removing access as a default


Suggest an answer

Log in or Sign up to answer
AUG Leaders

Atlassian Community Events