How can I see all Admins for all Spaces?

[andy.pawl]

I would like to know if there is a report - or if I can open a ticket with Atlassian that shows me all Space Admins throughout our Confluence instance?

[Rita Nygren]

Per space, under space settings/space details, you can see individuals & add-ins with admin rights. 

However, in order to get aggregate, I've been asking support to run a security report of all spaces with spacekey,group/individualID, and permissions, which I then pivot in excel to make something useful out of - if their are individuals, I need to download the users with their IDs and do a vlookup to get names.  If the groups are coming from Azure etc, you'd need to look up memberships separately.

I've done this so many times that the long part is waiting for support to run the report.  I'd really like to be able to pull this myself at need.  (My needs have been regarding merging several instances, so I'm doing same routine on different data - maybe one could set up a report with the API, but as I'm just retiring the instance after merging, it hasn't been worth the effort.)

[John Hooper]

Hi @andy.pawl and @Rita Nygren - I'm a PM for Confluence and would love to learn more about how you use this information.

Any additional context you can share with me either here or on a call would be much appreciated

[Rita Nygren]

You know the children's book "if you give a mouse a cookie"?  Picture that with end users who have admin controls but don't actually understand permissions.  They make inappropriate changes, and I have to regularly review and ask them if that's what they meant, help fix/repair, and at least annually prepare data for a UAR. 

And, as mergers happen, I'm also doing this to new acquisitions' confluence before merging to make sure we have appropriate security set up. 

Doing this one space at a time for an enterprise with >100 spaces is a non starter.  I need to be able to manage in aggregate.  (and hey, I have to do page restrictions too!)

[John Hooper]

Thanks @Rita Nygren !

So is an ideal outcome for you simply being able to view all of the space admins for all of your spaces? Or is there something else that would be preferred like if you could limit whether other users could grant space admin perms to?

Basically I'm wondering if you think this cycle is a necessary evil and visibility just makes it less tedious, or if there's a way to avoid this as a task for you entirely

[Rune Rasmussen]

@John We've been wishing and hoping for a feature akin to Jiras "Project Lead", but in Confluence.

If we could surface the people with Admin permissions on Spaces, we product admins could spend our time on other and better things.

[Rita Nygren]

I always want a report of all space permissions in aggregate - all groups and people who have access to each space and what their rights are - I pivot the results to make it readable, but they normally send me spacekey, group/individualID, permissionstyype (ie add page or archive).   I can then filter for whatever I need (often, what spaces are affected by changes to this group, or everyone who has Admin rights on all spaces.)

Ideal for me is to be able to generate this pivoted report at will.

[Stefan Draber]

Hi @John Hooper 

I also wanted to get a report showing admin permissions and tried to help myself via API - but without much success so far: https://community.atlassian.com/t5/Confluence-Cloud-Admins/Update-Confluence-page-via-API-does-not-work/qaq-p/2816402

What do I need these reports for? For us, it's two use cases:

1. list of all permissions in all spaces: it's simply a backup, to be able to restore any permission configuration of any space when needed. (Actually, we had an incident where two of our major SCIM-synced groups have been removed in Azure, thus also in Confluence. They have been used in lots of permissions configurations, but we weren't able to say where exactly.)
2. list of all admins of all spaces: we'd like to provide this overview to our users, so they can contact the space admins directly for any questions/requests regarding permissions, restrictions and so on. (The administrator overview in the Space Details of a Space is hard to find and even frustrating, as it shows all Application service users and all users from our product admin group, and none of them can support these requests.)

[Andreas Springer {Actonic}]

Hi @andy.pawl and @Rita Nygren

you might want to have a look at our free app "Space Permissions Overview" here: https://marketplace.atlassian.com/apps/1229314/space-permissions-overview?hosting=cloud&tab=overview.

Would this be useful to you?

[John Hooper]

Thanks all for the feedback!

@Rune Rasmussen - I'm glad to be able to let you know that we're actively working on the same concept as JSW's project lead for spaces in Confluence. Question for you here: how useful would it be to be able to make a group a space lead vs only an individual user?

@Stefan Draber - to confirm, in your first use case you're looking to have one large CSV where each space that every user or group has been given access would be shown? And also with their level of permission? So for example, if 1,000 users had been given access to 1,000 spaces, there'd be a 1,000,000 row CSV?

For your second use case, would the concept of 'lead' space admin per space be helpful for you here?

[Rune Rasmussen]

Oh hell yeah!
Will this Space Lead be visible on the overall Space Overview (/wiki/spaces), like the Project Lead is visible in the overview of Projects?
Will there be smart values we can use in Automation?

I ask because our process for access requests has two stage approval.
The users manager approves first, to signify that the user is cleared for work in Confluence and can have a license. Next up the Space Owner (our internal word for it) is put as approver to approve that this user is indeed cleared to work in their Space.
Having smart values available in automation will help us automate the approval process.

Being able to make groups (or even better, Teams) Space Lead would be very beneficial.

We have several Spaces where ownership is is shared by a Team, or for one division of our company more than 1.000 Spaces that er governed by a centralized governance team.

[Stefan Draber]

@John Hooper 

For my first use case, yes, this would be a possible solution I guess. I don't know if there are better ways than csv, but the requirement would be to see every permission given to every user or group per space.

Right now, we save it in a table which looks more or less like the permission overview in space settings, you can find an example screenshot here: https://community.atlassian.com/t5/Confluence-Cloud-Admins/Re-Re-Update-Confluence-page-via-API-does-not-work/qaq-p/2816619/comment-id/331#M331

For my second use case, the "lead space admin" would surely help a bit, as the users would be able to easily find a person to contact then. However, when the space lead decides to spread the administrative work (e.g. user/permission management) across multiple persons, but he/she is still the only contact shown to the users, then still all requests come to the space lead, which makes him/her kind of a bottleneck.

So, we'd still need some kind of a quick way to see all single users with admin permissions (except product admins) on a space, just to guide the users to the space admins.

Nevertheless I really like and support the idea of a space lead, because I think it will make people feel more responsible for a space and its content.