separating high risk areas from validated areas in Atlassian (Confluence and Jira)

[Matthew East]

Our compliance team has built a validated QMS into our Atlassian products.

This is limiting how other teams use the project management systems- the validation team denies plug-ins (xcel/forms/crm etc) because they need to do a risk assessment on each add-on and provider. If not shut down, things get delayed so long we need to find workarounds anyway.

No only inefficient, but massively frustrating and making it very difficult to foster adoption within the organisation as only technically skilled people are capable of working around the limitations.

option 1: IT has an idea to somehow quarantine the validated areas within the system so they are locked away from the rest of the system and wont be affected by any changes made in the core setting. This is a hard sell. It was explained it to me i dont get it and that means the decision makers wont eith.

Option 2: we opt for a QMS that isn't part of our system (the compliance team will have to revalidate everything - so they wont help us sell this concept to the decision makers.

Option 3: we buy a new space and separate them completely within our cloud - very expensive annual fees as we need to double all our licences.

is there a solution I have missed, or some suggestions from the community on how to solve this issue in a less complex and expansive way?

[Matteo Gubellini _SoftComply_ · Accepted solution]

Hello @Matthew East

We have an App specifically designed for QMS documentation management: SoftComply Document Manager

It creates separate spaces for QMS documentation, so your compliance team can only focus on these, while for the rest of the instance is business as usual. The compliance team can prevent the use of additional plugins in these spaces while they can be active everywhere else.

Regarding pricing and user count, there are a few options to at least reduce the number of active licenses.

Happy to show you the system around if you are interested -> Calendly 

Matteo

[Matthew East]

hi @Matteo Gubellini _SoftComply_ thanks so much for your answer. We are actually exploring SoftComply already as our option 2 solution. My compliance team has already booked a demo and I will join to find out more. I think between this and @marc -Collabello--Phase Locked- 's solution with the push viewing as a cost effective version of solution 3, i have two really solid solutions to propose propose.

I will report back once we have had the meeting with your team. 

[marc -Collabello--Phase Locked- · Accepted solution]

Hi @Matthew East ,

Assuming your company already has invested into Atlassian, option 3 looks reasonable.

Regarding costs, does everybody need access to the QMS?  If not, just give a few people access to the QMS, and the extra costs won't be that much.

[Matthew East]

Thanks Marc, according to the Compliance guys everyone needs access to the QMS, which is a pity, it basically 6 pages out of 300 that are holding us back from using the system to its full potential. I also like option 3, its just the cost that will be a tough sell.

'users' will be a small number of people - Viewers will be high. Not sure if that's something we could use to get around licencing the QMS for everyone?

[marc -Collabello--Phase Locked-]

Maybe the QMS could use an app like https://marketplace.atlassian.com/apps/1225377/space-sync-for-confluence-copy-publish-pages-over-sites?hosting=cloud&tab=overview to push their validated pages to the other system for viewing?

Or use an export system based on the Scroll export plugins by https://marketplace.atlassian.com/vendors/7016/k15t ?

[Matthew East]

I love that first app. I have sent those over to the teams for feedback, I will keep you posted as the plan develops. Thanks so much @marc -Collabello--Phase Locked-