Read this if you're a site administrator and just added Jira Product Discovery

[#1]

Hi there, and welcome! 

We wanted to save you some trouble with a few things to help you get started with Jira Product Discovery. There are a couple of gotchas, so make sure to read this page before raising support tickets. We believe most of the product's "oddities" should be covered here when it comes to what site administrators need to be able to do. 

Managing billing

If you are on Standard/Premium plans, check you have payment details for Jira Product Discovery

Make sure you have a payment method in billing details (more info on how you can do it). If you don't have recorded payment details at the end of the trial, your plan will be cancelled automatically at the end of the trial period and users won't be able to access the product.

If the number of users in the "Billing" section in admin.atlassian.com does not match the number of Creators you expect to have

Check out this video that explains how to check who is getting billed for Jira Product Discovery, common reasons why that number is higher than you expect, and how to fix it. Make sure to understand the different types of users beforehand (see below)

Managing users

There are three types of users: Creators (billable), Contributors (free) and Stakeholders (free)

Check out this post for more details. Note: Stakeholders aren’t licensed and aren’t part of the project hence aren’t defined as a product or project role.

What's the difference between product roles and project roles?

• Product role: Defines whether a user is a Creator or a Contributor to the site.

• Project role: Defines the list of permissions in a project. These permissions limit the project features users can access when given a set of permissions. Users can have different project roles in different projects. Here's a video that explains this in more detail.

How do I add users to a Jira Product Discovery project if they don't have a Jira license? 

1. If these users can access multiple views and eventually add comments, insights or submit requests, they need to be added as Contributors. Head over to our documentation to learn how to add contributors to a project.

2. If these users are not part of your organization and you don’t want to add them to your site, or they simply need to see a view in read only, they can receive published views and become stakeholders.

Site admins are counted as billable - and they shouldn't. 

If you notice your sites admins are conuming a license, make sure to remove Jira Product Discovery from the site admin group remove Jira Product Discovery from the site admin group. Just like in Jira, site-admins don't consume a JPD license. 

Project settings

Jira Product Discovery projects are exclusively team-managed projects meaning most settings cannot be shared across projects. However, to use Jira Product Discovery at scale and standardize project setups, we recommend:

• Use global fields to share fields across projects: This means you’ll manage fields centrally at site level and can reuse them across projects. You can transition from project fields to global fields using this feature.

• Use our “Copy project” feature: When you have settled on a project configuration that suits your need, use this feature to avoid creating a new project from scratch, and onboard new teams in few clicks.

By creating projects containing mostly global fields, restricting the “Administer project” permission to site admins and using the copy feature, you are sure projects will not deviate from the agreed setup. Here are our documentations about global fields and copy project configuration.

Premium features

Jira Product Discovery Premium comes with many additional features such as view perms, roadmaps and hierarchies that help you use Jira Product Discovery at scale. Take a look at this detailed implementation guide to understand more how to use these features can work together.

Automations

Just like in Jira, Jira Product Discovery projects can benefit from automation. Check templates under project settings but also global settings to get you started.

[Sebastian Pechhold]

Wow - right on time! Thanks for sharing

[Sebastian Pechhold]

It is me again - we are using premium. But unfortunately we don't see the navigation point "users" in the admin/directory. We just can remove the user from site-admin groups, but not dedicated for a product like you have shown in the video. 

[Tanguy Crusson]

@Sebastian Pechhold if you click on "manage product access" you'll be able to do that. You'll get to this screen: 

Then uncheck the "User" role for the site-admins group:

[Frank Herr]

Hi there, maybe another noob gotcha.

I just added JPD for Jira Cloud. I am on a free license. I am unable to view or create a "view." When I click into the left nav options, I have the option to go "back to views." However, after clicking "back to views," I then see no views or ways to create them - I can only see "Project Settings." Help please? 

[Sebastian Pechhold]

@Tanguy Crusson unfortunately not really :/ 

How can i activate the new admin view? We are customers since june/july 2021

Just removed site-admins group. But had to remove some user rights as well like TRUSTED USER

[Tanguy Crusson]

@Sebastian Pechhold sounds like you found the right spot: if you removed site-admins from "Jira Product Discovery" then that should do the trick. 

You are correct with trusted users, they also consume a license, I've clarified in the post, thank you.

[Tanguy Crusson]

@Frank Herr do you have product access to Jira Product Discovery? What you're describing sounds like you're a site admin (so you can create projects and manage project settings) but without a Jira Product Discovery license (meaning you can't use the product)

[Stephen Stone]

One point on the initial setup: contributor-only users won't see the product in their app grid. it's not immediately clear to them they're added, or have any access, since they'll only see the product in the project type filter dropdown.

[Frank Herr]

Thanks @Tanguy CrussonI confirmed I do have product access. I am the bottom user in the screenshot below. Interestingly, another user in my org does not have product access as explained in the red "!" marker. We are both seeing the same behavior, though - able to view the new PD project and create issues, but we cannot create views to do anything with the issues we create. Anything else I should look into?

[Tanguy Crusson]

@Frank Herr can you please send me a screen recording of you opening the project settings > access and then opening views? I'm having trouble visualizing the symptoms. tcrusson@atlassian.com. Thanks!

[Kevin Lukas Diekstall]

Hi @Frank Herr ,
I don't know if you have already solved this as your post is about a week old, but I had an issue that at least felt related: I couldn't change the status of an issue and my account looked like yours in your screenshot.

For me it helped to give myself the creator-role (in the dropdown) aswell as the Administrator role, it seems as if the creator-tag on the left only relates to the billing of the user, not the rigths in the project.
This is what my account now looks like, mine is the one at the bottom:

[Peter Heidorn]

I think this should say "If you DONT"
Pretty sure we all know that but still good to update.

[Tanguy Crusson]

Thanks @Peter Heidorn , updated!

[Kate Smoliakova]

This is ver helpful! Thanks!

[Oliver Murray]

I'm still a bit confused about what is making our 50+ JPD users creator types not contributors. 

I have given them all JPD access as below:

If I do not give them access here, they cannot view the space at all. No ticket links I send them will open. 

They all appear as CREATOR types in JPD, no matter what role I give them (I'm fully aware of the different functionality options and what triggers paid usage - I have tried default contributor and custom roles):

Typically they are basic users and not part of any admin groups. 

Please can you help me figure out what is making them all CREATORs?

[Tanguy Crusson]

Hi @Oliver Murray , that's because you've given them all product access, so they're all creators (and that's what you're seeing in this screen). 

Instead you want to add the non-creators as contributors. 

More details here: https://community.atlassian.com/t5/Jira-Product-Discovery-articles/Adding-contributors-and-creators-to-a-Jira-Product-Discovery/ba-p/2324017

[Oliver Murray]

Many Thanks @Tanguy Crusson I've located the special contributor's group now so will test that out and migrate users. I don't think that existed last time I tried this.

[Selena Colvin]

@Tanguy Crusson I am a Site Admin and when I added this (free version), Jira automatically added 'Trusted' permission folks to this product; however, they are not the people that I want to have access. Right now we only want our Product folks to have access to test it out to see if we will purchase. And I can't give my Product folks Trusted access, because I don't have enough licenses due to this product automatically adding folks. The only way to remove the original folks who have Trusted access is to completely revoke their access - there has to be a better way where I can pick and choose the people that I want to have access. 

Also, is there a way where it doesn't automatically default to try add new people to this? Folks are erroring out and it is causing mass confusion in my org. I have two new devs right now that I can't grant access, because Jira keeps trying to add them to this Product Discovery and we do not have enough licenses...

Please advise and thanks!!

[Rohan Swami]

@Selena Colvin we added this guidance on trusted users to the post:

Trusted users (a deprecated user experience) will also use a license for all products on site. The only workaround in this case is to change the user's role to either Basic or Site-admins, after removing product access from the site-admins group.

It appears that your site admins have also been automatically granted access. You can change that with this step:

Site admins will count as billable users by default, here's how to change that

If you just added Jira Product Discovery to your site, you'll notice that all site administrators have been given product access to the product - and consume a license. This is because whenever a site administrator adds a new Atlassian product to a site, the site-admins user group is automatically given access to this product. 

To fix this, remove access to Jira Product Discovery from the site-admins user group. You can then give product access to the people (product managers) you want to try the product instead.

This video shows you how to do it.

Note: if you see a different admin experience, check out the comments below this post 👇 for another way to do this. 

[Selena Colvin]

Thank you, @Rohan Swami ! This helps. Thank you!

[Yogev Marom]

Hi!
We are trying to use Jira product discovery and we are stuck because of the trusted user permissions.
Medium to big companies have a barrier in conducting a pilot for Jira product discovery, since trusted users are using up the 3 free licenses and even more.
Are you planning to allow disabling trusted users permissions for specific products?

[Rohan Swami]

@Yogev Marom we're looking to address these issues. In the interim, we have these workarounds for site admins and trusted users:

Site admins will count as billable users by default, here's how to change that

If you just added Jira Product Discovery to your site, you'll notice that all site administrators have been given product access to the product - and consume a license. This is because whenever a site administrator adds a new Atlassian product to a site, the site-admins user group is automatically given access to this product. 

To fix this, remove access to Jira Product Discovery from the site-admins user group. You can then give product access to the people (product managers) you want to try the product instead.

This video shows you how to do it.

Note: if you see a different admin experience, check out the comments below this post 👇 for another way to do this. 

Trusted users will count as billable users by default

Trusted users (a deprecated user experience) will also use a license for all products on site. The only workaround in this case is to change the user's role to either Basic or Site-admins, after removing product access from the site-admins group.

[Yogev Marom]

@Rohan Swami Thanks for the fast response!
I've already read it and we are trying the workaround, but we are forced to stop the MVP in a week due to day to day work needs.
I'm asking if the permissions future development roadmap includes - disabling trusted users permissions for specific products?

[Rohan Swami]

@Yogev Marom We are hoping to remove some of those limitations for trusted users in the future, but I can't offer a timeline for it.

[RIZA MARIE FERMALAN]

thanks for sharing