Changing all automations to be on Jira Automation owner not a specific person, what are the cons?

[Vera Valshonok]

Hi !

We are thinking to change all automations to be owner: Jira Automation, and not a specific person. What are the proc and cons of it?

If notify on Error is set for - owner if the automation in this case, who will it notify?

I, as Jira admin would like to notice if any of the automations fail, but also, if case of me being absent I want others to be able to be changes to be notified about it.

Thanks in advance

[Marc - Devoteam · Accepted solution]

Hi @Vera Valshonok 

I would not set the owner to a single person, as this will provide you with no information who made the rule.

The workaround to add the real owner in the details will not stand for me, as project admins are able to create rules as well.

I would check if there are rules based on project level that have common functionality and juts have one rule set to multiple projects or as global.

This will give al faults at a global user if this is set to all rules.

Project specific rules that just apply to the project, I will leave to the creator of the rule.

For me the most important is that the actor of the rule should not be set to other users, then Jira Automation.

As this changes to other users, the rule will break if the user is not active globally or on a project only rule.

[Vera Valshonok]

Thanks!

[Oday Rafeh · Accepted solution]

Hi @Vera Valshonok welcome to the community : 

Changing all Jira automation ownership from unique people to a widely widespread "Jira Automation" owner may have several implications. Here are some pros and cons to know 

Pros:

1. Consistency: Having a single automation owner can standardize how automations are managed throughout tasks.
2. Maintenance: It's less complicated to manipulate and update automation because they are no longer tied to any person's account.
3. Permission: No need to worry about updating automation possession if a person leaves the business enterprise or changes roles.
4. Security: Reduces the chance of a character's account being a single factor of failure.
5. Transparency: It makes it clear that automation is machine-generated in preference to user-generated.

Cons:

1. Accountability: It might be tougher for music who created or modified an automation because the owner is regularly occurring.
2. Error Notification: If the 'Notify on Error' is about to the proprietor, and the proprietor is an ordinary account, it could not be clear who must be notified until a group email or notification system is used.
3. Access Control: Additional steps may be required to ensure that the handiest legal users can alter automations, due to the fact they aren’t owned with the aid of a person.
4. Customization: Specific user-based automations might need to be adjusted if they rely on the writer's permissions or context.

Regarding error notifications, if 'Notify on Error' is ready for the owner and the owner is "Jira Automation," you will need to configure Jira to send notifications to a collection electronic mail or a list of admins so that someone will always be knowledgeable, even for your absence. You also can set up a shared mailbox or distribution listing that includes all relevant directors and use that electronic mail for the Jira Automation proprietor.

In this manner, all admins will get hold of notifications approximately mistakes.

If you are searching out approaches to make certain continuity in case of absence and to permit others to make adjustments and be notified, you might need to consider the following:

- Use Group Email for Notifications: Configure the automation mistakes notifications to be despatched to a shared organization email so that every applicable group contributor has get right of entry.
- Shared Responsibility: Encourage a tradition wherein a couple of crew individuals are acquainted with the automation to ensure coverage at some stage in absences.
- Documentation: Maintain thorough documentation of all automation so that any group member can recognize and manipulate them if essential.
- Training: Provide schooling for more than one man or woman on a way to control and troubleshoot automation.
- Permission Groups: Use permission companies in Jira to manipulate who can edit or create automations, making sure that the right human beings have get right of entry even if the primary admin is absent.

For precise configurations, you can seek advice from the Jira Automation documentation or support to make certain that the gadget is installed to handle notifications as you plan.

I hope this answers your question with enough info. 

[Vera Valshonok]

Thanks a lot! Very helpful.

[Oday Rafeh]

you are welcome and I am happy to help :) 

[Rilwan Ahmed · Accepted solution]

Hi @Vera Valshonok ,

Cons: In case of any modifications in future, you will not know whom to contact/get approval.
Workaround: Add approver/ actual owner in rule description

Pros: Only owner will get notified when the rule fails.
Workaround: Rule fail can still be checked in rule audit log

[Vera Valshonok]

Thank you, so if the owner is Jira automation then noone will get notified?

[Rilwan Ahmed]

yes