Hide done issues from subgroup of active users in the project

[Aurora Romanucci]

Hi Community,

from lurker to community member: it's my first time asking here! :)

My team is using a JSM project to manage presales among the whole company. The ongoing issues have to be visible to every user set as Agents in the project, but done issues only have to remain visible to different subgroups of the whole team.

We mostly want to prevent people from exporting all the issues in the project, and also to access older issues. Only a very small group of people should access all data.

Does anyone have suggestions on how to set up these visibility limitations in the same project?

Thank you!

Aurora

[Rilwan Ahmed]

Hi @Aurora Romanucci ,

Welcome to the community !!

You need to make use of security schemes and set the security scheme to tickets based on the groups. 

Make use of automation rule to auto set the security scheme for the tickets. This is described in https://support.atlassian.com/automation/kb/automation-or-set-issue-security-level-via-automation-for-jira/

[Aurora Romanucci]

Hi @Rilwan Ahmed and @Pears Whims,

thank you for your answers! I'm sure I will have a great experience here in the Community! :)

As I understand, the issue security scheme is only available for company-managed projects, but we are using a team-managed one since we needed a huge amount of customization.

Maybe I should have specified it in my main post...

I already tried setting Automations and Workflow constraints, but with no issue security levels nothing works properly. :/

[Pears Whims]

@Aurora Romanucci , I’m afraid you’re in a bit of a difficult spot:

• Team-managed projects offer you flexibility, but they don’t allow for the detailed visibility controls you need.
• Company-managed projects provide the ability to solve the visibility issue with tools like Issue Security Schemes but come with added complexity and potential challenges in terms of change management.

Given your situation, I see two main options:

1. Accept the current limitations, of your team-managed project and work within them - i.e. issues with Done status won't be hidden, data can be exported.
2. Transition to a company-managed project, where you can set up visibility controls.

The later option might involve relying on admins for project management or requesting admin access for a project manager. With the right trainings, option #2 could offer a balanced solution for your team.

Let me know if this answers your question or if you need further clarification.

Best of luck,
Pears.

[Pears Whims]

Hi @Aurora Romanucci ,

Glad to see You've asked! I hope You gonna have positive experience with this Vibrant community!

To manage visibility of “Done” issues while ensuring that different subgroups within your team only see relevant issues, here’s a combination of Issue Security Levels and Automation that can help:

Set Up Issue Security Levels:

• Create Security Levels for your project (e.g., “All Agents” and “Restricted Access”).
• Assign these security levels to different groups or project roles depending on who should access specific issues.
• Can configure the security level so that only a small group of users can see completed or older issues.

Option 1 - Leveraging Automation to Set Security Levels (Recommended)

• Use Automation for Jira to automatically assign a security level when an issue transitions to “Done.” This ensures that only authorized users can view those issues.
• Automation can be configured to change the Security Level based on various triggers, such as the issue’s status or when it’s assigned to specific users.

This article can provide more details https://support.atlassian.com/automation/kb/automation-or-set-issue-security-level-via-automation-for-jira/

Option 2 - Validators for Workflow Transitions

• Change Issue Transition Screen. You have to add Your transition screen in workflow, to display fields, including a security level field. The security level field would need manually to be set during the transition to Done, restricting the visibility.
• Validators. You can also add a validator to ensure that the security level is set before transitioning to “Done.” This provides an extra layer of control. Yet to be honest, I did not test if the workflow validator can validate the security level field.

References:

• https://support.atlassian.com/jira-cloud-administration/docs/configure-issue-security-schemes/
• https://support.atlassian.com/jira-service-management-cloud/docs/create-security-levels-for-issues/
• https://support.atlassian.com/automation/kb/automation-or-set-issue-security-level-via-automation-for-jira/
• https://support.atlassian.com/jira-cloud-administration/docs/configure-advanced-issue-workflows/

Please let me know if this solutions helps You to configure Your workflow!

Stay ace,
Pears