How to add new people outside my company in jira company managed project

[Ivana Miljkovic]

I have just created Jira company managed project (scrum project). I have Site Admin permission which my manager gave me who has Org Admin rights.

When I go to Project settings and select People, I have an option to Add people. I want to add people outside of my organization and to see only THIS project. 

However, when they accept the invitation, they see all the projects. 

Also, when I have an option to choose the role, I have 3 options: administrators, service desk customers, service desk team. I am not sure why i don't have more roles (I tried to create new ones, entering the Project settings and then Permissions, but i couldn't do anything there). 

I am not sure should I have another admin role so i can manage it?

Can someone help me how to add the people outside of my organization to have developer rights and to see only that project and have edit rights?

Thank you so much.

Ivana

[Tibor Balazs]

Hi Ivana, 

There are 2 question above so I am going to answer them separately, but you can use them both for your specific requirement:

1. To create more Project Roles you will have to navigate to Settings (Cog Icon near your avatar in the Top right corner of the screen) and Select "System" under the Jira Settings. Then navigate to "Project Roles" in the Security Section and you can create more Project Roles besides the Administrator, Service Desk and Customers.

2. To give permission to a Specific Project to some users you will have to create a new Permissions Schema and change the "Default Permissions Schema" from the Project's Settings. In addition, to deny these users to see all other projects, you will have to change edit your Default Permissions Schema. The easiest way to do this (and best practice as well) is to create Groups in the Atlassian Administration Portal: 1 Group for all Employees and a different Group for the people who are outside of your organization.

To create a new Permissions Schema do the following:

• Settings (Cog icon near Avatar) -> Issues
• Scroll down to the bottom until you see the "Permission Schemas"
• You can copy the "Default Permission Schema"
• Once you have the New Schema click on "Permissions" Link from that Schema
• You will see a huge list there
• In the list, you will have to Edit every single Permission with "Update" to add the Group with the people who are outside of your Organization and "Remove" to take off "Any logged in user"
• Once you are happy with the New Permission Schema, navigate to your Project Settings -> Permissions and Change the Permission Schema to this newly created one

To Edit the Default Permissions Schema (this is where the Groups come in handy):

• Settings (Cog icon near Avatar) -> Issues
• Scroll down to the bottom until you see the "Permission Schemas"
• Select the "Default Permission Schema"
• Now go to every line item and Remove the "Any logged in user" and Add the Group for all the company employees (this is how you block the people from outside your company to view all your Projects in Jira)

I hope this high level solution gives you an idea from where to start. It depends on how large your Instance is and how many users you have and how your Default Permission Schema is set up. If you have Groups it will be easier to manage this once new people join the company or you have more people working with you from outside your company. 

Otherwise, you can Edit the Schemas and add Specific Users to Specific Permissions but if teams change (new people join, other 3rd parties, etc) it will make your life a living hell to keep the permissions up to date :)

Please let me know if there are some things that you don't understand. 

PS: If you go with the Groups: create the Groups first, add people to it and then change the Permission Schemas (otherwise you will cut off the access to your employees)

[John Funk]

Hi Ivana - Welcome to the Atlassian Community!

1. To add more Project Roles, you have to be a Jira Admin. Then those are added through a System Settings function.

2. Why are you adding these people? What will they be doing? If just being able to submit tickets, then add them to the Service Desk Customer Role. 

3. To add customers to your JSM site, go to Settings > User Management. Click on Products in the top menu. To the right of the Jira Service Management product, click the 3 dots menu and select Manage User. Then Click Jira Service Management on the left side menu. Or if you do not use Managed Users, then it will come directly to the list of Users. Click the Invite users button on the top right to invite new customers. 

[Trudy Claspill]

@John Funk 

The OP said

I have just created Jira company managed project (scrum project).

They are apparently trying to add users to a Software project rather than a JSM project.

[John Funk]

Yep, I missed that part - I was only looking at the tags which had JSM related info.