How do you communicate with unlicensed stakeholders in Jira software

Dan W March 14, 2024

We have an ask from several team member to grant licenses to business team members that don't user Jira so they are able to get status updates on issues.  There are several reasons I am against the idea of licensing somebody to get status updates. 

What are you doing to communicate with unlicensed stakeholders on development issues?

 

Thanks for any ideas.

Dan

3 answers

0 votes
Trudy Claspill
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March 14, 2024

Another method is to use Automation Rules to send emails. There you can directly enter the recipient's email which can belong to an unlicensed user.

The practicality of that solution depends on the specific use cases and anticipated usage, as there are limits to the number of rule executions that are permitted per month.

Dan W March 14, 2024

We are currently well under our usage allotment per month, but I would like to keep it that way.  If not modeled correctly I could see this getting out of control fast. 

Do you know if we could pull an email address from a multi user picker custom field that contained unlicensed users?

Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
March 14, 2024

A user picker field is picking up user account records, even if they are unlicensed users, so it should be able to access the emailAddress attribute for the users.

0 votes
Matt Parks
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March 14, 2024

Our organization uses the Custom Charts for Jira in Confluence plugin. It allows you to use a macro that behaves very similarly to the Jira Issue Filter macro, but looks a lot nicer. But the best feature is the 'impersonation' option, which allows you to view the information on the Confluence page as if you were a different user (i.e. one who has access to Jira).

If they try to drill into the issues, they get a message that they don't have permission to view the issues, but it allows our stakeholders who have Confluence access to see information that comes from Jira without consuming a Jira license.

I have no affiliation with Custom Charts, but I think both this plugin and the Custom Charts for Jira plugins are must-haves if you want to build out useful reports on a dashboard in Jira or in a Confluence page.

Dan W March 14, 2024

Thanks Matt, we have "Reports and Timesheets" here already and it does something similar.  We are trying that out with one team to see how well it works.

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Dan Breyen
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March 14, 2024

Hi @Dan W I'll reference this article where you can enable Anonymous access to Jira Cloud.

I don't do this in my project, but I wanted to share the article I found.

Hope that helps.

Dan W March 14, 2024

Thanks Dan Breyen wasn't aware this was possible in Jira. 

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