How to make a user view only one project

Vivek Chandraprakash April 23, 2021

Would like to grant access to a project to an external user. Want this user to view only this project and should be able to create/view issues on this project. This user should not be able to view any other projects in my JIRA account.

Couldn't find a straightforward way to achieve this.

2 answers

1 accepted

11 votes
Answer accepted
Thomas Deiler
Community Leader
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April 23, 2021

Dear @Vivek Chandraprakash ,

make sure that

  • the external user has site access (Administration > Users: Grant site access)
  • that all your permission schemes for other projects do not have set "Browse project" for '"any logged in user". (otherwise the external user can see everything)
  • Goto Administration > Groups: Create new group eg. "external-jira-access"
  • Goto Administration > Product Access. Press the button "Add Group" for the product you want to give the user access and add the new group "external-jira-access".
  • Goto Administration > Users: Click on the three dots of your external user and select 'Details'.
  • Add the user to the new group "external-jira-access".
  • Remove the user from any other groups. (should only be member of "external-jira-access".

Then open the configuration of your one project and grant your external user explicit project access:

  • Project settings > People, Assign role "Developer" to external user.
  • Project settings > Permission: assing the Role "Developer" to at least the permissions "Browse Project", "Edit Issues", Create Isues", "Add Comments" and "Transition issues".
  • More on Permissions.

Depending on your entire site configuration (which I don't know) other ways are possible.

So long

Thomas

Thomas Deiler
Community Leader
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May 5, 2021

Dear @Vivek Chandraprakash ,

was my answer useful? Then I would be happy when you click on the "green accept answer" button.

So long
Thomas

Vivek Chandraprakash May 20, 2021

What's the point of creating the new group: external-jira-access and adding the new user to the group. Your steps do not include using the new group. Are we missing something?

Kash Sinduria October 26, 2021

Thanks Thomas, this helped a lot.

Sally MacTaggart May 7, 2022

Thanks Thomas that was super helpful! It set me off on the right direction :) 

Ben Upham November 7, 2022

@Thomas Deiler this is helpful. However, on Cloud I noticed that when I added a user to a role on a project they did not have access, but when I added them to a group with the same permissions, then added the group to the role on the project, it did work. Do you know of any bugs with adding users to project roles instead of groups? 

Thomas Deiler
Community Leader
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November 7, 2022

@Ben Upham It seems to be the natural expected behavior, that mapping users directly to a role should work. Otherwise it makes no sense that you can perform this action, or? Without knowing the details of your site configuration, I suggest to open a support ticket.

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Lulu Sarnam November 23, 2022

@Thomas Deiler Exactly what i was looking for. Thanks a lot.

Goran Acimovic January 27, 2023

I am using a free Jira and did everything as mentioned, nothing happend. Is it a problem with a free Jira maybe? Also, I am suspicious about the:

  • that all your permission schemes for other projects do not have set "Browse project" for '"any logged in user". (otherwise the external user can see everything)
Trudy Claspill
Community Leader
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January 27, 2023

@Goran Acimovic 

Welcome to the Atlassian community!

As documented here you cannot modify project permissions when you are using the Free plan. You cannot configure permissions to limit a users visibility to projects.

What is the Free Jira Cloud plan?

Permissions, roles, and issue-level security

Project permissions, roles, and issue-level security aren't customizable in Jira Work Management and Software Free. 

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Goran Acimovic January 30, 2023

I thought so. Thanks. 

0 votes
Trudy Claspill
Community Leader
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April 23, 2021

Is the project a Team Managed project or a Company Managed project?

Do you have both types of projects in your instance?

Vivek Chandraprakash May 20, 2021

I have both types of projects in my instance

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.
May 20, 2021

Is the project you want the user to access a Company Managed project or a Team Managed project?

Is the project a Work Management project, a Software project, or a Service Management project?

Vivek Chandraprakash May 20, 2021

Thank you, for the quick response. Company-managed software, a software project.

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.
May 20, 2021

I will explain how to you might accomplish your goal of granting a user access to limited Company Managed projects, but first I want to bring up the other issues that can arise because you also have Team Managed projects.

The access management for Company Managed projects is handled through User Groups defined for your site, Permission Schemes assigned to the projects, and the Project Roles for the project.

Access management for Team Managed projects is entirely different. Refer to this document for details:

https://support.atlassian.com/jira-software-cloud/docs/manage-how-people-access-your-team-managed-project/

Typically access on Team Managed projects is set up as Open or Limited, which gives all licensed users of your JIRA instance some level of access to the projects. That would include this external user for whom you want to limit their access/visibility to only one project.

In order to prevent the user from seeing your Team Managed projects, each of those projects will have to have its Access set to Private, and then for each of those projects the users who actually need to access the project are going to have to be added to those projects directly, either individually or through User Groups.

Given that, is it still realistic to go to the effort of hiding the Team Managed projects and setting up the access to the one Company Managed project for this one external user?

 

To grant a user access to only specific Company Managed projects you need to

1. Grant the user product access to your JIRA instance.

2. Assuming your Global Permissions and Permission Schemes leverage the jira-software-users User Group to grant access to the projects, then remove the user from that User Group.

3. Create a new User Group for the user being granted access.

4. Modify the Permission Scheme for the target Company Managed project to grant permissions to that new user group.

(If you anticipate having other users that also need limited access, and that access may be to different projects, then I would extend this concept using Project Roles and additional User Groups, as I discuss in my response to this post.)

Csaba Reinhardt November 21, 2023

2. Assuming your Global Permissions and Permission Schemes leverage the jira-software-users User Group to grant access to the projects, then remove the user from that User Group.

 

In Jira cloud if you remove a user from that group than losts Jira access. So it would not work.

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.
November 21, 2023

@Csaba Reinhardt 

Thank you for pointing out that I left out some details for step 3.

I failed to add the details that the user would need to be  added to it, and that group added to the Product Access configuration to grant the user access to the product.

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