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Before granting access, it is important to check to see if the person has an existing account. Go to Administration > Manage users > Users and search for the person's name. If you do not find an existing profile, proceed with creating a new account. |
Approving or Denying Access Requests
When a user requests access to Jira and/or Confluence, Admins will get an email. Open the email and click Review request, or go to Administration > Manage users > Access requests
If the request is for a valid ITS project and you have verified the user does not already have an account, click Approve
Inviting Users
Go to Administration > Manage users > Invite users. Fill out this the form as follows:
Email addresses: use the format firstname.lastname@[domain].edu
Role: use default of Basic
Product access: use default of Jira and Confluence, or uncheck boxes if a user only needs access to one of these products
Group membership: type add the user to groups as appropriate
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Adding Users to Groups
Adding users to groups is highly recommended. Instead of giving each individual user access to a Jira project or Confluence space, you can give a group access. When you add new users, you can give them access to the group, and that takes care of all their access needs. Groups also help administrators know who to talk to if there is an issue with someone's access. This is especially important for users who are outside of ITS.
The best time to add someone to a group is when you first add them to Jira and/or Confluence. You can update someone's group at any time as follows.
Method 1: Go to Administration > Manage users > Users. Search for the name of the user. Click on the user’s name to bring up their profile. Click Add to group. Type in the name of
an existing group to
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the group(s) you want to add and click Add to groups.
Method 2:Go toAdministration > Manage users > Groups. Search for the group name. Click Add member. Type in the name of the person you want to add and click Add.
Purging Inactive Users
Once a month, admins will identify and remove access for any users who have not accessed Jira in the past six months. They will do the same for Confluence.
Go to Administration > Manage users > Users to see all users
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This quickest way to identify inactive users is to download an Excel file with user login information. |
Click the Export Users button in the upper right-hand corner
Click Download File, and open the file in Excel
Add a filter to the first row of the spreadsheet (Home > Sort and Filter > Filter)
Filter the Last seen in Jira Software and Last seen in Confluence columns from Oldest to Newest, and identify anyone whose last access was over six months ago. Remove access for each of these people one-by-one.
Go to Administration > Manage users > Users, search for the name of the person whose access you want to remove. Click on the person’s name to bring up their profile. Under Access, update the toggles as needed. Has access on site will remove access to both Jira Software and Confluence.
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