User management is how we add users, remove users, and change users access levels for Jira and Confluence. Its important that we stay on top of user management to ensure we are getting the most out of our current licensing.
ITS currently has 200 Jira licenses and 200 Confluence licenses. A user can be granted access to one or both of these products. For example, Jane Doe could have access to Jira but not Confluence. This would count for 1 of 200 Jira license and 0 of 200 Confluence licenses.
Instructions
Granting Access to Jira and/or Confluence
There are two ways for users to get access to Jira and/or Confluence: 1) users can request access and Admins can approve them, or 2) Admins can invite users.
Before granting access, it is important to check to see if the person has an existing account. Go to Administration > Manage 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
Inviting Users
Go to Administration > Manage users > Invite users. Fill out this 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 in the name of an existing group to
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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 to see all users
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, 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.
