Permissions Management

Owned by Yuri (Unlicensed)
Last updated: Oct 15, 2024 by Yuri Lapin
4 min read

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Topics

Introduction

There are two levels of permissions for Advanced Kanban and Agile Boards, namely:

  • Global Permissions to access the App from the Apps menu as well as project left navigation panel

  • Board level permissions to distinguish who can access different functionality of the App

All permissions could be set for Users and/or Groups.

Global permissions

Global permissions are created automatically when installing the App. There is ongoing issue with Atlassian when on some sporadic cases Global permissions are not properly populated. In this cases, no one can access the App and Jira Global Administrators need to configure it manually.

Read more about

If you do not see the App in Apps menu please contact your Jira Global Administrators to configure Global permissions manually to add you or/and group you are part of to the settings.

Board level permissions

At board level permissions are segregated between

  • Administrators, who can do everything, but the only role that can have access and change Board Settings, cluding adding/removing Administrators.

  • “Work with the board“, who can do everything but change board settings. This also presumes that Column/Swimlanes mapping is fixed and can't be changed by this role.

  • “Read only access” who can only view the board and (if selected) move issues on the board.

For the later 2 configuration is identical, namely you can define it for

  • Projects of the board, so users who has access to board selected projects will have appropriate role for the board

  • Other projects, so users who has access to other selected projects will have appropriate role for the board

  • Users/Groups, so only selected users/groups will be shortlisted to have appropriate role for the board

User needs to be at least in one of those configurations to receive appropriate roles for the board or to be a member of the Group that is part of above configurations

Board Administrators

Administrators are usually Board Creators, but can also be changed anytime. There should be at least one Administrator of the board so the App won't allow to delete all of them.

If you Board Administrator is not available and you need to make changes to board settings … no worries, Jira Global Administrators are Board Administrator by definition.

“Work with the board”

This is the main permission to operate the board.

Users with work access ..

Can do

Cannot do

Can do

Cannot do

  • change filters definitions

  • define board level limits

  • change column/swimlanes configurations, limits

  • add new columns/swimlanes manually

  • delete columns/swimlanes

  • create/change column groups

  • Plus everything read-only users can do

  • change board settings

image-20240131-090324.png

“Read only access”

Read-only access could be done it two ways, namely:

  • View only, no changes

  • Ability to move issues and as a result amend corresponding issue standard or custom properties mapped to columns/swimlanes (appropriate project level permissions will be checked).

image-20240131-083755.png

Apart from the above, users with read-only access

Can do

Cannot do

Can do

Cannot do

  • view board

  • apply predefined filters

  • turn on/off dependencies

  • turn on/off statistics

  • copy link to board

  • export board to CSV

  • zoom in/out

  • collapse/expand columns/swimlanes

  • change filters definitions

  • define board level limits

  • change column/swimlanes configurations, limits

  • add new columns/swimlanes manually

If the board is configured to automatically add columns/swimlanes .. appropriate columns/swimlanes will be propagated automatically

  • delete columns/swimlanes

  • create/change column groups

  • change board settings

What if I can’t access the board?

We suggest reaching out to creator of the board (Board Administrator) or Jira Global Administrators to assign you appropriate permission for the board.