If you have Jira Software and Jira Service Management, how do you know which project admin links are for Jira project settings and which are for service management features?
While both Jira Software and Jira Service Management settings work together to power support projects, it’s helpful to know which links are for which application type so you can consult the correct documentation and information.
Here’s a handy list and and some differences between links in the Cloud and Server deployment types.
Project Admin Area
To get to a project’s admin area click the “Project settings” link in any Service Management project. It’s at the bottom of a project’s left sidebar. In Jira Server, the link takes the admin to the “Request types” page by default. In Cloud, the link takes the admin to the “Details” page by default.
Service project admin in Server
In Server, the first set of sidebar settings are common to all Jira projects. Those links include: Summary, Details, Re-index project, and Delete project.
Further down the page are settings specific to Jira Service Management (JSM) projects. The first link in the section is labeled “Request types”.
The additional links below are for standard Jira project settings like issue types, workflows, screens, and more. You might also have additional links for managing third-party app settings.
Service project admin in Cloud
In Cloud, the Jira and JSM settings are ordered differently. For example, the second section shows the Jira issue types and the JSM request types together.
Settings List
Here’s a handy list of the typical sidebar links and which application type they belong to.
Jira Software
The following settings are used by software-type projects:
Summary
Details
People (Cloud only)
Re-index project (Server only)
Delete project
Issue types
Workflows
Screens
Fields
Priorities
Versions
Components
Users and roles (Server only)
Permissions
Issue Security
Notifications
Project links
Development tools
Issue collectors
Jira Service Management
The following settings are used by service-type projects:
Change Management (Cloud only)
Request types
Customer permissions
Language support
Portal settings
Email requests
Customer notifications
Widget (Cloud only)
Satisfaction settings
Knowledge base
SLAs
Calendars
Automation
Apps (Cloud only)
Incident management (Server only)
Need help using or configuring Jira Software or Jira Service Management settings? Take my LinkedIn Learning courses to understand capabilities and best practices.
Sometimes it’s important to understand how far your Jira application has strayed from the default configuration. Was that setting there from the beginning or did an application administrator add it eons ago?
To find out, visit Admin > Issues > Notification schemes in your application. Then use this baseline list to compare your Jira settings to the default.
Initial settings for Jira Cloud and Jira Server/Data Center v8.15 are included below. I keep fresh and untouched application instances around so you don’t have to!
Jira Software Cloud, Server & Data Center Notifications
Sometimes it’s important to understand how far your Jira application has strayed from the default configuration. Was that setting there from the beginning or did an application administrator add it eons ago?
To find out, visit Admin > Issues > Permission schemes in your application. Then use this baseline list to compare your Jira settings to the default.
Initial settings for Jira Cloud and Jira Server/Data Center v8.15 are included below. I keep fresh and untouched application instances around so you don’t have to!
Jira Software Cloud Free & Standard Project Permissions
Scheme name: Default Permission Scheme
Project permissions
Administer Projects
Ability to administer a project in Jira.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Browse Projects
Ability to browse projects and the issues within them.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Manage sprints
Ability to manage sprints.
Granted to:
Project role
atlassian-addons-project-access
View Development Tools
Allows users in a software project to view development-related information on the issue, such as commits, reviews and build information.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
View Read-Only Workflow
Users with this permission may view a read-only version of a workflow.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Issue permissions
Assignable User
Users with this permission may be assigned to issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Assign Issues
Ability to assign issues to other people.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Close Issues
Ability to close issues. Often useful where your developers resolve issues, and a QA department closes them.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Create Issues
Ability to create issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Delete Issues
Ability to delete issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Edit Issues
Ability to edit issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Link Issues
Ability to link issues together and create linked issues. Only useful if issue linking is turned on.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Modify Reporter
Ability to modify the reporter when creating or editing an issue.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Move Issues
Ability to move issues between projects or between workflows of the same project (if applicable). Note the user can only move issues to a project they have the create permission for.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Resolve Issues
Ability to resolve and reopen issues. This includes the ability to set a fix version.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Schedule Issues
Ability to view or edit an issue’s due date.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Set Issue Security
Ability to set the level of security on an issue so that only people in that security level can see the issue.
Granted to:
Project role
atlassian-addons-project-access
Transition Issues
Ability to transition issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Voters & watchers permissions
Manage Watchers
Ability to manage the watchers of an issue.
Granted to:
Project role
Administrators
atlassian-addons-project-access
View Voters and Watchers
Ability to view the voters and watchers of an issue.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Comments permissions
Add Comments
Ability to comment on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Delete All Comments
Ability to delete all comments made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Delete Own Comments
Ability to delete own comments made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Edit All Comments
Ability to edit all comments made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Edit Own Comments
Ability to edit own comments made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Attachments permissions
Create Attachments
Users with this permission may create attachments.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Delete All Attachments
Users with this permission may delete all attachments.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Delete Own Attachments
Users with this permission may delete own attachments.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Time tracking permissions
Delete All Worklogs
Ability to delete all worklogs made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Delete Own Worklogs
Ability to delete own worklogs made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Edit All Worklogs
Ability to edit all worklogs made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Edit Own Worklogs
Ability to edit own worklogs made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Work On Issues
Ability to log work done against an issue. Only useful if Time Tracking is turned on.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Scheme name: Default software scheme
Same as the Jira Cloud “Default Permission Scheme” except:
Ability to browse projects and the issues within them.
Granted to:
Application access
Any logged in user
Edit SPRINTS
Ability to edit sprint name and goal.
Granted to: none
Manage sprints
Ability to manage sprints.
Granted to:
Project role
Administrators
Start/Complete Sprints
Ability to start and complete sprints.
Granted to: none
View Development Tools
Allows users in a software project to view development-related information on the issue, such as commits, reviews and build information.
Granted to:
Application access
Any logged in user
View Read-Only Workflow
Users with this permission may view a read-only version of a workflow.
Granted to:
Application access
Any logged in user
Issue permissions
Assignable User
Users with this permission may be assigned to issues.
Granted to:
Application access
Any logged in user
Assign Issues
Ability to assign issues to other people.
Granted to:
Application access
Any logged in user
Close Issues
Ability to close issues. Often useful where your developers resolve issues, and a QA department closes them.
Granted to:
Application access
Any logged in user
Create Issues
Ability to create issues.
Granted to:
Application access
Any logged in user
Delete Issues
Ability to delete issues.
Granted to:
Project role
Administrators
Edit Issues
Ability to edit issues.
Granted to:
Application access
Any logged in user
Link Issues
Ability to link issues together and create linked issues. Only useful if issue linking is turned on.
Granted to:
Application access
Any logged in user
Modify Reporter
Ability to modify the reporter when creating or editing an issue.
Granted to:
Project role
Administrators
Move Issues
Ability to move issues between projects or between workflows of the same project (if applicable). Note the user can only move issues to a project they have the create permission for.
Granted to:
Application access
Any logged in user
Resolve Issues
Ability to resolve and reopen issues. This includes the ability to set a fix version.
Granted to:
Application access
Any logged in user
Schedule Issues
Ability to view or edit an issue’s due date.
Granted to:
Application access
Any logged in user
Set Issue Security
Ability to set the level of security on an issue so that only people in that security level can see the issue.
Granted to: none
Transition Issues
Ability to transition issues.
Granted to:
Application access
Any logged in user
Voters & watchers permissions
Manage Watchers
Ability to manage the watchers of an issue.
Granted to:
Project role
Administrators
View Voters and Watchers
Ability to view the voters and watchers of an issue.
Granted to:
Application access
Any logged in user
Comments permissions
Add Comments
Ability to comment on issues.
Granted to:
Application access
Any logged in user
Delete All Comments
Ability to delete all comments made on issues.
Granted to:
Project role
Administrators
Delete Own Comments
Ability to delete own comments made on issues.
Granted to:
Application access
Any logged in user
Edit All Comments
Ability to edit all comments made on issues.
Granted to:
Project role
Administrators
Edit Own Comments
Ability to edit own comments made on issues.
Granted to:
Application access
Any logged in user
Attachments permissions
Create Attachments
Users with this permission may create attachments.
Granted to:
Application access
Any logged in user
Delete All Attachments
Users with this permission may delete all attachments.
Granted to:
Project role
Administrators
Delete Own Attachments
Users with this permission may delete own attachments.
Granted to:
Application access
Any logged in user
Time tracking permissions
Delete All Worklogs
Ability to delete all worklogs made on issues.
Granted to:
Project role
Administrators
Delete Own Worklogs
Ability to delete own worklogs made on issues.
Granted to:
Application access
Any logged in user
Edit All Worklogs
Ability to edit all worklogs made on issues.
Granted to:
Project role
Administrators
Edit Own Worklogs
Ability to edit own worklogs made on issues.
Granted to:
Application access
Any logged in user
Work On Issues
Ability to log work done against an issue. Only useful if Time Tracking is turned on.
Granted to:
Application access
Any logged in user
Scheme name: Default software scheme
Same as the Jira Server “Default Permission Scheme”.
Jira Software Data Center, Jira Cloud Premium, and Jira Cloud Enterprise Project Permissions
These types of Jira have archival features and additional permissions. Same as the Jira Server “Default Permission Scheme” plus:
Browse Project Archive
Ability to browse archived issues from a specific project.
Sometimes it’s important to understand how far your Jira application has strayed from the default configuration. Was that setting there from the beginning or did an application administrator add it eons ago?
To find out, visit Admin > System > Global permissions in your application. Then use this baseline list to compare your Jira settings to the default.
Initial settings for Jira Cloud and Jira Server/Data Center v8.15 are included below. I keep fresh and untouched application instances around so you don’t have to!
Jira Software Cloud Global Permissions
Administer Jira
Create and administer projects, issue types, fields, workflows, and schemes for all projects. Users with this permission can perform most administration tasks, except: managing users, importing data, and editing system email settings.
Users/Groups:
system-administrators
atlassian-addons-admin
site-admins
trusted-users-xxx (unique alphanumeric string)
administrators
jira-administrators
Browse users and groups
View and select users or groups from the user picker, and share issues. Users with this permission can see the names of all users and groups on your site.
Users/Groups:
system-administrators
site-admins
jira-software-users
administrators
jira-administrators
atlassian-addons-admin
Share dashboards and filters
Share dashboards and filters with other users.
Users/Groups:
atlassian-addons-admin
jira-software-users
system-administrators
jira-administrators
site-admins
administrators
Manage group filter subscriptions
Create and delete group filter subscriptions.
Users/Groups:
jira-administrators
jira-software-users
administrators
system-administrators
atlassian-addons-admin
site-admins
Make bulk changes
Modify collections of issues at once. For example, resolve multiple issues in one step.
Users/Groups:
atlassian-addons-admin
jira-software-users
site-admins
administrators
jira-administrators
system-administrators
Create next-gen projects
Create projects separate from shared configurations and schemes. Next-gen projects don’t affect existing projects or shared configurations like workflows, fields or permissions. Only licensed users can create next-gen projects.
Users/Groups:
Public, anyone on the internet, including logged in and anonymous users.
Jira Software Server & Data Center Global Permissions
Jira System Administrators
Ability to perform all administration functions. There must be at least one group with this permission.
Users/Groups:
jira-administrators
Jira Administrators
Ability to perform most administration functions (excluding Import & Export, SMTP Configuration, etc.).
Users/Groups:
jira-administrators
Browse Users
Ability to select a user or group from a popup window as well as the ability to use the ‘share’ issues feature. Users with this permission will also be able to see names of all users and groups in the system.
Users/Groups:
jira-administrators
jira-servicedesk-users (If installed)
jira-software-users
Create Shared Objects
Ability to share dashboards and filters with other users, groups and roles.
Users/Groups:
jira-administrators
jira-servicedesk-users (If installed)
jira-software-users
Manage Group Filter Subscriptions
Ability to manage (create and delete) group filter subscriptions.
Users/Groups:
jira-administrators
jira-servicedesk-users (If installed)
jira-software-users
Bulk Change
Ability to modify a collection of issues at once. For example, resolve multiple issues in one step.
The Jira Strategy Admin Workbook will save you time, money and frustration. This book is different – it’s not documentation. It’s recommendations from years of cleaning up horrible Jira configurations! It’s about what you should do, what you shouldn’t do, and why.
The Ultimate Guide to Jira Migrations: How to migrate from Jira Server to Data Center or Cloud
Rachel Wright teamed up with Atlassian Solution Partner Botron Atlassian Apps to create this 180 page master resource to answer all your migration questions and provide a comprehensive plan to follow.
This 64 page book from ThinkTilt and Rachel Wright helps you bring the benefits of Jira to more teams in your organization. The book includes tips for governance, administration, maintenance, best practices, and more.
How many custom fields do you have? For most of us the answer is, “Too many!” ThinkTilt and Rachel Wright collaborated again to produce this 35 page book to help you audit, delete, reduce, and manage your Jira custom fields.
The latest ThinkTilt and Rachel Wright collaboration. This 57 page book helps you convert paper forms to Jira, choose the right field types, and create efficient forms and screens in Jira and Jira Service Management.
Download the worksheets, templates, and companion materials using the coupon code in your book’s “Worksheets, Templates & Companion Materials” section. The following are downloadable after your book purchase:
Atlassian Summit Notes
Determine Jira Permissions
Jira Add User Instruction Based on Issue ID
Jira Annual Report
Jira Application Administrator Responsibilities
Jira Application Comparison
Jira Automated Testing
Jira Bulk Import
Jira Change Select List Formatting
Jira Clean Instance
Jira Conditional Announcement Banner
Jira Custom Workflow Documentation
Jira Database Queries
Jira Detailed Upgrade Plan
Jira Genie and Jira Gerbil Character Users
Jira HTML Links
Jira Incident Log
Jira Issue Creation via Email Instructions
Jira Issue Security Worksheets
Jira Menu and Transition Buttons Graphic
Jira Monitoring
Jira New Custom Field Requests
Jira New Project Configuration Checklist
Jira New Project Request
Jira New User Communication and Checklist
Jira New User Request
Jira Notification Scheme
Jira Permission Scheme Worksheets
Jira Plugin and Add-on Vetting Procedure
Jira Plugin Tracking
Jira Project Status
Jira Project Wording
Jira Recommendations and Tips
Jira REST API and Database Users
Jira Rollback Plan
Jira Scheduled Maintenance
Jira Scheme Wording
Jira Security Policy Considerations
Jira Standard Capabilities
Jira Standard Regression Testing
Jira Status Update Email Notification Instructions
Jira Support and Emergency Escalation
Jira System Stats
Jira Upgrade Wording
Jira Use and Future Predictions
Jira Users Wording
Jira Workflow XML
New Jira Features
Sample Jira Support Project Set Up
Top Jira Support Measurements
Download the files individually or a few at a time as you need them. You can also download them all at once, in one .zip file. See download instructions.
As organizations continue to adopt digital technology, more and more teams are leveraging Jira to track their work. Here are some do’s and don’ts for Jira users.
Do
Here are some best practices and good habits:
Create Jira issues
Create a Jira issue any time you need to track a task. Jira can handle many millions of issues, so don’t worry about filing too many. Also, you can’t really break anything in Jira, so don’t be afraid to use it! The only thing your administrator can’t undo is deletion of data.
Break up large tasks into smaller ones
If you’re working on something big, create multiple issues to break it up into small, manageable chunks. For example, if the task is to make a cake, break that up into different sub-tasks for ingredient shopping, for mixing and baking the ingredients, and for icing the cake after it’s cooled. Ask your Jira Administrator about issue hierarchy in your application.
Breaking up work is also the way to assign multiple people to similar tasks.
Transition issues as you work
Transition issues forward in the workflow as you work on them in real-time. It’s your responsibility to make sure an issue’s current status mirrors reality.
Keep issue details accurate
Keep all issue details and fields up to date. It’s important to complete as many fields as possible and update them as soon as information changes. It’s OK if additional details become available after an issue is created. Add it to Jira right away so everyone has the best information.
Accurate information helps others find issues and generate reports. When an issue is complete, its information should serve as a legal and historical record of what was done.
Take action on issues assigned to you
If an issue is assigned to you, it meansyou need to take action! Look at the status to see what to do and look in the comments field for any notes left for you.
Fix incorrect assignments
If an issue is assigned to the wrong person simply change the assignee. Unassigned or incorrectly assigned issues create unnecessary delays.
Record action details
When you’ve completed an issue, add a comment explaining what you did, where or how you did it, and anything else others should know right now or in the future.
In the example, a typo on the company website was reported.
I fixed the typo and then added a comment showing I corrected the spelling of the word “customer”, that the change occurred in the first paragraph on the page, and the page I changed was named “terms.html”.
Now anyone who needs to verify my change knows exactly what to look for and where. This is just good record keeping.
Log time
When you’ve completed an issue, log how much time it took to complete. Get into this good habit, even if your organization doesn’t require it.
Logging work is NOT about how good or fast you are! It’s about planning, prioritization, allocation of resources, and improving estimation for future similar tasks.
For example, if my estimate is 1 hour and I’ve logged 3 hours so far, this could signal there are other factors making this task take longer than expected. Maybe the code is super complex, maybe I could some help clearing road blocks, or maybe I simply mis-estimated. In the real world, these things happen all the time! Jira just gives you a way to show it.
A final thought on time logging:
Do you submit a time card or a report of what you’re working on? Jira can handle both those things for you. No need for extra manual work! Ask your Jira Administrator about progress reporting and time logging in your Jira application.
Don’t
Now let’s cover a few things not to do:
Delete issues
If you don’t need an issue, it’s smarter to simply close it rather than delete it. Use the “Resolution” field to indicate no work is needed because it’s invalid, can’t be reproduced, is a duplicate, or won’t be fixed.
Report an issue and walk away
If you create an issue, you should follow it through to completion, be ready to verify the resolution, and be available to answer questions. If you create an issue and walk away, it might not be addressed any time soon.
Enter sensitive information
Don’t enter sensitive information into Jira or other applications. This is sometimes referred to as PII (personally identifiable information) or SPI (sensitive personal information).
Sensitive information includes passwords, personal data (social security numbers and mother’s maiden names), health information (like which health insurance plan an employee has) employment information (like citizen status or salary), and any proprietary or confidential personal or company information.
Contact your Jira Administrator,
Security, Legal, and Compliance teams for any company-specific policies.
