Permissions Enhancements Suggestions: Creating and editing Ideas

[Mike Theis]

Hi JPD, My product team and I are really enjoying the new toolset. As we have been scaling the tool beyond small teams, we have been running into some governance issues as we try and have 90+ PMs manage their "project" issues within one JPD workspace. 

One specific challenge we are experiencing is that we would like to set specific fields that must be completed before a 'project' is allowed to be created within our shared space. We created an intake form for the space that does a good job of requiring fields, setting the standard intake type, and even the description template we want to see but our problem is that these users (creators) can also create 'projects' directly in the row within the workspace and bypass the form entirely. Is there any consideration in the future of breaking down the "Create and Edit" creator permissions into two separate options? If this was done, we would be able to remove the "Create" option but allow them to edit and manage their work once created through the intake with the required fields.

Another challenge we have experienced is general edit permissions. Since we have so many users in a shared space, it would be great to be able to restrict who can edit specific issues in the workspace by the creator, assignee, or other people fields on the issue. We are using this central space with the connections fields to manage dependencies (which is a huge improvement) but we have had a few instances where a user accidentally edits something they shouldn't.

Last consideration for the team... Is there any possibility to allow custom role permissions to be the board default role permission vs the Jira standard Creator role? If we were able to use some user permission features like the suggestions above, being able to set the custom role without the "Create" (in row) permission selected would be ideal as the team continues to grow / change, for example, and would reduce the governance burden on the large space.

Thanks in advance for reading my feedback and providing any suggestions or follow-up!

[Hermance NDounga · Accepted solution]

Hey Mike, 

It is not possible to prevent your creators to create ideas inline - they would need to be contributor in the project to be forced to use the form. Jira Product Discovery is actually made for PM to easily centralize their ideas, creating them on the fly is one of Jira Product Discovery benefit, and enforcing too many things creates a sort of burden that isn't pleasant. 

Instead I'd suggest to nudge your users on completing fields that should be and aren't. You can create automation rules that look that if an idea is in xx status, then the fields y and z should be filled. If they aren't, you can simply ping the reporter to ask them to fill them, and shedule this rule to run every week for exemple. 

Regarding edit permissions, you can add workflow properties, just like in Jira. So you can definitely say that if the idea is in status xx, then only the reporter can edit it. 

And so finally none of the two above proposed solutions are linked to permissions, but just so you know, you can create a custom role, and then assign a user group to this role, and simply add these new users to this group - all your users don't need to land on the default creator role if you don't want to use this in your project. 

Best Regards,
Hermance
Sr. Product Manager @ Jira Product Discovery