2 questions in one: work management project questions

[Stephanie Skantze]

I recently found work management templates.  All of my projects are internal and we use company managed templates for our many projects.  

I now have an external facing project where I need just a few users to have access.  What is the best way to limit access to the project? 

Also, I would like to use the campaign work management template, but I would like to change the workflow slightly (I don't need the 2 done statuses and I would like to rename some of the in progress.  What's the best practice here or is it even possible?  Or should I start from scratch?

[John Funk · Accepted solution]

Hi Stephanie,

Jira Work Management projects can use templates to get help you get started quickly. But after the project is created it is just like Jira Software Company-managed projects as far as structure is concerned.

Which means that each scheme for the project is created when the project is created and can independently be modified. 

So, you can modify the Permission Scheme for the project to allow others to see the project (like outsiders). But they will need to be licensed users. Also, you need to check the permission scheme for all of your other projects to be sure they don't allow everyone in your instance to have access to them.

Finally, you should just modify the workflow for that project. If you create another project using the same Template, it will create a new workflow scheme anyway. All of this to say with the caveat that you created the projects using the templates and did not create the project based on another existing project. 

I hope that helps!

And if you will allow a shameless plug, I wrote a book on Jira Work Management that was published earlier this year. You can find it on Amazon and O'Reilly, but if you purchase from the publisher (Packt) you can get a 25% discount with this code: 25John

https://www.packtpub.com/product/jira-work-management-for-business-teams/9781803232003

[Danno]

Arrgh! @John Funk just when I was getting used to you being a very knowledgeable resource here. 😥

I haven't checked out your book yet so I may be speaking out of turn here but I am under the impression that the Jira Work Management Structure is the same as what I know as a Business project.

I used a business project to create an e-Purchase Requisition system. I wasn't monitoring it closely until I started getting asked where a particular issue had gone. It was still in the system if you searched for it, It showed up in the List view but was no longer on the Kanban board. It turns out that the default is if an issue doesn't get updated within the 14-day limit it gets dropped off the board as if it were in the Done (resolved) column.

Can you speak to this "feature"?

[John Funk]

Well, not sure what I’ve done to disappoint you. But I’m sure it won’t be the last time either. 😊

yes you are correct in that your work management is really just a rebranding of Jira  Cloud Core with some new and really nice features added.

and yes, the board is still very limited. The set length of time for cards to appear on the board is until two weeks after they have moved to Dine. Then they disappear. There’s really nothing you can do about that or to change it. My hope is they will add some additional filter functionality that will let you hide those on demand as they have done with the list screen. but it’s not there yet.

[Danno]

I would expect no less. 🤣

[John Funk]

Hahaha - thanks for keeping me in line

[Benjamin]

HI @Stephanie Skantze ,

Since you have site-admin privileges, you have the ability to do all that you are asking.

For limiting access, it will be based on what you want to limit. If you just want the users to just to view issues only, you can just place them in roles with just browse issue permission.

Would not recommend changing the status name because this will impact other projects. You can add new ones and remove ones you don't want. No need to restart from scratch.

Thanks,

Ben