How to "hide" or "archive" a ticket with the cloud version ?

[Pierre-Yves Cloux]

Please can you tell me how to ensure a ticket is kept (for auditing purpose) but not visible anymore to anybody else that a selected group of user ?

[Ste Wright · Accepted solution]

Hi @Pierre-Yves Cloux 

Unlike Data Center, Jira Cloud only has Project Archiving - not per Issue archiving.

There is a feature request for this - view/vote for JRACLOUD-5843

There are some alternatives I can think of (aside from just using JQL to limit the visibility of Issues on boards, etc past a certain updatedDate).

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Archive Project

Use a separate Project to store older Issues

• Create a new Project - eg. Archive Project
• Add a Permission Scheme, limiting Browse Projects to those who need access
• Use Automation to archive Issues - for example...
  • Trigger: Scheduled
    • JQL: updatedDate < -30d
  • Action: Move Issues - to Archive Project

I would consider...

• Whether archiving is always scheduled, or if users should have the choice to manually trigger this
• If it would be beneficial to confirm which Project the Issue was moved from - for example, setting this as a label, or into a custom field
• If Issues can be restored - and how this would work

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Issue Security Scheme

If you want to archive the Issues in place - i.e without moving them into a separate Project - an alternative is to use an Issue Security Scheme

• Create a user Group - eg. archive-access
• Create an Issue Security Scheme - eg. Archive Scheme
• Add a Security Level - eg. Archive - and add the Group archive-access as a member
• Use Automation to archive Issues by setting their Security Level - for example...
  • Trigger: Scheduled
    • JQL: updatedDate < -30d
  • Action: Edit Issues 
    • Security Level: Archive

I would consider...

• If users should have the choice to manually trigger this
• If another rule is required to allow Issues to be restored - or if this would just be a manual process
• Filtering the Issues out of boards, dashboards, etc - otherwise the small number of users with view access would still see these as counted

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Let us know your thoughts, or if you have any questions!

Ste