How to limit browsing ability so only members of the project can view their projects.

[Shuky Afreen]

1. I am trying to restrict the ability to view ALL projects to only projects that users are included in. All the projects/boards have different members so creating various groups in the User Management section would become really difficult to manage. 

I'm unsure how I can achieve this and think there must be a way to restrict browsing ability in a simpler way. 

2. How can I organise the "Project List" in folders or in a organised way as it's just a long list and we have lots of projects which we have to manually scan the list for. 

[Rik de Valk]

Hi @Shuky Afreen

You can achieve this by adjusting the Default Permission Scheme by going to System Administration > Issues > Permissions Schemes (If your projects use a different permission scheme, you'll have to adjust that scheme instead of the default).

You have to find the permission "Browse projects" and remove the 'Any logged in user' option. 

Next - still in this permission scheme -  you have to grant the "Browse projects" to the project roles (Developers, Administrators). 

Now any Jira user will not see the project or any of the issues in it, unless they've been given the Developer or Administrator role on the project.

For your second question, you can use Project Categories. Project Categories are 'folders of projects'.

First, you'll have to create Project Categories by going to System Administration > Projects > Project categories. There you create your 'folders' as Project categories.

Next, you can open a project and go to the Project Settings. And under Details you choose the project category. You can do this for every project so that each project is assigned to a category.

Enjoy Jira! Cheers, Rik

[Shuky Afreen]

Hi @Rik de Valk 

Thank you for your detailed response!

1. I tried that and named a role "Team Member" but they were still able to see the project name on their list of projects but when they clicked on it, it would say error. 

I want to keep it relevant to the logged in user. I need to find how to turn of email notifications when I go to "view as..." so I can keep checking. 

2. Yes, I've used the Project Categories as a form of organising however, the more projects the longer the list so it's not the quickest way to find a project. Is this the only way to organise it currently? 

Thanks.

[Rik de Valk]

Users without the Browse Projects permission on the project cannot see the project.

So somehow this user will still have permission to browse the project.

To troubleshoot this:

1. Open the project
2. Go to Project Settings
3. Go to Permissions > see which users and groups have the Browse Projects permission
4. Go to People > see which groups and users have been assigned a project role

The user is either individually given a project role, or is part of a Group which has been assigned a project role.

[Mikael Sandberg]

Hi @Shuky Afreen,

Welcome to Atlassian Community!

The way to do it is to use the Project roles to control who can view projects, and then create a permission scheme that only allows, for example, users in the user project role to browse the project. By using project roles you can delegate the control of who should have access to a project to the project administrator.  

[Mikael Sandberg]

This gives you an overview on how permissions works in Jira, https://support.atlassian.com/jira-core-cloud/docs/how-do-jira-permissions-work/

[Shuky Afreen]

Hi @Mikael Sandberg

Thank you! 

After the permissions have been adjusted, is there a way to hide the projects from the main list so the end user will not be able to view it or click it to find they don't have the permissions. 

It will make the view of the project list more relevant. 

Thanks.

[Mikael Sandberg]

Once you configured the permission scheme users will only see the projects that they have access to.