giving write access to shared board to users without access to the governing project

[Stefan Mueller]

Hello there,

the situation is as follows. There are two separate Jira projects, one for each party, as each party has confidential issues. 

There are also issues which are resolved in collaboration, preferable even on the sub-task level.  There is a project independent board what filters these issues and makes them available to the Jira projects of both parties. This approach enables us to create an issue only in one of the projects and to make it visible to the other one.
The next step is to give the other side also write access to these shared but not owned issues. How can we achieve this?

 Thank you

[Petter Gonçalves · Accepted solution]

Hello Stefan,

Could you please provide us more information about the approach you mentioned below?

There is a project independent board what filters these issues and makes them available to the Jira projects of both parties. This approach enables us to create an issue only in one of the projects and to make it visible to the other one.

I ask this question because even if you share both projects in a single board, you'll still need to provide the users with the Browse Projects permission to allow them to see these issues, however, they would also be able to see the confidential issues of your projects since the permission scheme is applicable to the entire project and not per issue.

Anyway, I understand that:

1 - You would like to share issues of both projects for both teams, but hiding the confidential ones.

2 - You would like to give them the permission to edit the issue on both projects, but avoiding it on the confidential issues as well.

Analyzing your current requests, I think the best option for you would be to:

- Give the browser projects and edit issues permissions on both projects for both teams

- Use the Security Level feature to hide the confidential issues:

Configuring issue-level security

Please, let me know if this is the option you are looking for or if you have any questions about it.

[Stefan Mueller]

Hello Petterson,
I'm sorry for replying that late.

I read Configuring issue-level security

and look likes that it is possible but haven't understood yet in what detail, in sense of possbile limitation etc.

So I thought a while how to answer

Could you please provide us more information about the approach you mentioned below?

Eventually, I made  little drawing hope that illustrates my intentions well enough 

[Stefan Mueller]

@Petter Gonçalves, is my drawing helping you?

[Stefan Mueller]

@Petter Gonçalves  any input needed?

[Petter Gonçalves]

Hello Stefan,

Sorry for the late reply.

Checking your drawing, I could understand the following goals:

- You have two teams: Tom&Jerry and Garfield

- JIRA Story Food together with all its sub-tasks and related tasks should be shared to the users in both projects, with both teams been able to access/edit the issues.

- JIRA Story Peace together with all its sub-tasks and related tasks should only be shared with the Tom&Jerry project

- JIRA Story Avoid Work together with all its sub-tasks and related tasks should only be shared with the Garfield Project.

If that's what you meant, you can perform the following steps to achieve it:

1 - Give on both projects the permission to browse projects and edit issues for both teams.

2 - Create two security levels: Tom&Jerry and Garfield

3 - Add both teams to their respective security levels

4 - Add the Tom&Jerry security level in the JIRA Story Peace and JIRA Task Let's talk

5 - Add the Garfield Security level in the JIRA Story Avoid Work and JIRA Task take a nap

6 - Leave all other issues without any security levels, so both teams can access and edit the issues

Let me know if this information helps.

[Stefan Mueller]

Hello,

@Petter Gonçalves better late than never ;).
you understood correctly, thank you very much for the input.
Could you answer the remaining questions?

1. that could be an insecure approach as you have to add the security level actively. If you want to create a Task what shall be only seen by TEAM Garfield but you forget to add the security level TEAM Tom&Jerry sees it too. 
   Any chance to make a security level as default value.
   
   
2. how can I ensure that only certain members of a TEAM can remove the security level?
   
   
3. Can I add the security level to sub-tasks as well?
   
   
4. As you can imagine TEAM Garfield can be quite lacy, so they want to work in a single project only. How can I make it possible that their Project lists the common tasks, created in the Project Tom&Jerry, as well?

[Petter Gonçalves]

Hello Stefan, 

answering your questions:

1 - Yes, you can select which security level should be the default one in the Project Settings > Security once you add a security Scheme to your project. the selected one will be added by default when you create an issue unless the user which is creating the issue have the permission to change the security level and manually set it to a different value.

2 - You can choose who can set the security levels on issues by adding users to the Set Issue Security permission in project settings > Permissions

3 - Yes, the Security levels are also applicable to Sub-tasks

4 - You can create a board in the Garfield project and configure its filter to return issues from both Garfield and Tom&Jerry projects in the board settings > General > Edit filter query. P.S: The Garfield project should be using the classic template (Not next-gen) to allow this possibility.

Let me know if this information helps.

[Stefan Mueller]

@Petter Gonçalves that helps a lot 

1. good :)
2. great, could that be integrated into a workflow otherwise the user has to inform the guy with the permission for each shared issue created
3. I start playing around but I get only 
   where can I change that setting (we run Jira v7.11.2 DC)
4. I reckon you mean Working with next-gen software projects, Everything you want to know about next-gen projects in Jira Cloud. Any idea when that future will be available in next-gen projects?

[Petter Gonçalves]

Hello Stefan,

I'm glad to know my answer has helped you.

Answering your new questions:

1 - You are most welcome! :)

2 - Unfortunately, the default issue security cannot be set on a workflow basis. We've created a feature request about this, however, we have decided to not implement it in the near future.

That been said, check the workaround provided by Ro in the last comment of the feature request, it may help you achieve your goal.

3 - Indeed, the security levels of sub-tasks are inherited from the parent tasks and cannot be independent. This functionality was also required as a feature request. Although it was not implemented, it also has some possible workarounds provided by other customers facing the same problem.

4 - Indeed, we have a feature request opened to allow the customization of board features in Next-gen:

- Ability to configure board filters for next-gen project

Although we still don't have an ETA for it, feel free to vote and watch the suggestion to increase its priority and also receive notifications about any updates.

Also, you can check the Next-gen roadmap to know what are the next features to be implemented:

Next-gen roadmap for Jira Software Cloud