Create dedicated user with limited access

Screenful needs to access your project data in Jira in order to populate the dashboards. The recommended solution is to use credentials of an existing user that is known to have access to the Jira agile board. If this is not possible or desirable, follow the steps below to set permissions so that you can limit the access to only those projects that you need to. 

Notice that you need an Administrator level permissions in order to perform the tasks below!
 

1 Create a new user and a user group

  1. Go to User Management

    2.  Create new user for Screenful (using an email address that you own)
    3.  Create an "integrations" usergroup (no permissions to start).
    4.  Assign Screenful user as a member of the integrations group

 

2 Grant Jira access for the user group

1 Go to application access configuration

  Select   Applications   from the Jira Administration menu on top right corner

Select Applications from the Jira Administration menu on top right corner

  Select   Application access   from the left menu

Select Application access from the left menu

2 Grant Jira access to the integrations group

 Click on  Add group  and then grant access

Click on Add group and then grant access

Now the newly created user can log in but cannot see or access any projects in Jira. To grant visibility to projects, you now need to assign the group to each of the projects that the user needs to see. 
 

3 Assign the user group to a project

1 Go to project users and settings 

 Click on  Projects

Click on Projects

 Select the project by clicking the name

Select the project by clicking the name

 Select  Users and roles  from the left side menu

Select Users and roles from the left side menu

2 Add user group to a role

  On Project Menu, Assign Group to Role

On Project Menu, Assign Group to Role

3 Make sure that the selected permission scheme for the project allows Project Role to Browse projects.

  If needed and Role to Permissions through Project Permissions (note that this is specific to roles on this project, so no role, no permissions

If needed and Role to Permissions through Project Permissions (note that this is specific to roles on this project, so no role, no permissions

Note that the Permission Scheme, while global, is being applied to this project specifically. Giving the user "browse on projects" will only apply to projects on which they have been assigned a role (see 2 above). So this new user can only in fact browse this specific project.
 

4 Repeat with all the projects included in the agile board

The filter query associated with an agile board defines which projects are used as a source for issues to be included in the board. In order to see all the issues, the user must have access to all those projects. Therefore, you need to look at the filter query and repeat step 3 (Assign group to a project) with all the projects included in the query. 

 
 Look at the  Filter Query  to see which projects are included in the agile board

Look at the Filter Query to see which projects are included in the agile board

That's it! You can test this now by logging in as Screenful user. You should be able to access the project and its issues. 

If you're using self-hosted Jira, you also need to make sure that the Jira API is accessible from outside your network.


Troubleshooting

Q: I've done the step above but still can't access the tasks in the board?

A: Please check your board filter settings

< back to main