User Management
User Management for Jira provides a workflow post function that lets you run these actions on a user:
- Deactivate - Transition to deactivate the user.
- Reactivate - Transition to reactivate the user.
- Delete - Transition to delete the user.
- Remove all groups - Transition to remove all the groups from the user.
- Remove application groups - Transition to remove all the application groups from the user.
The User Management Action post function can run an action, e.g. 'Deactivate' on a user selected from one of the transitioning issues fields or, e.g. the assignee or any custom field that contains the user's 'USER_KEY'.
User Management post functions can perform actions that should only be available to Jira administrators.
To help ensure these are never added to transitions that are available to non-admins User Management requires that the post function is explicitly enabled for each project you would like to use it in.
Pre-Post Function Configuration
To enable the post function in a specific project:
- Go to 'Jira Project Integration' on User Management's side panel and click 'Project restrictions'.
- Enter the project you wish to grant access to for post functions.
- Go back to the overview page and select 'Field Mappings'.
- Create a 'Field Mapping' for your project and have at least one 'Issue Field' with a 'User Field' value of 'USER_KEY'. Click 'Save'. For more information on 'Field Mappings', click here.
You have everything configured for a 'User Management Action' post function.
How to Configure a Post Function
You will need permission to edit the project if you wish to add a post function. You can either make a completely new workflow for the project or add to the existing one. However, it is expected you have some knowledge of workflows when doing this. In this guide, we have already set up the workflow to have a 'Deactivate' and 'Reactivate' status as well as transitions between everything (Skip (do not run this action), Pre-Reactivate, Pre-Deactivate, Reactivate, Deactivate, and Reopen). Follow the Atlassian documentation on Working with workflows to set up your workflow for your project.
- Follow the Atlassian Documentation on how to add a post function to your workflow.
- When you get to the step for adding the post function, select 'User Management Action' and click 'Add'.
- Next, you will see three fields you need to configure for User Management's post functions to work. They are:
- Select the authorising user for this action - The user authorising the action performed.
- Select issue field containing the user key to act on - The 'Field Mapping' field that contains the 'USER_KEY'.
- Select action to perform on user from the issue field - The action to be performed on the user.
- Enter the details for the fields and click 'Add'.
- You can see the post function at slot number 1. Feel free to re-arrange the post function lower down if need be. Repeat steps 2-4 if you have other transitions you wish to have 'User Management Action' post functions associated with.
- Click 'Publish' to update your workflow. Creating a backup copy of your workflow when publishing is recommended if you edit a live workflow.
You have now successfully configured the 'User Management Action' post function. Continue reading below on creating a pre-configured ticket for easy use with the post function.
Using the User Management Action post function
Using either 'Scheduled User Actions' or 'Bulk User Actions', you can easily create a Jira Issue Ticket that is set up to use your workflow post function. We will show you with 'Bulk User Actions'.
- Select the users you wish to create Jira Issues and click 'Confirm selection'.
- Select 'Create Jira Issue' from the action options and click 'Next'.
- Select the 'Field Mapping' that you used in your 'Pre-Post Function Configuration' and click 'Next'.
- Click 'Confirm' to run the action. You will now have an issue created for each user.
- Navigate to your project and open the issue created. In our case, the 'USER_KEY' was the title, and we have our 'Pre-Deactivate' transition. Click on your corresponding transition.
- Continue clicking through your transitions until you get to the one with the 'User Management Action' post function. In our case, one of them is 'Deactivate'. Click the transition.
By clicking the transition, User Management will execute the assigned action. The image below shows that the user was indeed deactivated.
In our example, we also had a 'Reactivate' transition. Therefore, we could 'Reopen' 'RED-3' and go down the 'Reactivate' transition path instead, which would then reactivate this user.
- Reopen the ticket.
- Transition through 'Pre-Reactivate'.
- Click 'Reactivate' to process reactivating the user.
- Check that the user has successfully been reactivated.
