Exploring JIRA Admin Duties: A Comprehensive Guide to Managing JIRA and Users
In our last tutorial, we provided an in-depth examination of the JIRA workflow.
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Our focus today will be on JIRA Administration, providing a great opportunity to understand and grasp the admin functions of a Project/Incident/Test Management tool.
Not every tool offers the same ease of use or accessibility through the user interface (UI) as JIRA. As such, it’s crucial to grasp the principles behind the operations rather than getting caught up in tool-specific nuances. This understanding will guide your expectations when working with the administrative module of any tool.
=> Go Here For The Complete JIRA Tutorial Series
Remember: When you start a trial, a new JIRA URL will be generated for you and the first registering user will automatically become the admin. Use this initial login to explore the functions that will be discussed below.
Learning Outcomes:
JIRA Admin: Project Management
Project Management is a central and indispensable aspect of administration.
As a JIRA Admin, you can:
- Initiate a project
- Modify an existing project
Project Creation
Step 1: After login, you will notice several options on the Dashboard to begin:
Step 2: You can select any listed item or go with:
Alternatively, you can opt for the Administration -> Projects menu option:
On this page, you will discover the option to “Add Project”
Step 3: Any of the three methods above can be used to add a project. In the window that pops up, choose the type of Project.
Take Note: Pay attention to the “Import from external systems” link at the page’s bottom. This option can be utilized if you’re migrating from another bug/issue tracking system to JIRA, or if you have issues stored in an Excel spreadsheet. You can create a project by importing all issues from the CSV file into JIRA.
Step 4: Input the Project Name, Key (which can’t be altered later), and appoint a Project Lead (responsible for the whole project). Hit the Submit button when done.
Step 5: After the creation of the project, the details will be displayed. By clicking on the “Administration” link, you can then configure the project (or edit the settings if the project is already configured).
Project Configuration
As shown in the following illustration, the types of issues to be displayed, the workflow the project should adhere to, versions and components, people involved, and their permissions, among other settings, can be chosen. (Click to enlarge the picture)
User Management In JIRA
While creating a user is a critical component of User Management, it’s just one aspect of the process.
Significant tasks related to users that a JIRA Admin needs to undertake include:
- Modifying a specific user’s details
- Eliminating a user
- Establishing user groups
- Defining roles
- Managing permissions
- Establishing preferences
Detailed instructions for creating, deleting, and editing users will be provided below. For the other tasks, we recommend experimenting on the site using your trial login.
Note: You can add up to 10 users with the trial edition, which includes 9 additional users and 1 admin (you).
Firstly, navigate to Administration -> User Management:
There are two methods for adding users to JIRA:
- Create them manually
- Send the user an email invitation to join JIRA
Let’s examine manual creation in more detail:
Step 1: Click the “Create User” button shown in the image below:
Step 2: Fill in the user details in the “Create New User” dialogue box that appears. In the example below, only mandatory fields are completed. The remaining fields are straightforward and can be filled in as required.
Step 3: After hitting “Create,” the new user is added and the succeeding confirmation page is displayed.
An email containing instructions on setting up a password will be sent to the user’s email address. This password will allow the user to log in and use JIRA.
Second Method of User Creation: Email Invitations
Step 1: Click the “Invite Users” button on the User Management -> Users page, enter one or more email addresses in the dialogue box that appears, and press “Send”.
Step 2: Once the invitation has been successfully sent, a confirmation message will appear.
Step 3: When sending an email invitation, the user is not added until the recipient responds to the email invite with the necessary actions.
User Edit Process
Step 1: Navigate to the User Management -> Users page. All available users will be displayed. At this page’s top, you’ll find a “Filter” section where you can tailor the displayed user information. You can opt to leave it blank, in which case all users will be displayed.
Step 2: Below the filter, a table showcasing the users in a tabular form is found. (Click to expand the image)
Step 3: Look for the “Edit” link in the “Operations” column. To edit a user’s information, click the respective “Edit” link aligned with that user.
The following profile information can be edited.
User Deletion Process
To remove a user from JIRA, choose the “Delete” link corresponding to that user. A confirmation prompt will appear, giving you the option to either delete the user or cancel.
Additionally, a JIRA Admin can:
- Change the appearance
- Configure workflows
- Determine project/issue-level security specifics
- Add customized fields/screens
- Integrate a JIRA project with development tools to ensure immediate reflection of commits, changes, etc., in JIRA
- Change dashboard settings
- Set time/time zone data
- Establish and adjust email preferences
Keep in mind that more or less, the activities listed above are common responsibilities for