Project Configuration

Project Configuration

By setting up the project configuration, an admin can enable or disable various sharing options and define what information external users can view or edit.

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How to Navigate

1. Go to the Apps menu in the left-side panel of Jira.

2. Click on External Share.

3. Navigate to the Project Configuration tab.

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Multiple Configuration Presets

The default configuration can be edited and is applied to all projects in the instance unless a custom configuration is assigned.

You can also create exceptions by setting up custom configuration presets for specific projects. This allows you to apply different rules where needed.

• Default Project Configuration: Applies to all projects. (Enable/Disable)

• Custom Project Configuration: Can be assigned to one or more individual projects.

Enable or disable External Share

You can disable External Share for an entire project using the configuration settings.

This is particularly useful for private projects (e.g., for the HR team) that must not generate any External Share links. It allows you to secure a project temporarily without losing existing link data.

• If External Share is disabled, all existing links in that project will also be disabled but not deleted.

• When users try to access a disabled link, they will see an error message like the above image.

• If External Share is later re-enabled for the project, all previously created links will become active again.

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Project Configuration Options

General tab

• Issue Creation: Allow issue (work item) creation on board, filter, and timeline shares.

• Voting

• Other Default Settings - Customize default share names

  • You can customize the default names of shared issues, boards, filters, timelines, attachments, and redirects.
    Default names can include placeholders, which are automatically replaced with actual values when the share is created.

  • Available fields

    • ${userName} – name of the share creator

    • ${userMail} – email address of the share creator

    • ${creationDate} – date in dd/MM/yyyy format

    • ${creationUSDate} – date in MM/dd/yyyy format

    • ${creationTime} – date and time in dd/MM/yyyy HH:mm format

    • ${creationUSTime} – date and time in MM/dd/yyyy HH:mm format

  • Additional fields for Issue shares

    • ${issueKey} – key of the issue

    • ${issueSummary} – summary of the issue

    • ${issueParent} – parent issue key (if applicable)

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Fields tab

The Fields tab controls which Jira fields are available on shared Jira content.

The following options can be enabled or disabled using toggles:

• Only fields defined in this configuration are allowed on shared issues

• Only fields defined in this configuration are allowed on shared filters

• Summary and Description search box is shown on shared filters by default
  

These fields allow administrators to precisely define what external users can see and do, ensuring data visibility and editing permissions align with security and sharing requirements.

Each field can be configured separately for Issue view and Filter view, with fine-grained permissions such as:

• View

• Edit

• Add

• Delete

• View Content

 

Fields include as below:

• Components (View / Edit)

• Key (View)

• Budget field (View / Edit)

• Original estimate (View / Edit)

• Project (View)

• Description (View / Edit)

• Smart Checklist (View)

• Fix versions (View / Edit)

• Time tracking (View / Edit)

• Public Attachments (Add)

• Changelog (View)

• Attachment (View / Delete Any / Add)

• Checklist for Jira (View)

• Summary (View / Edit)

• Approval (View)

• Sub-tasks (View / Add / View content)

• Worklog (View)

• Created (View / Edit)

• Reporter (View / Edit)

• Priority (View / Edit)

• Labels (View / Edit)

• Weblinks (View)

• Affects versions (View / Edit)

• Due date (View / Edit)

• Status (View / Edit)

• Comment (View / Edit)

• Internal Comments (View / Add)

• Linked Issues (View / Add / View content)

• Updated (View / Edit)

• Assignee (View / Edit)

Admins can select additional fields by searching from the drop-down menu.

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Security tab

The Security tab allows you to configure link security settings, such as:

• Link Expiration Date: Set a required or optional expiration date and time.

• Password Protection: Allow or require a password for link access. The default length is 12 characters, but you can define a custom value.

• Public Link: Allow or Disable, On/Off

• Display Comments with Restrictions: Allow or Disable, On/Off

• Corporate SSO Login: Allowed, Required, or Disabled. You can also add an SSO Profile (see the SAML/SSO Setup Guide).

• Selected Users: Allow or require access for specific email addresses or domains.

• Defining the pool of accessible users:

• All users (default off)

  • Include JSM Customers

• From share (default on): Users visible in the share. If there are issues, this also includes users associated with the ticket through fields such as comment authors or mentions in rich-text areas like description, environment, or comments

• Selected users (Multi-select, default off): Use the Add button to manually include specific users or domains who should have access.

• Exclude (default off): Even if a user is covered by the "All" or "From Share" options, you can use the Add button under Exclude to strictly block their access.

 

• Fallback actor: When enabled, the system can automatically switch to a specified actor if the current one does not have permission. If the fallback actor is missing or also lacks permission, the share will be disabled.

• Limit shared issues only to current project: If it's enabled, only issues from the current project are shown on Board, Filter, and Timeline shares

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Audit tab

The Audit tab provides a history of configuration changes. It shows:

• When the project configuration was created

• Who created/updated it

• The date and time of the last update