Hiding Work Items from Users with Security Schemes Automation

Use Case:

When working on Jira projects where multiple outside of the company users have access to them, such as customer-facing projects, you may want to limit the visibility of these users to some work items (i.e., limit companies to only visualize work items related to them). In this scenario, you can build an automation within Jira that, once a specific trigger is met, will hide the work items of the project from certain users, or simply only display the work items that are related to these users.

1. Creating your Security Scheme

• Click the Settings/Gear Icon at the right upper corner, and click on "Work Items."

• Under "Work Item Attributes," select "Work item security schemes."

• Click "Add work item security scheme."

• Add a name to your new security scheme, and feel free to add a description to it, then click "Add."

2. Setting Up the Security Levels

• After creating your new security scheme, click "Security Levels."

• Each security level can be configured so that users within it can only visualize the work items related to them. Add a name for that security level, a description, and click "Add security level."

• After creating your new security level, you can add users or groups of users to it, then click add to start adding users to that security level.

• From this screen, you can define how you’d like to add users to this security level. In this example, we will be adding a single user who was recently invited to the organization. However, you can also bulk-add users based on their roles, groups, or utilize a custom field to define which users should be added. Click "Add" to finish editing.

• You can then see the users added to this security level. You can remove previously added users, and/or add more users to it if you need to.

3. Enable Security Schemes for Your Company Managed Project

Be aware that only Company Managed Projects can utilize Security Schemes. If you are using a different type of project (such as Team Managed), you may need to migrate the work items to the proper type of project.

• Go to your Project settings:

• Under Work Items, click "Security."

• Click "Actions," and then click "Select a scheme."

• Select the created scheme for your project, and click "Next."

• Click "Associate."

• The security scheme is now set for your project.

4. Set Up the Automations

You can now set an automation to define when a work item should be available for a specific user or group of users, based on a trigger.

• Create an automation from scratch, and the first operator can be "When: Work item created." Meaning we would like to trigger the automation as soon as the item is created.

• The second operator would be "IF: Company name contains Company X." This means the automation should kick in when a work item is created, and the field "Company name" has a string value "Company X."

• The third operator should be "THEN: Set work item security level." As a result, we will be changing the security level of that work item to the desired security level, as long as it has the field "Company name" with the value "Company X."

• This is how our rule looks. We can then turn it on for it to take effect.

5. Test your New Automation to Validate its Functionality

We can now test the automation to verify if it’s working as expected. Please be aware that you might have to build multiple automations or edit your existing automation to cover all the possible scenarios when dealing with multiple companies or users within a single project.

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