Automated project access assignment with JSM Self-Service

How our customer achieved a 5-fold acceleration with a JSM Self-Service Portal through automated project access allocation with 60% less administrative effort.

The initial situation

Organizations need to integrate multiple teams into a shared Jira instance, but face an important challenge: ensuring that each team's projects remain private and inaccessible to other teams. In addition, teams need the ability to manage their own access to projects without being granted full administrator rights to Jira.

The challenge

Through the automation of processes such as Automated project access assignment and user group distribution, tasks that were previously reserved for administrators can now be completed easily via a secure self-service system. This integration has made the process of granting access up to 5 times faster and significantly improved operational efficiency.

The requirements

To solve this, a self-service portal with Jira Service Management (JSM) was implemented. This system had to fulfill the following requirements:

  • Enabling employees to manage project access independently.
  • Maintaining strict data protection controls and project security.
  • Reduction of the administrative workload for administrators.
  • Speed up the process of assigning access and setting up projects.
  • Improving operational efficiency and team autonomy.

The solution

With the Jira Service Management (JSM) Self-Service Portal and Automated project access assignmentyour team can take control of their project involvement - while maintaining strict access permissions. This means that employees can gain access to projects for which they are authorized without the intervention of an administrator.

Your organization needs to integrate multiple teams into a shared Jira instance, but faces an important challenge: ensuring that each team's projects remain private and inaccessible to other teams. In addition, teams need the ability to manage their own access to projects without being granted full administrator rights to Jira.

The self-service portal uses Jira Service Management and automation to optimize user access while maintaining strict security controls.

This is how it works:

Use case: Self-service portal for project management with Jira Service Management

Project access request via self-service

Use case: Self-service portal for project management with Jira Service Management

Project selection via self-service

Project creation

  • When a new project is created, automations are triggered to ensure secure access and management:
  • Automatic privacy settings: Access to the project is immediately set to private so that only authorized team members can view or participate in the project.
  • Group creation: A group with the same name as the project is automatically generated, which manages user access for this specific project.
  • Asset creation: The project is recorded as an asset in the system so that it is easily accessible in the self-service portal for future use.

Controlled user access

  • When users need access to a project, the self-service portal automates the process securely:
  • Restricted project selection: Users are presented with a list of only those projects to which they have access.
  • Automated user assignment: As soon as a user selects a project, they are automatically added to the correct group via Jira's REST API without the need for an administrator to intervene. The system guarantees that users only have access to approved projects.

Automated project removal

If a project is no longer active, automation takes care of the cleanup:

  • Removal from the self-service portal: The project's asset is deleted so that it no longer appears in the portal and access is completely revoked.

Self-service for business teams

Automate repetitive tasks and increase the productivity of your teams by up to 50%

The results

Seamless project access without administrator involvement

Employees can manage their project access independently without having to rely on administrators, ensuring smooth workflows with security intact. This autonomy has led to a 50% reduction in support tickets related to access requests, allowing IT teams to focus on more important tasks.

Strict project security and data protection

The system ensures that each team can only access the projects for which they are authorized. Unauthorized access is automatically prevented, even in a shared Jira environment, ensuring that sensitive information remains protected.

Minimized administrative effort

Administrators can focus on more strategic tasks by automating repetitive tasks such as project access and group management. This reduces their administrative workload by 60% and speeds up the process of granting access by up to 5 times.

Accelerated project introduction

Automations optimize the setup of new projects and ensure that teams can start collaborating without waiting for manual configurations. This reduces delays, speeds up the onboarding process and improves overall productivity.

Conclusion

By implementing the self-service portal and automation features of Jira Service Management, organizations can improve their Project access assignment optimize collaboration, reduce administrative overhead and improve team autonomy - all while maintaining robust security measures. This solution increases both efficiency and security, making it easier for teams to collaborate effectively without delays caused by manual processes.

Self-service for business teams

Automate repetitive tasks and increase the productivity of your teams by up to 50%