Administrator's Guide - 2.0
- Betsy Walker
- Daniel Wester (Unlicensed)
- Holly Wright
This guide applies to Delegated Project Admin Pro for JIRA version 2.0 and above.
On This Page
Video: Admin Overview
The following video provides a helpful high-level overview of the Administration features available within this add-on. See the Administrator Guide documentation below for additional details.
Selecting what to delegate
The first step in configuring the Delegated Project Admin Pro add-on is to adjust the settings on the Select What to Delegate screen to indicate which configuration types can be modified by your Delegated Project Administrators.
There are 2 possible modes for delegating certain aspects of project configuration to Delegated Project Administrators, as noted by the left and right sections of the screen:
- Basic "Guided Path", which allows them to switch a project from one scheme to another.
- Full "Self-Service", which allows them to customize a "Process Template", which is a set of configuration options controlling the issue types, fields and workflow that can be applied to a project. In Self-Service mode, the Delegated Project Administrator can also edit the Notification and Permission Schemes to customize them as desired.
The changes resulting from Self-Service mode can have a more significant impact on a project than Guided Path mode. Hence, it is best to use caution when configuring Self-Service mode. That being said, the Delegated Project Admin add-on ensures individual changes – from either mode – can be rolled back by a JIRA Administrator or a Delegated Project Administrator.
The choices you make on this screen affect the user interface your Delegated Project Administrators see. For instance, if you do not delegate Notification Schemes, then the Notifications tab will not appear in Guided Path mode; if you do not delegate any Statuses, then they will be unable to edit a workflow to add/remove a workflow step.
A JIRA Administrator can choose to delegate only via Guide Path mode, only Self-Service mode, or both. Please note that your selections on this screen will not be put into effect until you have selected your Delegated Project Administrators on the Select Who to Empower screen.
Guided Path
For each scheme type shown in the Guided Path section, click the 
icon to open a Delegation screen:
From this screen, you can configure which options are available to Delegated Project Administrators:
- None (Delegation disabled) - This will disable delegation for this type of scheme.
- All existing schemes - This allows Delegated Project Administrators to select from all of the relevant schemes in your instance.
- Exclude only specific schemes - This allows you to select which of the relevant schemes SHOULD NOT be available for Delegated Project Administrators to select from.
- Include only specific schemes - This allows you to select which of the relevant schemes SHOULD be available for Delegated Project Administrators to select from.
When "Exclude only specific schemes" is selected, you can select each desired scheme in the "Select schemes to exclude" dropdown and they will appear at the bottom of the popup.
Once a scheme has been added to the list, it can be removed by clicking the adjacent
icon.
When "Include only specific schemes" is selected, you can select each desired scheme in the "Select schemes to include" dropdown and they will appear at the bottom of the popup.
Once a scheme has been added to the list, it can be removed by clicking the adjacent icon.
Click Close when you are through making changes. This screen will be dismissed and the Select What to Delegate screen will be updated to reflect your selections.
Continue clicking the icon for each remaining scheme type shown in the Basic "Guided Path" section to ensure its delegation is set as desired.
Self-Service
As mentioned above, a Process Template is a set of configuration options controlling the issue types, fields and workflow that can be applied to a project. In the Self-Service section, the items shown for Issue Types, Fields, Workflows and Statuses are used within a Process Template and indicate what will be available for your Delegated Project Administrators to select from when adjusting a Process Template while in Self-Service mode.
Projects can have one or more Process Templates associated with them. For instance, you may have a project that supports multiple issue types. Three issue types use one set of field and the fourth issue type has a different set of fields. In this scenario, two Process Templates would be needed in order to ensure the appropriate behavior is carried out for the project.
The Groups item is used within Process Templates. Instead, it indicates what groups, if any, should be available for your Delegated Project Administrators to select from when editing Permission Schemes or Notification Schemes while in Self-Service mode.
Click the icon for any of the items shown in the Self-Service section to open a Delegation screen:
From this screen, you can configure which options are available to Delegated Project Administrators:
- None (Delegation disabled) - This will disable delegation for this particular item.
- All existing <items> - This will allow Delegated Project Administrators to select from all of the relevant items in your instance.
- Exclude only specific <items> - This allows you to select which of the relevant items SHOULD NOT be available for Delegated Project Administrators to select from.
- Include only specific <items> - This allows you to select which of the relevant items SHOULD be available for Delegated Project Administrators to select from.
When "Exclude only specific <items>" is selected, you can select each desired item in the "Select <items> to exclude" dropdown and they will appear at the bottom of the popup.
Once an item has been added to the list, it can be removed by clicking the adjacent icon.
When "Include only specific <items>" is selected, you can select each desired item in the "Select <items> to include" dropdown and they will appear at the bottom of the popup.
Once an item has been added to the list, it can be removed by clicking the adjacent icon.
Click Close when you are through making changes. This screen will be dismissed and the Select What to Delegate screen will be updated to reflect your selections. Continue clicking the icon for each remaining item shown in the Full "Self-Service" section to ensure its delegation is set as desired.
When you are through configuring what to delegate, click Select who to empower for each delegation approach at the bottom of the screen to move to the next step.
Selecting who to empower
The Select Who to Empower screen is where you will identify the project administrators who can perform actions against the items you selected on the previous screen.
In order to perform delegated administrative functions on a given project, a user must fall into one these categories:
- User Type: JIRA Administrator, which refers to members of the jira-administrators group. Members of this group do not have to have the "Administer Project" permission.
- User Type: Project Administrator, which refers to someone with the "Administer Project" permission.
- User Type: Trusted Project Lead, which refers to someone with the "Administer Project" permission AND who has been set as the Project Lead.
- Group: <groupname>, which refers someone with the "Administer Project" permission AND who is a member of the named group.
These first 3 categories appear on this screen by default. The fourth – Group: <groupname> – must be added for each group you wish to empower, by clicking Add a 'Trusted Admin Group' to empower.
Important
The permissions selected on the Project Administrator row act as a "base" set of permissions for the project administrators denoted in the Trusted Project Lead and Trusted Admin Group rows.
The Trusted Project Lead and Trusted Admin Group can extend the permissions given on the Project Administrator row, but it cannot narrow those permissions.
For example, if the Project Administrator was given the Process Templates permission but the Trusted Project Lead and Trusted Admin Group were not given this permission, the Trusted Project Lead and Trusted Admin Group will still be able to customize Process Templates because that permission was specified on the Project Administrator row.
As you can see, there is one column pertaining to Guided Path mode and (in blue) many columns pertaining to Self-Service mode. For each row, select the checkboxes that correspond to the type of project administration functions you want to delegate. Alternatively, you can use the Select All or Deselect All links at the end of the row.
When you are through making changes, be sure to click Save to save your changes or click Cancel to discard them.
Guided Path
In the Basic "Guided Path" section, each checkbox indicates the type of scheme that the Delegated Project Administrator will be able to switch to another existing scheme. Note that the checkboxes in this section have no effect unless you have delegated that type of scheme on the Select What To Delegate screen.
Self-Service
The Full "Self-Service" section is, by its very nature, more complicated. Here is what each checkbox means, and what aspects of the UI will be available to Delegated Project Administrators when they use the add-on's screens described in the User's Guide.
| Checkbox | Delegation It Allows | UI available to Delegated Project Administrators on the main Self-Service screen, when checkbox is selected | Types of Activity that |
|---|---|---|---|
| Self Service: Enable | Entering Self-Service mode |
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| Self Service: Disable | Exiting Self-Service mode |
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| Process Templates: Customize | Renaming, cloning, or removing a Process Template |
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| Issue Types: Select | Adding or removing an Issue Type |
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| Fields: Select | Adding or removing a Field from the Create, Edit and View screens. |
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| Fields: Edit | Making a Field required or optional, reordering a Field on the Create/Edit/View screens. |
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| Workflow: Switch | Associate the process template with another existing Workflow |
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| Workflow: Edit | Add a step/transition to the Workflow, edit the Fields available on the transition screen, reorder the Fields available on the transition screen |
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| Groups: Select | Allow the referencing of a Group or Group Custom Field Value (within a Permission Scheme or Notification Scheme), as long as a field of that type was delegated in the Fields section of the Select What To Delegate screen. |
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| Notifications: Edit | Edit a Notification Scheme to add or remove notification recipients |
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| Permissions: Edit | Edit a Permission scheme to grant or revoke a permission |
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Adding a Trusted Admin Group to empower
There may be times when you want a subset of Project Administrators to have greater control than other Project Administrators. In this scenario, you can create a group, populate it with the appropriate members, and then use the Add a 'Trusted Admin Group' to empower button to add a row on the Select Who to Empower screen for that group. You can then assign permissions to the selected group as desired.
Remember to click Save after making any changes.
How Scheme Customizations Are Protected
As soon as a scheme is changed in Self-Service mode, Delegated Project Admin will do the following behind-the-scenes:
- A new scheme is created by copying the original scheme and then applying the Delegated Project Administrator's changes. This scheme will contain "Delegated Project Admin" in its name to denote that it was created by the Delegated Project Admin add-on.
- The original scheme, when viewed using normal JIRA administrative screens, will appear with a
symbol. Because this scheme is no longer used, this symbol denotes that the scheme should not be deleted so that it can be restored should a Delegated Project Administrator choose to exit Self-Service mode.
For a project who was originally using a Issue Type Scheme named "PMS: Process Management Issue Type Scheme", this is how it would appear once an issue type was added or removed while in Self-Service mode:
Advanced Settings
The final step in configuring the Delegated Project Admin Pro add-on is to use the Advanced Settings screen to review the description of any fields you have delegated under the Full "Self-Service" Settings section of the Select What To Delegate screen.
If you wish to change any of the field descriptions, click the pencil icon. The Description will then be editable and you can click Update to save your changes or Cancel to discard them.
Once you've changed a field's description, a "customized" lozenge will appear next to the field and you will be able to click Reset to default to restore the original description.
