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  1. Jira Service Management Cloud
  2. JSDCLOUD-4382

Allow turning off sharing request with Organization by default

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      NOTE: This suggestion is for JIRA Service Desk Cloud. Using JIRA Service Desk Server? See the corresponding suggestion.

       

      THIS ISSUE HAS BEEN CLOSED.

      I'm happy to share that this has now been implemented. Admins can change the default Organization sharing behaviour by going to Settings > Products > Configuration (under Jira Service Management), within the "Organization management" section.

      UPDATE: 7th October 2020

      Hello all! Am happy to share that we have now actively picked up this ticket and will be resolving it shortly. Will provide another update when we're done. 

      Thanks for all those who offered to talk to us, we've spoken to some folks and are good to go with the solution for this problem.

      Be in touch soon

      Liron and Jira Service Desk team 

       

      Problem Definition

      The customer creates an issue (without paying attention to the bottom of the customer portal) and this issue is being shared within their organization.

      Suggested Solution

      1. To turn off the Request Sharing within the user's Organization.
      2. To change the default setting: Private or Shared
      for the issues being created via both the email channel and the customer portal.

      Workaround

      Create a "dummy" organization and add all customers to it, so when raising a ticket through the customer portal the private will be the default. When customers have only one organization, the default is to share with the organization and when the customers have two or more organizations, the default is private.

      • Side effect of this workaround: all customers will have access to each other's ticket since they are part of the same organization. You can simply create an issue security scheme with the following option and defaulting to it on creation:
        Security Level:
        Private View
        Description: Customers can access issues only they raised regardless of Organizations. Roles/Groups Applicable to Current assignee, Project Role (Service Desk Team), Reporter, (Any other group/project role that requires access to the ticket)

      If a customer wants to share with an organization, they must request it from the Service Desk (e.g. in the ticket saying I want to share it with my organization) and the agent can simply edit the security level dropdown in the ticket to set it None. The ticket will still be logged within the organization and available for reporting.

            [JSDCLOUD-4382] Allow turning off sharing request with Organization by default

            Pinned comments

            oli added a comment -

            Hi everyone,

            I'm happy to share that this has now been implemented. Admins can change the default Organization sharing behaviour by going to Settings > Products > Configuration (under Jira Service Management), within the "Organization management" section.

            Cheers,
            Oli and the Jira Service Management team

            oli added a comment - Hi everyone, I'm happy to share that this has now been implemented. Admins can change the default Organization sharing behaviour by going to Settings > Products > Configuration (under Jira Service Management ), within the "Organization management" section. Cheers, Oli and the Jira Service Management team

            All comments

            Glad to know that this is in "fixed" status but maybe my solution helps someone - I don't use "Organizations" field anymore. I use a solution with custom field + Automation for: 

            • Service Management Agents to see quickly from which department the reporter is from
            • Create reports with department statistics

            How I use my custom department field: 

            I have created a new cascade field "Departments and Units" because our companies structure has two hierarchy levels. 

            I have set up an Global Automation because I use it in several projects but it can be done in projects automation too:

            Trigger: "When value changes for" -> "Reporter"

            Condition: "If: Issue matches JQL" - > this is optional but I use it to restrict to certain projects/issue types. 

            Branches for each "Department and Unit" value (in my example I show only two). 

            Branch - "For current issue"

            Condition: Reporter is in group XXX

            Action: Then Edit issue fields - > Advanced (JSON) 

            {
            "fields": {
            "Departments and Units" : {"value": "XXX", "child":

            { "value":""}

            }
            }
            }

            Branch - "For current issue"

            Condition: Reporter is in group YYY

            Action: Then Edit issue fields - > Advanced (JSON) 

            {
            "fields": {
            "Departments and Units" : {"value": "XXX", "child":

            { "value":"YYY"}

            }
            }
            }

             

            Now every time that some user creates an issue, automation fills the custom field of users department/unit so agents can see that quickly and that custom field can be used in several reports. 

            For example I use a dashboard gadget "Two dimensional filter Statistics" that has a filter of issues I want to count and shows "Departments and unit" on one axis and "issue type" on other. There I can see which Department or Unit has created the most or least requests and which issue types. 

            Some things I noted:

            • I divided my automation to several different automations as there is a limit of the components in one automation so if you have many departments, it may not fit in to one automation.
            • There might be issues with the automation setting the wrong department because user is in several groups. I fixed some of those by just editing the automation condition in this users group branch by adding additional conditions to one condition component with "All match"

            Reporter is in group YYY

            Reporter is not in group XXX 

            • If you don't need to use cascade field, then you don't have to use Advanced Action with JSON either - then it can be done with regular "Edit issue fields" action . 

            Kerli Loopman added a comment - Glad to know that this is in "fixed" status but maybe my solution helps someone - I don't use "Organizations" field anymore. I use a solution with custom field + Automation for:  Service Management Agents to see quickly from which department the reporter is from Create reports with department statistics How I use my custom department field:   I have created a new cascade field "Departments and Units" because our companies structure has two hierarchy levels.  I have set up an  Global Automation  because I use it in several projects but it can be done in projects automation too: Trigger:  "When value changes for" -> "Reporter" Condition:  "If: Issue matches JQL" - >  this is optional but I use it to restrict to certain projects/issue types.   Branches for each "Department and Unit" value (in my example I show only two).   Branch  - "For current issue" Condition:  Reporter is in group XXX Action:  Then Edit issue fields - > Advanced (JSON)  { "fields": { "Departments and Units" : {"value": "XXX", "child": { "value":""} } } } Branch  - "For current issue" Condition:  Reporter is in group YYY Action:  Then Edit issue fields - > Advanced (JSON)  { "fields": { "Departments and Units" : {"value": "XXX", "child": { "value":"YYY"} } } }   Now every time that some user creates an issue, automation fills the custom field of users department/unit so agents can see that quickly and that custom field can be used in several reports.  For example I use a dashboard gadget "Two dimensional filter Statistics" that has a filter of issues I want to count and shows "Departments and unit" on one axis and "issue type" on other. There I can see which Department or Unit has created the most or least requests and which issue types.  Some things I noted: I divided my automation to several different automations as there is a limit of the components in one automation so if you have many departments, it may not fit in to one automation. There might be issues with the automation setting the wrong department because user is in several groups. I fixed some of those by just editing the automation condition in this users group branch by adding additional conditions to one condition component with "All match" Reporter is in group YYY Reporter is not in group XXX  If you don't need to use cascade field, then you don't have to use Advanced Action with JSON either - then it can be done with regular "Edit issue fields" action . 

            Maybe what I wanted was for that field of sharing not to show in the portal - it has zero value for us – and it was just a confusing option for our internal customers. If I am sending a request to HR - why would I share with the whole organization that I a member off?  I imagine this is case specific for us; as I have read how other users here want the feature – I wanted to eliminate that field from the portal (not to enable or not the behavior behind it of auto-sharing)-- in my test users randomly opted to share - not understanding what that meant...Thanks

            Juan Burgos added a comment - Maybe what I wanted was for that field of sharing not to show in the portal - it has zero value for us – and it was just a confusing option for our internal customers. If I am sending a request to HR - why would I share with the whole organization that I a member off?  I imagine this is case specific for us; as I have read how other users here want the feature – I wanted to eliminate that field from the portal (not to enable or not the behavior behind it of auto-sharing)-- in my test users randomly opted to share - not understanding what that meant...Thanks

            Thank you for finally addressing this issue! Definitely a huge help. 

            Kevin Ultsh added a comment - Thank you for finally addressing this issue! Definitely a huge help. 

            Thanks for the update, Uwe. I agree ... that is the solution ... but I still wonder if there is a way at all to limit organization sharing (i.e the Share with field on the SDs)? We would like to allow sharing with individuals still not to the Organization. I wonder if the numberous issues I have upvoted and watched are the wrong ones or not.

            Please advise if anyone else knows of a solution/workaround?

            Thank you

            Yatish Madhav added a comment - Thanks for the update, Uwe. I agree ... that is the solution ... but I still wonder if there is a way at all to limit organization sharing (i.e the Share with field on the SDs)? We would like to allow sharing with individuals still not to the Organization. I wonder if the numberous issues I have upvoted and watched are the wrong ones or not. Please advise if anyone else knows of a solution/workaround? Thank you

            Paul Haley added a comment -

            Awesome! Thanks for the info.  

             

            jira/settings/products/jira-service-management-configuration

             

            Note the workaround that has been in play for years still hold true if you are a member of multiple orgs.  Personally I think the org feature should be scrapped.

            Paul Haley added a comment - Awesome! Thanks for the info.     jira/settings/products/jira-service-management-configuration   Note the workaround that has been in play for years still hold true if you are a member of multiple orgs.  Personally I think the org feature should be scrapped.

            Uwe Haase added a comment -

            Hi!

            This bug is fixed - you can switch the issue sharing off by configuring it at "Project settings > Customer permissions >  
            change the Global settings > Should new requests automatically be shared with a customer's organization? > Yes ... / No ..."

            Uwe Haase added a comment - Hi! This bug is fixed - you can switch the issue sharing off by configuring it at "Project settings > Customer permissions >   change the Global settings > Should new requests automatically be shared with a customer's organization? > Yes ... / No ..."

            Hi - are we working on this? At least an explanation that it states that if you select the issue will be shared with the whole org... (not a solution - but at least something to clarify what "sharing" means for the user...

            Juan Burgos added a comment - Hi - are we working on this? At least an explanation that it states that if you select the issue will be shared with the whole org... (not a solution - but at least something to clarify what "sharing" means for the user...

            I think it is a bug.  

            Even though I have set not to share the request with organization by default, It still shares it.

             

            sgandhe@rodmanmedia added a comment - I think it is a bug.   Even though I have set not to share the request with organization by default, It still shares it.  

            Totally not useful solution, I am getting hit by so many bugs/ un necessary features or missing features.
            When can you provide some real solutions to your Problem Atlassian?

            Aashutosh Kumar added a comment - Totally not useful solution, I am getting hit by so many bugs/ un necessary features or missing features. When can you provide some real solutions to your Problem Atlassian?

            Hi again - Just posting back to see if I can get some feedback on this. The original issue is that the Shared with field can cause notifications sent, and users may not know what the Shared with does. We would also want to ensure this is configurable. Please advise? Thank you

            Yatish Madhav added a comment - Hi again - Just posting back to see if I can get some feedback on this. The original issue is that the Shared with field can cause notifications sent, and users may not know what the Shared with does. We would also want to ensure this is configurable. Please advise? Thank you

              owessels oli
              nmohdkhalid Nabil
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                Created:
                Updated:
                Resolved: