Filter subscription for JSM non-licensed users
Platform Notice: Cloud Only - This article only applies to Atlassian products on the cloud platform.
Summary
This article describes a workaround for unlicensed users to be subscribed to filters and receive the results of the filters in their emails.
Solution
As this is a workaround, you can follow the following feature request for any future updates: JRACLOUD-34166 - Filter Subscription to external users
Prerequisites
Migrating the external accounts to Atlassian accounts
Before implementing the workaround, you need to check if the users you want to add to a filter subscription are external users (portal-only accounts). If so, you will need to migrate them to Atlassian accounts and then perform the workaround. Consult this documentation for more details about the differences between portal-only and Atlassian accounts: What different account types can customers have?
Migrating a portal-only account to an Atlassian account:
Go to your site's Admin at admin.atlassian.com. If you're an admin for multiple sites or an organization admin, click the site's name and URL to open the Admin for that site.
Select Jira Service Management.
From the customer you want to migrate, select ... (more options) > Migrate to Atlassian account.
If you have the improved user management experience:
Go to admin.atlassian.com. Select your organization if you have more than one.
Select Products from the header.
Under Sites and products, select the site that contains Jira Service Management.
Under the Jira Service Management section on the nav bar, select Portal customers.
Next to the customer you want to migrate, select ... > Migrate to Atlassian account.
Select Migrate to confirm.
Adding external accounts to filter subscriptions
After verifying whether your users have Atlassian accounts or after migrating their accounts to Atlassian, you can add them to filter subscriptions by following these steps:
Grant these users site access as Atlassian accounts and add them to a new group.
Don't grant Product Access to this group, otherwise, licenses will be granted to these users.
Locate the non-private filter that you want to subscribe to.
Add the recently created group to a subscription.
Filters > View all filters > Locate the filter. Next to the filter select ... > Manage Subscriptions > Add subscriptions.
Fill in the relevant information. Select Subscribe.
Grant them the Browse Projectspermission for them to see the work items in the subscription that they will receive in their emails.
Project Settings > Permissions > Actions > Edit permissions.
In Browse Project select Update > Group. Locate and select the correct group > Update.
If the filter results have work items with more than one project, you will have to grant the users Browse Projects permissions in all these projects.
Even after following these steps, users will still be unable to access the work items because they do not have the necessary product licenses. When they select the link to access a work item, they will be redirected to your site's help center. To gain access to the work items, users will require a Jira Service Management license.
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