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Customize your users in advanced experience

The advanced experience allows you to apply individual actions to any user, also the ones whose email addresses are correct.

The actions you can take include:

  • Changing individual email addresses

  • Merging any users together, including the ones that aren’t duplicates

  • Migrating users as former users, deactivating them in cloud

In the advanced experience, you edit your users in a CSV file that includes all users and customers found in your user directory.

Access the advanced experience

Before you can choose the advanced experience, you need to run a user assessment in Jira Cloud Migration Assistant.

Learn how to run the user assessment

Download and edit the CSV file

Once you’ve selected the advanced experience, you’ll be able to download a CSV with all users and customers found in your user directory.

Sample data in a CSV file

Here’s a sample from an actual CSV file.

UserKey

UserName

ErrorType

OldEmail

NewEmail

Tombstone

AccountType

JIRAUSER10105

charlieatlassian

 

charlie@atlassian.com

charlie@atlassian.com

FALSE

USER

JIRAUSER10106

user1

INV

user1@user1

useri10106@atlassian.com

FALSE

USER

JIRAUSER10107

cust1

DUP

user@atl.com

useri10107@atlassian.com

FALSE

CUSTOMER

What the columns mean:

  • UserKey: User key. For users created in earlier Jira versions, it should be the same as the username.

  • UserName: Username, the primary identifier in your self-managed instance.

  • ErrorType: Problem with the email address, either invalid, duplicated, or none if the user’s email address is correct.

  • OldEmail: Current email address.

  • NewEmail (editable): For users with invalid or duplicated emails, it’s a pre-generated email address that is valid and unblocks the migration. For users with correct emails, it’s their original email address.

  • Tombstone (editable): Controls whether a user should be migrated as Former user. The values are True or False.

  • AccountType: User type, either a regular user or a customer from Jira Service Management. For Confluence, it always shows ‘user’.

Sorting and order

The users in the CSV file are sorted based on the following criteria, starting from the top:

  1. Users with invalid and duplicated emails.

  2. Customers with invalid and duplicated emails.

  3. Users with correct emails.

  4. Customers with correct emails.

Within each category, users or customers are sorted alphabetically.

How to edit users in the CSV file

Here’s a summary of all actions you can apply in the file, with details on how each action affects a user.

Action

How to do it

Assigning new email addresses to users

To assign a new email, change the email address in the NewEmail column to any valid email address. By default, the column includes the following data:

  • Users with correct emails: It includes their original email address.

  • Users with invalid or duplicated emails: It includes a pre-generated email address that is valid and unblocks your migration. Note that these emails aren’t actually working and you need to change them if you’d like these users to be able to log in after the migration.

The pre-generated email addresses are based on user ID and a domain most common in your user directory.

Merging users together

To merge users together, use the same email address for all users you’d like to merge. You can merge any users, even if they’re not actually duplicated.

The merged account created after the migration:

  • Is one of the merged users (chosen randomly, but with priority on active users), with content and activity from the remaining accounts.

  • Includes permissions and groups from all merged users, including admin permissions and permissions from deactivated users

Migrating users as former users

To migrate users as former users, change the value in the Tombstone column to true.

A former user:

  • Is deactivated, can’t log in, and can’t be restored

  • Doesn’t consume a license

  • Has every activity, such as comments or history, preserved but displayed under the name ‘Former user’

Former user isn’t an actual users – it’s a container that groups activity from all former users, for example deleted users.

Upload and validate the CSV file

When you upload the CSV file, we’ll check that it meets the following conditions:

  • The file must have the same format and structure as the original file

  • All users with invalid or duplicated emails must be resolved

  • All email addresses must be valid

  • All users present in the file must exist in Jira

  • The file must include the same number of users as the original file

Save the file in case you’ll need to re-assess your users

Keep the CSV file in case you needed to re-assess your users in the future. When changing new users that appeared since the previous assessment, you’ll start from a default CSV file that won’t include the changes you’ve made before.

Reviewing and confirming the changes

When reviewing the changes, you’ll see a summary of actions applied across your users, with a count for each of them.

"Review the changes" screen with a summary of planned user changes

To review in more detail, select List of changed users. This downloads a CSV file that includes only the users that will be modified during the migration.

Re-assessing users and finding new invalid or duplicated emails

It might happen that your user base changes over time. If you re-run the assessment in the future, we’ll check if you have any new users with invalid or duplicated email addresses.

Previous changes won’t be included in the CSV file

When you download the CSV file, it will be the default CSV file with all users and customer. It won’t include the changes you’ve made before. You’ll need to copy the previous changes from your saved CSV file or from the CSV file with changed users, as described below.

To re-assess your users:

  1. In the Assess and prepare your users card on the migration assistant home screen, select View results. You’ll see the results of the previous assessment.

  2. Select Assess again. If we identify new users with invalid or duplicated email addresses, you’ll see a warning message asking you to update them.

  3. Select Change CSV file in the error message. You’ll be moved to the screen where you can download it.

  4. Select Download CSV file to download the default CSV file with all users from your directory.

  5. Re-apply the same changes to old users, and update the new users to resolve problems with invalid and duplicated emails.

How to re-apply the same actions to previously modified users

If you don’t have access to the CSV file with previous changes, you can download a file with changed users from the Changes will be applied to users screen. You’ll have to manually copy these users to the main CSV file (with all users and customers) described above.

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