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User management and migration

Review email domains and mark them as trusted

To ensure that your cloud site is secure, you can migrate only users with email addresses from domains you trust. Before you migrate, you’ll need to review email domains found in your user directory and mark each of them as trusted.

You need to mark all email domains as trusted to be able to migrate

You can create and run migrations without reviewing and trusting email domains, but the migration will fail until you mark all email domains as trusted. This page explains how to remove untrusted domains from the list.

Review all email domains

You can review your email domains directly in the migration assistant or by using a CSV file. Here’s a sample Review all domains screen from the migration assistant:

A list of sample email domains found in user directory.

  1. Bulk actions: If the number of domains is high, you can use the CSV file to update them in bulk. Available only for Jira

  2. Search and filter: You can search for specific domains, change ordering by selecting the column names, or filter by decision status. This can help you find the domains that you need to review. Available only for Jira

  3. Domains: The list includes all domains found in your user directory, together with some details, such as the number of users from each domain, decision chosen, or action required for a specific domain.

Your goal is to mark all email domains as trusted. If there are domains you don’t trust, you need to get them removed from the list. Just marking them as not trusted won’t let you migrate.

Review email domains using the migration assistant

You can review your email domains in the Jira and Confluence migration assistants.

To review your email domains:

  1. Open the Jira or Confluence migration assistant.

  2. Access the Review all email domains screen:

    1. If it’s your first migration, select the Review all email domains card on the home screen.

    2. If it’s a subsequent migration, create or run a migration from the Migrations dashboard. A message will appear asking you to review email domains, where you can select Review all email domains.

  3. When prompted, connect to your cloud site. This step is needed so we can display accurate information about users.

  4. On the Review all email domains screen, review each email domain and mark it with one of the following decisions:

Decision

When do you make this decision?

What you need to do?

Trusted domain

You're sure that this domain is trusted and doesn’t have any unauthorized users.

You can continue with your migration.

Not trusted domain

  • You don’t recognize this domain and the emails created by this domain.

  • You don’t trust the organization that creates emails using this domain.

You need to modify users from these domains and update their email addresses to other domains, or delete these users.

No decision made

You're not sure if the domain is trusted or not.

You need to check if the domain can be trusted. Once you have verified your domain, you can mark it as a Trusted domain and continue your migration.

Once you've marked all your domains as trusted, select Done to complete the domain review. If there are domains you can’t trust, read further below for information on how to remove them from the list.

Review email domains using a CSV file

The CSV file is available only in the Jira Cloud Migration Assistant.

You can also review your email domains in bulk by using a CSV file. This is useful if you have a high number of domains. Any changes you’ve made directly in the assistant will be reflected in the file. Likewise, you can make more changes after uploading the file back.

To use the CSV file:

  1. Access the Review all email domains screen. For detailed steps, see the section above.

  2. Select Download CSV file.

  3. Edit the file and mark each domain with a decision. Here are some details about the file:

    • The CSV file includes all email domains found in your user directory.

    • You can change the decision for each domain, but you can’t add or delete domains.

    • The values are: NO_DECISION_MADE, NOT_TRUSTED, or TRUSTED.

  4. When you’re ready, upload the CSV file back. The decisions from the file will be reflected in the assistant.

Once all your domain are marked as trusted, select Done to complete the domain review. If there are domains you can’t trust, read further below for information on how to remove them from the list.

What to do with domains you don’t trust?

Unless you trust all email domains, you won’t be able to migrate.

When you don’t trust an email domain, you need to review users from such a domain in your Server or Data Center instance, and either delete them or change their email addresses to other domains. Once that’s done, the domains won’t appear on the list.

Use one of the following methods to modify user details to be able to unblock the migration:

  • User administration tools in Jira and Confluence Server or Data Center

  • Modify users from external directories

Use admin tools to modify users

Use the existing user administration tools in your Server or Data Center products to review all the users with untrusted domains. To do so, search for the untrusted domain and modify, disable, or delete the user.

  1. Select Administration > User management.

  2. On the next Users screen, search for the domain you don’t trust.

  3. From the list that appears, select the user to be modified.

  4. Edit the user details such as the email ID or username.

Modify users in your external directories

Take one of the following approaches to modify the users in your external directories:

  • Modify the emails of the users with untrusted domains to addresses of domains you trust

  • Delete the users with emails containing untrusted domains

Modify the emails of the users with untrusted domains to addresses of domains you trust

What to do?

Find the user’s location or origin and then modify their email ID. The possible locations can be LDAP, Crowd, or Jira.

What’s the result?

There is no change in user ownership of data or tracking of user actions within the product.

How do I do this?

For Jira, see Editing users.

For Confluence, see Edit User Details.

Delete the users with emails containing untrusted domains

Jira

 

What to do?

Find the user’s location or origin and then delete the user. The possible locations can be LDAP or Crowd.

What’s the result?

When you delete a user, the filters and dashboards owned by this user are also deleted, even if these filters or dashboards are shared with other users.

Before you delete a user, you need to know the following:

  • All issues reported by or assigned to the user you are attempting to delete are respectively hyperlinked to a list of the individual issues in the Issue Navigator. 

  • You can't delete a user from within Jira if you're using External User Management but you can deactivate the user. If however, this user is a Jira project lead, you can’t deactivate them. You need first to remove them in the project settings.
    Also, deactivating a user doesn’t mean they won't be migrated. Note that after migration, if such a user is mentioned in a comment or description, their ‘mention’ is turned into ‘@user,’ which is a broken tag, and they won't have product access.

  • You can't delete a user from Jira if they’ve reported any issues, commented on any issues, or been assigned to any issues.

How do I do this?

See Deleting users.

Confluence

 

What to do?

Find the user’s location or origin and then delete the user. The possible locations can be LDAP, Crowd, or Jira.

What’s the result?

You won’t be able to track the user’s data ownership and actions within the product in Cloud.

If you delete users from external directories (and synchronize), they become inactive in Jira. An inactive user becomes active in Cloud, does not have product access, but has site access.

How do I do this?

See Delete or Disable Users.

How to review email domains if you have already migrated to Cloud

If you’ve already migrated emails from untrusted domains to Cloud, do one of the following to safeguard your Cloud site:

  • Suspend users

  • Delete users

Suspend users

What to do?

Suspend users with emails containing untrusted domains if they have already contributed to the content.

What’s the result?

Users won’t be able to log in to the Cloud and will stop receiving notifications.

How do I do this?

For Jira and Confluence, see Remove or suspend a user.

Delete users

What to do?

Delete the users with emails containing untrusted domains if they haven’t contributed to any content.

What’s the result?

A user who has not contributed to any content will disappear from the user list. They are not linked to any content, so there is no need to trace their impact on the instance.

How do I do this?

For Jira and Confluence, see Remove or suspend a user.

Create a report with domains from your database

You can also query your database to create a report that contains all the domains used in the user emails and the number of users in each domain. To learn how to prepare SQL queries for your database, see Auditing user email domains by querying the application database.

We don't recommend this option because, after the domain review, you would still need to use the Cloud Migration Assistant to trust each domain.

Additional Help

On this pageReview all email domainsReview email domains using the migration assistantReview email domains using a CSV fileWhat to do with domains you don’t trust?Use admin tools to modify usersModify users in your external directoriesHow to review email domains if you have already migrated to CloudSuspend users Delete usersCreate a report with domains from your database
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