Handling permissions
Control who can create, edit and use templates. Two roles, project and global scopes, and best practices for a clean library at scale.
Why permissions matter
A growing template library without permissions becomes a problem: anyone can edit any template, anyone can delete templates other teams depend on, and there is no audit trail when something changes. Process Templates for Jira separates the two responsibilities (managing templates vs using them) so you can keep template quality high without locking your team out of the launch flow.
The two roles
Process Templates for Jira exposes two distinct permission roles.
- Manage templates: the role that can create new templates, edit existing ones and remove templates. This is the “library owner” role.
- Use templates: the role that can launch new issues from an existing template. This is the “team member” role.
The two roles are independent. A user who can use templates does not need to be able to manage them, and vice versa. By default at install, every user on your Jira site has both roles. You restrict from there.
Configure permissions
Open the Apps administration
In Jira’s top navigation, click Apps, then Manage your apps.
Open Process Templates for Jira
In the left-hand sidebar, pick Process Templates for Jira from the installed-apps list.
Open the Permissions screen
Click the Permissions entry in the app’s settings menu. You will see two sections, one per role.
Assign each role
For each role, list the Jira groups, project roles or individual users that should hold it. You can:
- Restrict Manage templates to a small admin group, keeping the library curated.
- Leave Use templates open to all users (the default), so anyone in the company can launch tickets from approved templates.
- Restrict Use templates to specific project roles, if templates contain sensitive defaults.
Best practices
Keep manage access tight. A library of ten well-curated templates beats a library of fifty inconsistent ones. Restrict template-management to a handful of trusted owners.
Review quarterly. Teams change, project ownership changes, and permissions decay. Run a quarterly review to confirm the right people still hold the management role, and to revoke access from people who have moved on.
Document the policy. Write down which group owns which type of template (HR templates owned by HR admins, ITSM templates owned by ITSM admins) and link the policy from your internal Confluence so new admins know the rules.
Avoid restricting Use templates by default. Use restrictions should be the exception, not the rule. Templates exist to reduce friction, and a permission wall in front of every launch undoes the gain.
Per-template visibility
In addition to the app-wide roles, individual templates can be scoped to a project or made global. Combined with project roles in the Use templates list, this gives you fine-grained control:
- A project-scoped template is visible only to users in that project.
- A globally-scoped template plus a restricted Use templates role limits the audience to specific groups while keeping the template usable across projects.
For sensitive templates that should be invisible to most users, layer the issue security scheme on top.
Ready to template your Jira?
Install Process Templates for Jira on the Atlassian Marketplace. Free up to 10 users.