Preventing everyone except one user from editing a checklist

Owned by Maxime Lefebvre
23 Oct 2020
3 min read

You need administrator rights in Jira to perform the tasks on this page.

Some companies have thousands of users, and a particular checklist may only be relevant to one user (or a very small number of users). When that’s the case, there’s no need to give everyone the ability to edit the checklist.

In this example, we’ll show you how to prevent everyone except just one user from making changes to a checklist. To do that, you’ll need to create a new role and assign it to the user, and then configure your checklist so that only the user with that role has editing rights.

Of course, you can always add multiple users to the role instead of just one. It all depends on what you need for your unique situation.

Creating a new role

Since permissions in Checklist are based on project roles, the first step is to create a new role that will be assigned to just one user. We’ve called ours “Checklist User”, but you can name your role whatever you like.

  1. Go to Administration > System.

     

  2. In the sidebar, go to Security > Project roles.

     

  3. In the Add Project Role section, enter a name and description for the new role, and then click Add Project Role.

Assigning the new role

Now that the new role is created, it’s time to assign it to the user in question:

  1. Go to Administration > Projects.

     

  2. Click on a project name in the table.

     

  3. In the middle panel, click Users and roles.

     

  4. In the top right, click Add users to a role.

     

  5. In the Users or groups drop-down, select the user who you want to assign to the role. As soon as you start typing in the text field, matching usernames will pop up.

  6. In the Role drop-down, select the role you just created and click Add.

Configuring a checklist’s editing permissions

Two steps down, one to go! The final task is to configure your checklist(s) so that only the user with the new role can modify them:

  1. Edit the parameters of your checklist (for details, see https://okapya.atlassian.net/wiki/spaces/CHKDOC5/pages/1966112870).

  2. In the Access Control tab, enable the Edit Roles parameter and select the role that you created from the drop-down.

     

  3. Disable the Reporter Can Edit parameter.

     

  4. Disable the All Can Work on Items parameter.

Voilà! Only the user with the role you created can now modify the checklist. Other users will only be able to view the checklist and cannot make any changes.

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