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Project Configuration
To get to external Share for Jira project configuration:
Click the External Share button in the project side panel,
click “Project Configuration”.
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Enable or disable External Share
The "Enable External Share" setting can be used to disable all links in a particular Project
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This can be very useful if you have a private Project (e.g. HR team) that you want to make sure never generates any External Share links |
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If you have existing links in a Project, when you disabled External Share, those links won't be deleted but disabled.
If anyone tries to access an existing link they will see the following message:
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If External Share is re-enabled for that Project, then all links will function again. This is useful if you want to quickly secure a Project, but don't want to delete all the links!
Project configuration options
In the project configuration, you can decide which link options will be accessible while creating a link.
General tab
You can toggle public links, comments, internal comments, attachments, public attachments, linked issues, sub-tasks, issue transition, worklog and changelog.
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Defaults tab
You can select the state at which each of the options must be in when a new share is created, please note that the default tab does not enforce the estate of these options but simply pre-selects them for your convenience.
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Security tab
You can enforce security policies for new and updated shares, define link expiration dates, and require a password to view the link.
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Fields tab
You can control what field will be visible on the shared link, for example, status, assignee, time tracking, labels, custom fields etc.
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Selected users tab
You can restrict email addresses or domains for the selected user functionality. While creating a link only the listed addresses/domains will be allowed to be used.
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Audit tab
Project configuration details: when and by who it was created and last time updated.
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How to access global settings
Click External Share in the Apps menuat the left panel of the page.
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View Links tab allows you to filter and search through all links across all projects. You can view detailed link information, including the link name, the user who created it, the user who last updated it, the expiration date, and more. Additionally, you can edit links, send them via email, or delete them directly from this tab.
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With the following features, you can customize and manage shared content more efficiently:
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The Activity tab provides insights into link updates made by users. For instance, as shown in the image below, an anonymous user changed the issue status after viewing the MC-2 issue link. However, If links are secured via SSO, email or domain verification, users will not be recorded as anonymous.
Additionally, you can track the associated IP address for each activity.
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In the Project Configuration tab, global admin can control all project configurations. For configuration step, check Project Configuration documentation.
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The Board Card Settings tab allows you to customize board cards to suit your needs. You can create rows, configure the number of cells in each row, and assign board card colors based on different issue types (e.g., Task, Epic) and priorities (e.g., High, Medium, Low). These layouts can later be associated with board shares. You can create multiple layouts and link them to specific boards, similar to issue layouts.
Changes will not override all shares unless you adjust the default configuration. The default applies universally to all projects and shares.
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From Issue Layout Settings tab, you can drag and drop context fields into the layouts of your various issue types.
Custom layouts can be created and linked to specific issue types, allowing them to be applied to shares either manually or by default, depending on the configuration settings. These layouts allow you to customize the placement of fields in three main sections of the issue: description fields, context fields, and issue fields. Users may also have the option to remove fields from being shared.
For users setting up layouts for work management projects, issue fields may need to be manually mapped using the Issue Mapping button on the configuration view of this setting.
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On API Keys tab, you can generate and manage API keys.
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Permissions
In the Global Settings - Permissions tab, you can restrict users that can create, edit and delete External Share links.
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Permission access examples, if you restrict access to
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Access
In the Access tab, you can you can limit the access of external share users depending on their IP addresses.
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Custom email
In the Custom email tab, you can set your custom email. It will use that carrier to deliver any outgoing emails from External Share.
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Email template
In the Email template tab, you can customize content of outgoing emails: you can use dynamic values to include External Share specific data to be shared.
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Page customization
In the Page Customization tab, you can customize shared pages: disable dark mode, add custom header, custom footer, change its color and hide it, hide subscribe button, add custom logo, favicon and Google Analytics Measurement ID.
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Custom Domain
In the Custom Domain section, you can set your domain which will be used to display the shared links.
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SSO Configuration
In SSO Configurationtab, you can enhance your instance and project security by configuring SSO.
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Integration
Smart Checklist and Issue Checklist, along with External Share, are powerful tools within the Jira ecosystem. Below documentation page will explains how to integrate these applications.
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Other
In the Others tab, you can set a custom Content Security Policy to allow embedding External Share links in Iframes. For more details check Iframe Support(CSP) documentation.
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Actions
In the Actions tab, you can delete all links.
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