External User Guide for Approval Path
External User Approval
External users can review and participate in the approval process. Before that, an approval definition must be created, including the external user, and the starter should run the approval on the relevant Jira work item.
To include external users (without Jira or Atlassian access) in the approval process, simply add an Email Step with their email address in your approval definition.
Creating Approval Path Account
Once an approval definition is started for a specific Jira work item, the external user will receive an email similar to the example below. This email will show who shared the work item with them and include a link that leads to the Jira work item view with action buttons.
Upon clicking the link, the user will be prompted to create an Approval Path account, which includes setting a password. After creating the account, clicking the link labeled ‘here’ in the email will take them directly to their dashboard.
External User Dashboard
Main Dashboard
The dashboard is categorized into three main sections to help users prioritize their work:
Awaiting – Displays Jira work items and also Confluence pages currently waiting for the user’s approval.
History – Shows completed approvals. Once an approval decision is made, it cannot be changed.
Queued – Displays work items and pages where approval is needed later in the sequence, after other approvers have taken action.
Settings
Personal Information: Users can update their First Name and Last Name. The registered email address is displayed as read-only.
Atlassian Account Linking: Existing users can link their Atlassian account here. Linking an Atlassian account is required to use API-generated secure action links and enables a "Fast Path" (instant execution) for future actions.
Change password: Users can securely change their login password.
Account Removal: Users can permanently delete their external approver account.
Logout
External users can securely end their session at any time by clicking the Logout icon located in the top-right corner of the dashboard.
Jira Work Item View for Approval
If an external user already has an Approval Path account, the initial email will take them directly to the view shown below.
Here, external users can:
Review detailed information about the Jira work item
Choose an action: Approve, Reject, or Abstain
Optionally, add a comment to explain the decision