Global View
- 1 Global View
- 1.1 View Links
- 1.2 Activity
- 1.3 Project Configuration
- 1.4 Board Card Settings
- 1.5 Issue Layout Settings
- 1.6 Global Settings
- 1.7 API
- 1.8 SSO Configuration
Global View
The Global View is available to Jira Admins and Site Admins, allowing them full control over all aspects of the External Share for Jira.
Navigate to the Apps section in the left panel on your Jira instance
Select External Share.
View Links
This 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.
With the following features, you can customize and manage shared content more efficiently:
Share Bulk Edit: you can select multiple shared items and perform actions like adding new users or domains.
CSV Export: lets you conveniently download the global shared contents list as a CSV file for easier management.
1. Download share link data
Admin can download external share link lists as a CSV file for easier management.
2. View all links
Admins can view all share links with detailed information, including:
Share type (Issue, Board, Timeline, Filter, Attachment, Redirect)
Issue Key
Link name
Creator
Creation date and time
Last updated date and time
Last modifier
Number of times the link was opened
Password
Expiration date
Link status
Emails
Options
Available actions (copy link URL, edit the share, send via email, or delete)
You can adjust the view by clicking Customize Columns, which lets you choose which columns to display.
3. Filtering external share links
It enables you to refine your view results using search operators in filters (e.g., status:expired, type:issue)
4. Bulk update on shares
Admins can perform bulk updates on share links. This feature allows operations on selected users (user and domain) and updates the last modified value (the owner of the share). In the owner’s context, the share is displayed accordingly.
Available update options include:
Selected – apply changes to all selected shares
Filter – apply changes to all shares from the current filter
Filter except selected – apply changes to all shares from the filter, excluding the selected ones
Admins can also perform bulk deletion of share links.
Activity
This tab provides insights into link updates made by external users 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.
If the external viewer is not registered, only an anonymous icon and IP address will appear.
If the viewer registers and creates an external account, the admin can view username, email address, and IP address.
External viewers can create an External Share account to manage links shared with them.
We provide functionality to export the Activity list as CSV files.
Project Configuration
In the tab, global admin can control all project configurations. For configuration step, check Project Configuration documentation.
Board Card Settings
This tab allows global admins to customize board cards to suit your needs. Admin 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. 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.
Issue Layout Settings
In the Issue Layout Settings tab, you’ll see three buttons.
Edit Default Configuration – Update the default issue layout applied across projects.
Create New Configuration – Build a custom issue layout from scratch.
Issue Mapping for Team-Managed Projects – Map issue types from different projects to the correct layout.
Create New Configuration
When you create a new configuration, you can:
Name your configuration and decide whether to copy settings from an existing layout.
Select issue types and customize how they display.
Drag and drop fields into three sections of the issue layout:
Description fields
Context fields
Context fields hidden when empty
This allows you to tailor how information is displayed for each issue type in shared contents.
Issue Mapping for Team-Managed Projects
When you click the Issue Mapping for Team-Managed Projects, you’ll see a list of your projects. Each project lists its issue types (such as Task, Epic, Sub-task, Email request, Ask a question).
Next to each issue type is a dropdown menu, where you select which layout configuration should be applied.
This mapping step is important because different projects might use different issue types, and mapping ensures each one is paired with the right layout.
Team-managed projects have their own issue types, which may differ from those in company-managed projects. Mapping helps ensure that each issue type is linked to the correct layout configuration, so shared content displays properly across different projects.
Global Settings
For detailed guidance, see the Global Settings documentation.
Below is a quick overview of the available options.
Global Settings tab | Comments |
|---|---|
Enable/disable permission schemes, grant or revoke permissions. | |
Access | Restrict access to External Share links by IP address. |
Replace the default sender ( | |
Customize the content of emails sent to external users. | |
Page Customization | Adjust the appearance of external share pages by changing colors, adding header links, or uploading a favicon. |
Custom Domain | Use your own domain instead of |
Integrations |
|
Other | Set a custom Content Security Policy; configure SameSite cookie restrictions. |
Actions | Delete all External Share links. |
API
On API Keys tab, you can generate and manage API keys.
SSO Configuration
Set up SAML / SSO with providers like Auth0, Azure, Okta, Ping One.