Unlock the Potential of miniOrange Jira Automated User Management

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Setup Users Auto License Management

The Activate/Deactivate Users tab provides centralized control for managing your licensed users efficiently by automating key administrative tasks such as user activation, deactivation, and access revocation based on inactivity. This helps optimize license usage, enhance security, and ensure only relevant users retain access.

A. Summary Section

Upon navigating to the Activate/Deactivate Users tab, you will land on the Summary screen. This provides quick insights into:

• License Management: display the status of reactivation and floating license toggle
• Scheduler Status: View when the next scheduler run is planned.
• Automation Overview: Displays which automation toggles are currently active.

You can click the Edit buttons to quickly access and configure license management rules or automation preferences.

Scheduler Configuration

The scheduler ensures your configured automations (e.g., user deactivation or group updates) are run automatically at a defined time.

Features:

• Custom Time Setup: Define the exact time (HH:MM) at which the automation should run daily.(24 hr display time)
• If the current time has already passed, the scheduler starts from the next scheduled day.
• License Usage Alert: Enable the “License Usage Exceeded Alert Mail” toggle to receive emails when license consumption crosses a set threshold.

Example Use Case:

An admin sets the scheduler to run every day at 2:00 AM. This allows inactive users to be deactivated nightly without impacting working hours. If the license limit exceeds 500, the admin gets notified immediately to take corrective action.

B. Reactivate Tab

The Reactivate Users feature ensures seamless reactivation of inactive users when they attempt to log in—based on defined rules.

Key Toggles and Options:

• Enable Reactivation: Automatically reactivates users upon login.
• Add Groups After Login: Automatically assign specified groups to reactivated users.
• Remove Groups After Login: Automatically remove unwanted groups from reactivated or active users on login.
• Restrict Reactivation for Specified Groups: Users from the selected groups will NOT be reactivated upon login.
• Crowd Read-Only Support: Allow reactivation even for users from external read-only directories.

Example Use Case:

A user who was marked inactive after 90 days returns for a new project. Upon login, their account is reactivated and assigned the group Jira-developers, while outdated access like temp-access is removed automatically.

C. Deactivate Tab

This section allows for rule-based deactivation of users based on login activity.

Features:

• Auto Deactivate Toggle: Set the number of days after which users with no activity are deactivated (default is 30).
• Add Suffix to Username: Helps identify users who will be deactivated (e.g., appending “_deactivated” to usernames).

Preferences for Deactivation

• Exclude Groups: Skip deactivation for certain critical groups (e.g., Jira-admins, Jira-software-user).
• Select Directory: Choose specific directories for user evaluation.
• Crowd Read-Only Support: Allow deactivation even for users from external read-only directories.
• Include Never Logged-In Users: Deactivate users who have never logged in since account creation.
• Include Once Logged-In Users: Deactivate users who logged in only once, with a day threshold.

Example Use Case:

You configure that users inactive for 45 days will be deactivated and receive the suffix "_old". Users in support-staff group are excluded from this rule. This lets your system remain lean without affecting ongoing support teams.

Ticket Handover Before Deactivation

This feature ensures tickets are not lost or orphaned during user deactivation.

Options:

• Unassigned: All tickets will be unassigned before deactivation.
• Assign to Project Lead: Tickets are reassigned to the lead of the corresponding project.
• Assign to Specific User: You can select a user to whom all of the deactivated user’s tickets will be reassigned.

Example Use Case:

Before deactivating a QA engineer, the system reassigns their unresolved tickets to the test lead. This ensures no issue is left unattended post-deactivation.\

Email Notifications Before Deactivation

You can notify users ahead of their deactivation to reduce surprises or reactivation requests.

Configuration Options:

• Set the number of days before deactivation that an email is sent.
• Customize the subject and body of the notification email.
• Separate toggle for users who have never logged in.

Example Use Case:

An email is sent 7 days before deactivation warning users that inactivity will lead to removal. A never-logged-in intern account created months ago receives a notice as well, with instructions to contact the admin if access is still needed.

D. Revoke Access Tab

The Revoke Access tab allows administrators to revoke application access for users who have been inactive over a certain period, while still keeping the user accounts in the system (i.e., not deleting or deactivating them). This approach helps enforce license hygiene and reduce unnecessary license usage without affecting user data or historical records.

Key Features

Group-Based Access Revocation Toggle

Enables revoking access by removing users from specific groups after a defined period of inactivity.

• Set Target Groups: Choose one or more groups from which users will be removed (e.g., Jira-software-users or developers).
• Set Inactive Days Threshold: Specify the number of days of inactivity after which the access should be revoked. : The default is 30 days.

These preferences provide more granular control over which users should be evaluated for access revocation.

• Exclude Groups from Revoking Access: Prevents revoking access for certain critical groups.
• Select Directory for Revoking Access: Allows targeting specific internal or external directories for the revocation logic.
• Include Never Logged-In Users: Revoke access for users who have never logged into the system.
• Include Once Logged-In Users: Revoke access for users who have logged in only once and remained inactive beyond the defined days.
• Crowd Read-Only Directory Support: If you're using external Crowd directories in read-only mode, this toggle allows user access revocation from those directories as well.

Example Use Case

Scenario: Your organization has a floating pool of users in a group Jira-contractors. These users are expected to log in frequently for collaboration.

You configure the Revoke Access tab with:

• Target group: Jira-contractors
• Inactivity threshold: 45 days
• Include never-logged-in users: Enabled

Now, if a contractor hasn't logged in for 45 days or never logged in at all, their group access will be revoked, releasing the license and ensuring your user base remains compliant and clean.

E. Floating License Tab

The Floating License feature enables dynamic assignment of license-related groups to users at the time of login. This is done using rule-based logic to assign users to specific groups (e.g., Jira-software-users, Jira-servicedesk-users) only when required.

This is especially useful when your organization has more users than available licenses, and not all users require concurrent access.

Key Features

Rule-Based Group Assignment Toggle

Enables rule-driven group assignments for license usage optimization.

• Only applies to active users.
• Deactivated users are not considered in this logic.

Define Mapping Rules

Each rule is defined as:

• Source Groups ("If User Belongs to These Groups"): The initial group(s) a user belongs to (e.g., sales-team, external-contractors).
• Target Groups ("Then Assign Them to These Groups"): The license or functional groups that should be added at login (e.g., Jira-software-users).

Manage Rules

• Add multiple rules based on different roles or departments.
• Remove rules by clicking the ❌ icon beside the rule.

Example Use Case

Scenario: Your marketing team (marketing-users) and support team (support-temp) share a pool of Jira licenses. You have only 30 licenses but 60 users.

Configuration:

• Rule 1: If user is in marketing-users, assign to Jira-software-users
• Rule 2: If user is in support-temp, assign to Jira-servicedesk-users

When a user from either team logs in:

• The system checks their base group.
• Assigns them a license-based group only during active use.

This setup dynamically manages access and prevents license overconsumption.

F. Group Assignment Tab

The Group Assignment tab enables administrators to automatically assign specific groups to users who have been inactive for a defined number of days. This is especially useful for labeling, reporting, or grouping inactive users for specific workflows or audits without revoking their access.

Key Features

Add Specific Groups to Inactive Users Toggle

Activates the logic for automatically tagging inactive users with a defined group.

• Specify Target Groups: Enter one or more groups to assign (e.g., inactive-users, needs-review).
• Set Inactivity Period: Define how many days of inactivity qualify a user for this assignment.

This does not affect login permissions but helps categorize and track inactive users more effectively.

How to View or Export Assigned Users

To audit or export these users:

• Go to the Bulk User Management tab.
• Use the Filter by Groups option.
• Enter the target group(s) like inactive-users defined in this setting.
• Apply the filter and export as CSV.

Example Use Case

Scenario: You want to track users who have not logged in for 60 days but do not want to deactivate or revoke their access yet.

You configure:

• Inactivity threshold: 60 days
• Assigned group: review-required

When the scheduler runs:

• All users who meet the 60-day inactivity condition are added to the review-required group.
• These users can now be reviewed periodically, reminded, or tracked for further action (like deactivation).

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Bulk Group Management

The Bulk Group Management tab in the miniOrange Jira User Management plugin offers administrators a centralized interface to manage user groups efficiently. Whether you're creating new groups, importing groups from external files, exporting existing group data, or cleaning up outdated groups, this tab allows you to perform all actions in bulk—saving significant time and effort.

This section details the functionality of the Bulk Group Management tab, followed by practical use cases to demonstrate how and when to apply each feature.

1. Create Groups Manually

You can create multiple groups at once by entering group names in the "Enter Group Names" field. To add more than one group, separate each group name using a semicolon (;).

Use Case:

Your organization is onboarding three new departments: content-team, product-strategy, and frontend-dev. Instead of creating each group manually, you can enter them like so:

content-team;product-strategy;frontend-dev

Clicking the Add groups button will add all three groups simultaneously. This is especially useful during initial setup or mass onboarding scenarios.

2. Import Groups from CSV File

If you already maintain a list of groups in a CSV file (e.g., from another system or export), you can upload that file to create the groups in bulk. The file should contain group names in each row.

Use Case:

Suppose you are migrating from another user management system or have received a list of 50 standard project groups from your IT team in CSV format. Instead of entering them one by one, you simply upload the file to have all groups created instantly, ensuring speed and accuracy.

3. Export Groups to CSV File

You can export the current list of Jira groups into a downloadable CSV file. This file can optionally include the number of users in each group if you enable the “Include No. of Users in Group” checkbox before exporting.

Use Case:

If you need to share a report with compliance or management that shows which groups exist in Jira and how many users belong to each, this feature gives you exactly that in a structured CSV format. It’s ideal for auditing, documentation, or bulk review activities.

4. Delete Groups in Bulk

From the Select Groups dropdown, you can choose one or more groups to delete. After selecting the desired groups, click the Delete button to initiate the deletion process.

Deletion Summary Window:

Once the deletion is initiated, a summary window appears displaying the outcome of each deletion attempt. This includes:

• Group Name – The name of the group being deleted.
• Status – Indicates whether the group was successfully deleted or if the deletion failed.
• Error Message (if applicable) – Provides information if the group could not be deleted, such as "Group has admin access" or "Group not found".

This real-time feedback ensures transparency and helps administrators take corrective action immediately if needed.

Use Case:

You select and delete 10 outdated groups such as old-project-x, archived-beta-testers, and temp-review-board. After clicking Delete, the summary window displays:

• 7 groups deleted successfully
• 2 groups skipped due to admin access
• 1 group not found (possibly already deleted by another admin)

This allows you to verify what happened at a glance and take further action if necessary.

Summary of Benefits

The Bulk Group Management tab enables administrators to:

• Rapidly set up new organizational units or project teams.
• Seamlessly migrate groups from legacy systems.
• Efficiently document current group structures.
• Remove obsolete or unused groups to maintain a clean access control environment.

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Import Export Users Tab

The Import Export Users tab provides an efficient way to onboard or offboard users in bulk within Jira. This is particularly helpful for Jira administrators managing large teams, rotating user bases (e.g., vendors or interns), or performing periodic user audits.

Import Users (via CSV)

This feature allows you to bulk-create or update user accounts in Jira using a structured .CSV file. It’s a fast and repeatable method to provision user access without manually creating each user from the admin panel.

Steps:

• Click on Download Format to get the sample .CSV template.
• Fill in user details (e.g., username, email, display name, group assignment) in the file.
• Upload the completed .CSV file via the Import Users section.

Additional Options

• Send Mail to Newly Imported Users:
  • Sends a customizable email to each new user created via the CSV.
  • You can edit the email subject and template content (HTML or plain text) before sending.
• Send Password Reset Email to New Users:
  • Automatically sends a secure password reset link to imported users.
  • Helps ensure users can set their own passwords without admin intervention.

Example Use Case:

Scenario: Your HR department provides a monthly list of new employees in CSV format. You can use the Import Users feature to onboard all users in one action:

• Upload the list.
• Enable email notification.
• Send each user a welcome message with a link to set their password. This simplifies onboarding, especially for large batches like interns, new hires, or partners.

Export Users

This feature allows you to extract user data from Jira, either for reporting, auditing, or data analysis.

Steps:

• From the Export Users section, select the user attributes you wish to include in the export (e.g., username, email, groups).
• Click on Export, and the system will generate a .CSV file with the selected user details.

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Audit Log Tab

The Audit Log tab in the miniOrange Automated User Management Plugin is designed to give administrators full visibility and traceability into all actions performed through the plugin. This is essential for compliance, security, and internal accountability.

It captures a detailed timeline of what action was taken, when, by whom, and on which user or group—ensuring a complete audit trail of user-related administrative activities.

Key Features

View Audit Logs

To access the audit log, go to the “Audit Log” option from the MINIORANGE USER MANAGEMENT section in the left sidebar.

Each entry in the log includes the following details:

• Username – Who performed the action
• Date – When the action was performed
• IP Address – From where the action was triggered
• Action – What kind of operation was executed (e.g., Deactivate User, Add to Group)
• Status – Whether the action was successful or failed
• Description – Additional details about the action (e.g., user’s group or directory)

Export Logs to CSV

You can export logs as a .CSV file by applying filters such as action type or date range. This is helpful for sharing data with compliance teams or for long-term record-keeping.

Auto Delete Audit Logs

Enable the "Auto Delete Audit Logs" option to automatically purge logs after a specified number of days. This helps keep your logs manageable and ensures that sensitive data doesn’t persist indefinitely unless required.

You can set the number of days in the Days input field, after which all logs older than the specified duration will be removed automatically.

Filter Logs by Action Type

You can filter log records based on the following actions:

• User Deactivated
• User Activated
• User Deleted
• Removed from Group
• Added to Group
• Imported Users
• Scheduler Enabled / Disabled
• Group Created / Deleted
• Delete Logs Scheduler Enabled / Disabled
• User Reactivated

Example Use Cases

Example 1: Investigating Unexpected Group Removal

Scenario: A user reports they suddenly lost access to a Jira board.

• Open the Audit Log tab.
• Filter by Action = Removed from Group.
• Locate the entry for the user and check:
  • Date and Time of removal
  • Admin who performed it
  • IP address to validate access location
• Use this information to reverse the change or escalate further.

Example 2: Monthly Compliance Review

Scenario: Your IT security policy requires monthly validation of all user deactivations.

• Go to the Audit Log tab.
• Filter by Action = User Deactivated and set the Date Range to the current month.
• Export the filtered logs as .CSV.
• Share the report with your IT compliance team for review and approval.

Example 3: Monitoring Scheduler Configuration Changes

Scenario: You want to track when the auto-deactivation scheduler was disabled.

• Filter by Action = Scheduler Disabled.
• Review the logs to identify:
  • Who disabled the scheduler
  • When it was disabled
• Follow up with that administrator if needed.

Example 4: Managing Audit Log Size

Scenario: Your audit log has grown too large over time.

• Enable Auto Delete Audit Logs.
• Set Days = 90 to retain logs for the past 3 months only.
• Going forward, logs older than 90 days will be automatically deleted, maintaining log hygiene without manual cleanup.