Automated User Management & Auto-deactivation for Jira Cloud

  1.1 : API Token Setup

• Open the Atlassian API Token Manager.
• Click Create API token without scopes, assign a clear name (e.g., MO_TOKEN), and set an expiration date.
• Tip: We recommend 12 months expiration for easier maintenance.

• Copy the generated token and paste it into the plugin settings.
• Enter the Admin Email. This must match the Atlassian account that created the token.
Note: Be sure to click Save only after both the token and Admin Email are entered.

  1.2: API Key Setup

• Go to admin.atlassian.com.
• Select the site where the app is installed (e.g., your Atlassian organization).
• Navigate to Settings → API Keys and click Create API key.

• Choose the API key without scopes option, then click Next.

• Enter a name (e.g., MO_UMP_KEY) and set an expiration period.
• Tip: We recommend 12 months for easier maintenance.Copy the generated API key and paste it into the plugin configuration screen.
• Tip: click Save after entering both the Admin Email and API Token to avoid errors.

  2.1 Basic User Management

• Navigate to Users → Basic User Info tab.


User Filtering Options:

• Search by Username: Find specific users quickly
• Filter by Status: Active, Inactive, Suspended users
• Group-based Filtering: Filter users by group membership
• Directory Filtering: Filter by user directory source

Bulk User Operations:

1. Select Users: Use checkboxes to select multiple users
2. Choose Action:
• Deactivate: Disable managed accounts
• Suspend: Temporarily suspend access
• Delete: Remove users (with 15-day grace period)
• Add to Group: Assign group memberships
• Remove from Group: Remove group access
3. Apply Changes: Click Apply to execute bulk operations

User Details:

• Account Information: Name, email, status
• Last Login: Product-specific activity tracking
• Group Memberships: Current group assignments
• Directory Source: User account origin

  2.2 Detailed user info tab (CSV)

Step 1: Export Data from Atlassian Admin

To prepare data for bulk processing:

• Navigate to Atlassian Admin: Go to https://admin.atlassian.com/.
• Open the Directory: Click Directory → Users.
• Export Users: Click the three-dot menu (⋮) in the top-right corner and select Export users.
• Configure Export:
• Select Active users as the export type.
• Enable Product access and role to include access-level details.
• Download CSV: Atlassian sends an email with a link to download the CSV file.
• Tip: Ensure the export contains the “Email” and “Product Access” columns, as they are required for mapping.

Step 2: Upload and Process the CSV

• Navigate to Bulk CSV Actions → Detailed User Info tab.
• Upload CSV: Drag and drop the downloaded CSV or use the Upload File button.
• Validation:
• The system verifies required columns like Email, User Status, and Product Access.
• If any columns are missing, you’ll receive a clear validation message.
• Column Mapping:
• The system auto-detects and maps fields such as User Name, Email, Added to Org Date, Group Memberships, and Last Seen Data for each application.
• You can manually adjust mappings if needed.

Step 3: Filter and Analyze User Data


• Use the built-in Advanced Filtering System to refine the dataset before taking bulk actions.
• Available Filters:
• User Name / Email
• User Status (Active, Inactive, Suspended)
• Added to Org (by days since joining)
• Last Active (by days since last login)
• Never Logged In
• Org Role
• Group Membership

Filters are persistent across sessions, and active filters appear as badges above the table.

Step 4: Perform Bulk Actions

User Actions:

Select one or more users from the table and choose the desired action:

• Activate – Reactivate inactive user accounts.
• Deactivate – Disable selected active users.
• Suspend – Temporarily suspend access to Atlassian products.
• Restore – Reactivate suspended accounts.
• Delete – Permanently remove users from the system. (Use with caution.)

Group Actions:

• Add to Groups – Assign selected users to one or more groups.
• Remove from Groups – Remove users from specific groups.
• Protected Groups – Prevent modifications to specified protected groups during bulk actions.

All actions display real-time progress and can be tracked in the Audit Logs tab for accountability.

Step 5: Export & Data Management

• CSV Export: Export selected or filtered users along with their associated data for reporting or further processing.
• Data Persistence: Imported data remains available across sessions for continuous management without needing to reupload.
• Progress Tracking: Visual indicators show ongoing bulk operations and completion status.
• Audit Trail: Every bulk action (create, suspend, restore, delete) is automatically recorded in the audit logs with timestamps and user details.

The Bulk Operations feature in the Detailed User Info (CSV) tab enables administrators to perform multiple user and group management actions simultaneously, directly from the imported CSV data.

User Selection

• Individual or Bulk Selection: Select specific users manually or use the “Select All” option to apply actions to the entire filtered dataset.
• Smart Selection Awareness: The system ensures bulk actions are only performed on valid, processable users (e.g., prevents reactivation of already active users).

  2.3 Advanced User Import

User Import Feature

The import workflow is designed to be simple, intuitive, and highly configurable:

Step 1: Upload CSV

• Drag & Drop Interface: Upload CSV files directly by dragging them into the designated area.
• File Validation: The system automatically checks the CSV format and ensures required columns are present.
• Sample CSV Download: Download a template CSV to ensure proper formatting.
• File Information Display: View file name, size, and upload status for confirmation.

Step 2: Map Columns

• Email Column Mapping: Required; maps the CSV column containing user email addresses.
• Group Column Mapping: Optional; maps CSV column for group assignments.
• Column Detection: Automatically detects all available columns from the CSV.
• Validation: Ensures the email column is correctly mapped before proceeding.

Step 3: Select Features

• Create New Users: Enable or disable automatic creation of user accounts.
• Add Users to Groups: Enable or disable group assignments for imported users.
• Create New Groups: Automatically create groups if they do not already exist.
• Feature Combinations: Flexible configuration to tailor import actions for different scenarios.

Step 4: Preview & Import

• Data Preview: Displays a sample of users to be imported with pagination for easy review.
• Import Summary: Shows total users, mapped columns, and selected features.
• Feature Summary: Provides a visual confirmation of enabled import features.
• Final Import: Executes the import process with real-time progress tracking.
• Access Audit Logs to view detailed logs of all actions taken during the import.

 Automated User Cleanup

Navigate to Scheduler & Cleanup in the sidebar.

This section allows administrators to configure automated cleanup and maintenance rules for user accounts across products.

Rule Types

A. User Deactivation Rules

• Inactivity Period - Define the number of inactive days before a user is deactivated.
• Product Scope - Apply rules to specific products (e.g., Jira, Confluence, Bitbucket).
• Group Exclusions – Exclude specific groups from deactivation actions.
• Notification Settings – Send warning emails to users before deactivation.

B. Product Access Removal

• Application-Specific Rules – Target individual products for access removal.
• Group Removal – Remove users from selected groups.
• Inactivity Thresholds – Define different inactivity periods per product.
• Never-Logged-In Handling – Automatically remove users who have never accessed the product.
• Never-Logged-In Handling – Automatically remove users who have never accessed the product.

C. User Suspension Rules

• Suspension Period – Temporarily suspend inactive users for a defined duration.
• Auto-Deletion – Automatically delete users after the suspension period ends.
• Restoration Options – Allow quick reactivation for suspended users.

  Creating Cleanup Rules

• Click Create New Rule.
• Configure the following rule settings:


Rule Name

Provide a descriptive name for the rule (e.g., “Deactivate Inactive Jira Users - 60 Days”).

Rule Mode

There are two rule execution modes:

• Safe Mode (Review First) – The rule runs in audit-only mode and makes no live changes. (Recommended for initial setup)
• Live Mode – The rule executes and applies changes automatically.

Action to Perform

Choose one of the following actions:

• Deactivate (Managed Users Only) – Deactivates inactive managed accounts based on global last login activity across all products.
• Suspend Users (All Users) – Suspends inactive users across all products based on activity thresholds.
• Remove Product Access – Removes group access from specific products based on product-specific login activity. (e.g., If Jira is selected, the rule considers only Jira login activity for the X-day threshold.)

Product Selection

Select the products to which the rule should apply, such as Jira, Confluence, JSM, Bitbucket, etc.



Selection Criteria

• Days Inactive Threshold – Define the number of inactivity days after which users will be selected for cleanup actions.
• Include Users Who Have Never Logged In – Optionally target users who have never accessed the system, regardless of creation date.

Target Users

Choose the target user group scope:

• All Users with Protected Groups – Run the rule on all users but exclude those belonging to protected groups.
• Specified Groups Only – Run the rule only for users in the selected groups.

Protected Groups

• Search and select one or more groups to protect from cleanup actions.
• You must select at least one protected group to ensure critical accounts remain unaffected.


Time Configuration

Define when the rule should execute:

• Run Frequency – Set the interval (daily, weekly, or monthly).
• Execution Time – Choose the specific time for rule execution.

Click Save Rule to finalize and activate your configuration.

Cleanup Rules Management

Once rules are created, they will appear in the Rules List.

Available Actions

• Resume/Pause – Enable or disable rule execution.
• Edit Rule – Modify existing configurations.
• Run Now – Execute the rule immediately.
• Delete Rule – Permanently remove the rule.

 Auto Activate Users Feature

Rule Creation & Configuration

Create automated rules that define when and how users should be assigned to groups.

Two-Step Setup Process:

1. Select Jira Project and Request Type:

• The system automatically discovers all Jira projects available to the admin.
• Request types dynamically load based on the selected project.

2. Select Jira Project and Request Type:

• Define the conditions and target groups for user assignment.

Assignment Methods

The Auto Activate system supports two intelligent assignment types:

1. Domain-Based Assignment

• Email Domain Targeting: Automatically adds users to a group based on their email domain.

2. Group-Based Assignment

• Source Group Logic: Assign users to new groups based on their existing memberships.
• Target Group Mapping: Define which group users will be added to when they already belong to a specific source group.

Rule Management & Control

Maintain complete oversight and flexibility over your automation rules:

• Enable / Disable Rules: Use toggle controls to activate or deactivate specific rules.
• Edit or Delete: Modify existing rules or remove outdated ones easily.
• Real-Time Updates: The rule table provides live feedback for all status changes.
• Visual Overview: Each rule displays project name, request type, assignment method, and current activation status.

Monitoring & Validation

• Project Validation: Ensures the selected project contains valid request types before saving the rule.
• Rule Testing: Preview configuration results before enabling automation.
• Activity Tracking: All auto-activation events are recorded in the audit logs for traceability and compliance.

Quick Setup Steps

• Access the Feature: Go to Auto Activate Users from the main sidebar.
• Add New Rule: Click “Add New Assignment Rule” to start setup.
• Select Project & Request Type: Choose a Jira project and its corresponding request type.
• Configure Assignment Logic: Define either a Domain-Based or Group-Based assignment rule.
• Save & Activate: Save your configuration and toggle the rule to “Active.”
• Monitor Execution: Track activity logs to verify successful auto-assignments.

  Creating Cleanup Rules

• Click Create New Rule.
• Configure the following rule settings:


Rule Name

Provide a descriptive name for the rule (e.g., “Deactivate Inactive Jira Users - 60 Days”).

Rule Mode

There are two rule execution modes:

• Safe Mode (Review First) – The rule runs in audit-only mode and makes no live changes. (Recommended for initial setup)
• Live Mode – The rule executes and applies changes automatically.

Action to Perform

Choose one of the following actions:

• Deactivate (Managed Users Only) – Deactivates inactive managed accounts based on global last login activity across all products.
• Suspend Users (All Users) – Suspends inactive users across all products based on activity thresholds.
• Remove Product Access – Removes group access from specific products based on product-specific login activity. (e.g., If Jira is selected, the rule considers only Jira login activity for the X-day threshold.)

Product Selection

Select the products to which the rule should apply, such as Jira, Confluence, JSM, Bitbucket, etc.



Selection Criteria

• Days Inactive Threshold – Define the number of inactivity days after which users will be selected for cleanup actions.
• Include Users Who Have Never Logged In – Optionally target users who have never accessed the system, regardless of creation date.

Target Users

Choose the target user group scope:

• All Users with Protected Groups – Run the rule on all users but exclude those belonging to protected groups.
• Specified Groups Only – Run the rule only for users in the selected groups.

Protected Groups

• Search and select one or more groups to protect from cleanup actions.
• You must select at least one protected group to ensure critical accounts remain unaffected.


Time Configuration

Define when the rule should execute:

• Run Frequency – Set the interval (daily, weekly, or monthly).
• Execution Time – Choose the specific time for rule execution.

Click Save Rule to finalize and activate your configuration.

Cleanup Rules Management

Once rules are created, they will appear in the Rules List.

Available Actions

• Resume/Pause – Enable or disable rule execution.
• Edit Rule – Modify existing configurations.
• Run Now – Execute the rule immediately.
• Delete Rule – Permanently remove the rule.

 Accessing Notification Templates

Navigate to Email Notifications from the sidebar.

You will find a list of available templates along with key details. Available actions for each template include:

• Enable/Disable Toggle – Turn notifications on or off.
• Preview – View the email content before sending.
• Edit Template – Modify template details and content.

To manually trigger the migration in case of failure:

• Navigate to the Help & Guide tab.
• Go to the Migration tab and click Retry Rules/Logs Migration.