User Management by GCL

“User Management by GCL” is a synonym for ease of use. Developed by GC Logix, this app helps Jira Admins to manage users and groups effectively on Jira Cloud.

The app provides 6 functionalities relating to user and group management such as:

  • Create User(s)

  • Delete User(s)

  • Create Group(s)

  • Delete Group(s)

  • Add user(s) to group

  • Remove user(s) from group

Table of Contents

Credentials Validation:

This is one of the first thing that needs to be done before going ahead to execute any of the above mentioned functionalities.

Why do we need your token?

Because, the functionalities provided through the app cannot be directly executed from the app without one (admin) permitting the app to do so. In order for the app to execute all the above functionalities, one (admin) needs to provide the API Token which will allow the app to execute the functionalities without any perturbation.

Note: The API Token that will be shared with the app will not be stored anywhere except the browser session. As soon as the browser session is over the credentials will be deleted.

How to generate?

There is a link provided in the app on clicking of which one (admin) will be directly taken to the page where they can create an API Token.

How to validate?

  • Go to main page

  • Click on Validation button under Configuration

  • Enter one’s (admin) Email

  • Enter ones' (admin) API Token (Click on the info button next to this field to redirect to the page to create a token if not already created)

  • Click on Validate button

  • If the credentials one (admin) provided matches, one (admin) will be prompted with a “Success“ message

  • If the credentials one (admin) provided doesn’t match, one (admin) will be prompted with a “Failure“ message

  • If validation is successful, one (admin) can go ahead and execute any of the above mentioned functionalities

Create User(s):

This is one of the feature that allows an admin to create users in bulk as it is something that is not OOTB in Jira Cloud. To create a single user or multiple users one (admin) needs to create a list of users that needs to be uploaded in a very simple format as mentioned below.

Format:

  • Email Address and Display Name are the two mandatory fields that needs to be provided while creating any user(s)

  • First part must represent Email Address and the second part must represent Display Name separated by a comma(,)

  • If there are multiple users, they must be separated by semicolon(;)

To create a single user: randy@example.com, Randy Jain (not ending with semicolon as it is a single user)

To create multiple users: shisti@example.com, Shisti Das; emmanuel@example.com, Emmanuel D’souza; raon@example.com, Nimi Rao (not ending with semicolon as this is the last user in the list but other users before this are separated by semicolon)

Note: Make sure you don’t end a user list with semicolon while creating a single user or multiple users (highlighted above)

How to create user(s)?

  • Go to main page

  • Click on Create User(s) button under User level actions

  • Add the user(s) in above mentioned (defined) format in the text area provided

  • Click on Create Users button

  • If the user(s) are created, a status page will be displayed with user(s) created and not created (due to various reasons - Check: https://gclogix.atlassian.net/wiki/spaces/GA/pages/2195457/Common+errors+and+solutions to know more about possible errors)

  • One (admin) can visit the user management tab in Jira for the confirmation after all the above steps are carried out

Delete User(s):

This is one of the feature that allows an admin to delete users in bulk as it is something that is not OOTB in Jira Cloud. To delete a single user or multiple users one (admin) needs to create a list of user(s) accountId(s) that needs to be uploaded in a comma separated format as mentioned below.

Format:

  • accountId (How to get?) is the only mandatory field that needs to be provided while deleting any user(s)

  • If there are multiple users, they must be separated by comma(,)

To delete a single user: 54I0dlcv3406bd6312jklvdf (not ending with a comma as it is a single user)

To delete multiple users: 54I0dlcv3406bd6312jklvdf, 5d1d84jb009kn54cvdf03hn1, 50eb82sah402ngr28400il0k (not ending with comma as this is the last user in the list but other users before this are separated by comma)

Note: Make sure you don’t end a user list with comma while deleting a single user or multiple users (highlighted above)

How to delete user(s)?

  • Go to main page

  • Click on Delete User(s) button under User level actions

  • Add the user(s) accountId(s) in above mentioned (defined) format in the text area provided

  • Click on Delete Users button

  • If the user(s) are deleted, a status page will be displayed with user(s) deleted and not deleted (due to various reasons - Check: https://gclogix.atlassian.net/wiki/spaces/GA/pages/2195457/Common+errors+and+solutions to know more about possible errors)

  • One (admin) can visit the user management tab in Jira for the confirmation after all the above steps are carried out

Create Group(s):

This feature allows one (admin) to create multiple groups at once (when one is migrating to cloud or even in other scenarios) as it is something that is not OOTB in Jira Cloud. To create a group or multiple groups one (admin) needs to create a list of group name(s) that needs to be uploaded in a comma separated format as mentioned below.

Format:

  • groupName is the only mandatory field that needs to be provided while creating group(s)

  • If there are multiple groups, separate them by comma(,)

To create a single group: test-group001 (not ending with comma as it is a single group)

To create multiple groups: test-group002, test-group003, test-group004 (not ending with comma as this is the last group in the list but other groups before this are separated by comma)

Note: Make sure you don’t end a group list with comma while creating a single group or multiple groups (highlighted above)

How to create group(s)?

  • Go to main page

  • Click on Create Group(s) button under Group level actions

  • Add the group name(s) in above mentioned (defined) format in the text area provided

  • Click on Create Groups button

  • If the group(s) are created, a status page will be displayed with group(s) created and not created (due to various reasons - Check: https://gclogix.atlassian.net/wiki/spaces/GA/pages/2195457/Common+errors+and+solutions to know more about possible errors)

  • One (admin) can visit the user management tab in Jira for the confirmation after all the above steps are carried out

Delete Group(s):

This feature allows one (admin) to delete multiple groups at once as it is something that is not OOTB in Jira Cloud. To delete a group or multiple groups one (admin) needs to create a list of group name(s) that needs to be uploaded in a comma separated format as mentioned below.

Format:

  • groupName is the only mandatory field that needs to be provided while deleting group(s)

  • If there are multiple groups, separate them by comma(,)

To delete a single group: test-group001 (not ending with comma as it is a single group)

To delete multiple groups: test-group002, test-group003, test-group004 (not ending with comma as this is the last group in the list but other groups before this are separated by comma)

Note: Make sure you don’t end a group list with comma while deleting a single group or multiple groups (highlighted above)

How to delete group(s)?

  • Go to main page

  • Click on Delete Group(s) button under Group level actions

  • Add the group name(s) in above mentioned (defined) format in the text area provided

  • Click on Delete Groups button

  • If the group(s) are deleted, a status page will be displayed with group(s) deleted and not deleted (due to various reasons - Check: https://gclogix.atlassian.net/wiki/spaces/GA/pages/2195457/Common+errors+and+solutions to know more about possible errors)

  • One (admin) can visit the user management tab in Jira for the confirmation after all the above steps are carried out

Add User(s) to Group:

This feature allows one (admin) to add bulk users to a group. To add a single user or multiple users to a group one (admin) needs to create a list of user(s) accountId(s) that needs to be uploaded in a comma separated format as mentioned below, along with selecting a group from the drop-down list.

Format:

  • groupName and user(s) accountId(s) are the two fields that are mandatory while adding user(s) to the group

  • If there are multiple users, separate them by comma(,)

To add a single user: 54I0dlcv3406bd6312jklvdf (not ending with a comma as it is a single user)

To add multiple users: 54I0dlcv3406bd6312jklvdf, 5d1d84jb009kn54cvdf03hn1, 50eb82sah402ngr28400il0k (not ending with comma as this is the last user in the list but other users before this are separated by comma)

Note: Make sure you don’t end a user list with comma while adding a single user or multiple users to the group (highlighted above)

How to add user(s) to a group?

  • Go to main page

  • Click on Add or Remove User(s) from Group button under Group level actions

  • Select a group name from the drop-down list on the left side of the screen

  • Add the user(s) accountId(s) in above mentioned (defined) format in the text area provided on the right side of the screen

  • Click on Add to Group button

  • Upon executing, a status page will be displayed with user(s) added to a group and also those user(s) who are not added to a group (due to various reasons - Check: https://gclogix.atlassian.net/wiki/spaces/GA/pages/2195457/Common+errors+and+solutions to know more about possible errors)

  • One (admin) can visit the user management tab in Jira for the confirmation after all the above steps are carried out

Remove User(s) from Group:

This feature allows one (admin) to remove bulk users from a group as it is something that is not OOTB in Jira Cloud. To remove a single user or multiple users from a group one (admin) needs to create a list of user(s) accountId(s) that needs to be uploaded in a comma separated format as mentioned below, along with selecting a group from the drop-down list.

Format:

  • groupName and user(s) accountId(s) are the two fields that are mandatory while removing user(s) from a group

  • If there are multiple users, separate them by comma(,)

To remove a single user: 54I0dlcv3406bd6312jklvdf (not ending with a comma as it is a single user)

To remove multiple users: 54I0dlcv3406bd6312jklvdf, 5d1d84jb009kn54cvdf03hn1, 50eb82sah402ngr28400il0k (not ending with comma as this is the last user in the list but other users before this are separated by comma)

Note: Make sure you don’t end a user list with comma while removing a single user or multiple users from the group (highlighted above)

How to remove user(s) from a group?

  • Go to main page

  • Click on Add or Remove User(s) from Group button under Group level actions

  • Select a group name from the drop-down list on the left side of the screen

  • Add the user(s) accountId(s) in above mentioned (defined) format in the text area provided on the right side of the screen

  • Click on Remove from Group button

  • Upon executing, a status page will be displayed with user(s) removed from a group and also those user(s) who are not removed from a group (due to various reasons - Check: https://gclogix.atlassian.net/wiki/spaces/GA/pages/2195457/Common+errors+and+solutions to know more about possible errors)

  • One (admin) can visit the user management tab in Jira for the confirmation after all the above steps are carried out

How to get accountId(s) of user(s)?

To carry out most of the functionalities from the app “User Management for Jira Cloud“, one (admin) needs to have accountId(s) of user(s). Below are the steps to get accountId(s) of user(s) from the instance.

  • Navigate to User Management in Jira instance

  • Click on Users on the left hand panel and that will list all the users that are present in the Jira instance

  • On the right hand corner you will see “Export” option

  • Click on it and select “All Users“ and export

  • This will download a csv file with user(s) accountId(s)

  • You can then select accountId(s) and continue with the functionalities