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Permission management in ActivityTimeline is done through User Roles which are separate from Jira permission schemes and govern the visibility and actions of the users of ActivityTimeline.

There are 2 4 ‘Power roles’: Admin & Manager that allow to create and manage teams, generate , Manager, Team Lead, and Power Team Lead allow generating reports and timesheets and assignassigning/approve approving vacations/sick leaves, etc., and 3 ‘Employee’ roles that are assigned to the majority of the users in the organisationorganization.

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Role

Recommended for

Access to Configuration

Access to

application

Modules

Additional permissions

  • Administrator 

user role

  • Can create/edit and approve custom events like Placeholders or Vacations.  This user may delete other users and change the permissions of other users.

    • Only a user with an Administrator role may access Setup Wizard or perform a refresh of

    • Jira admins

    • C-level managers

    • Has full access to all ActivityTimeline configuration settings including the Dashboard.

    • Full access to configurations.

    • Full access to all modules and all teams: Plan, Work, Track, Report

    • Access the Setup Wizard or refresh users, issues, boards, filters, or projects from

    JIRA

    • Jira.

    • Manager

    user role

    • Global managers (have access to all teams)

    • Department leads

    • Project Managers

    • Team leaders

  • User with this role has full access to the Dashboard and can manage teams.

    • Access to Team management settings. He/she can edit members of existing teams and create new teams.

    Can modify users' positions and skills.

    • Access to User management settings (Users, User Skills, and Users Positions, Resources, Workload Schemes, Groups (read-only in Groups page)

    • Full access to

    Planning, Tracking and Reporting functionalityCan create/edit and approve custom events like Placeholders or Vacations

    • all modules and all teams: Plan, Work, Track, Report

    • See all issues from activated projects in ActivityTimeline unless issue security is set up.

    • All actions performed by ‘Employee’-roles.

    • Power

    Employee user role

    • Senior level employees

    • Team leads

    • People who mentor other employees

    • Can schedule tasks for himself/herself and other team members

    • Can change statuses of the task

    • Log work to Jira tasks

    • Can see schedule for all existing teams on the Dashboard

    • No Access to Timesheets or reports of other users

    User with this role can access the Dashboard, view JIRA tickets and perform a drag'n'drop, move or resize of JIRA tickets

    • Team Lead

    • Project Managers

    • Team Leaders

    • Scrum Masters

    • No access

    • Plan: All teams

    • Work: Own and users from the team he manages

    • Track: Own and users from the team he manages

    • Report: All teams (if the report includes worklogs, then can see only the teams he manages)

    • See all issues from activated projects in ActivityTimeline unless issue security is set up.

    • Can create/edit custom events for teams he/she belongs to.

    • Can log time on behalf of users that are in the team he manages or edit and approve their worklogs.

    • Team Lead

    • Project Managers

    • Team Leaders

    • Scrum Masters

    • No access

    • Plan: Own data and users from the team he manages or users that are on the same team as this user

    • Work: Own data and users from the team he manages

    • Track: Own data and users from the team he manages

    • Report: Own data and users from the team he manages

    • See issues assigned to him/her and their teammates and log time on those.

    • Can create/edit custom events for all users.

    • Can log time on behalf of users that are in the team he manages or edit and approve their worklogs.

    • Power Employee 

    • Senior level employees

    • Team leads

    • People who mentor other employees

    • No access

    • Plan: All teams

    • Work: Own data

    • Track: Own data

    • Report: All teams (if the report includes worklogs, then can see only the teams he manages)

    • See all issues from activated projects in ActivityTimeline unless issue security is set up.

    • Can create/edit custom events for all users.

    • Employee 

    user role

    • Default role for all employees

    • All non-manager roles that are only responsible for their tasks

    Can only see his/her own

    • No access

    • Plan: Own timeline and

    timeline of

    • users that

    in User with this role has an access to the schedule of the teams he/she belongs to. This user can see just the issues that were assigned to him/her and their teammates.

    • are on the same team as this user

  • Can schedule tasks for himself/herself

  • Log work to Jira tasks

    • Work: Own data

    • Track: Own data

    • Report: Own data and team he is part of (if the report includes worklogs, then can see only own data)

    • See and log time for issues assigned to self and teammates

    • Can create/edit custom events for teams he/she belongs to.

    • Limited

    Employee user role (default for newly added users)

    • Employee

    • For all

    organisations

    • organizations that don’t allow employees to see tasks/issues/events of other employees

    • Only access to personal timeline

    • Can create new task for himself/herself

    • Can log time to Jira tasks

    User with this role can see his/her own timeline schedule only. This user will see just the issues that were assigned to him/her

    • No access

    • Plan: Own data

    • Work: Own data

    • Track: Own data

    • Report: Own data

    • See and log time for issues assigned to self.

    • Can create/edit custom events on his/her timeline only.

     

    Info

    Restrictions

    Activity Timeline add-on allows assigning different types

    of  Restrictions applied

    of Restrictions in addition to other roles

    :

    .

    Restrictions

    Access to

    ConfigurationsAccess to modules

    Modules

    Additional Permissions

    • Semi Read-Only

    user role

    • This role can be applied in addition to

    Power Employee or Employee Roles

    • any other role.

    • Has the same access to all ActivityTimeline configuration settings as the original role.

    • Users with this role have full access to their own timeline

    and 

    • and read-only access to the timeline of other users

    .If a user has just this role then he/she will have the same access as 'Employee' but in a semi read-only mode

    • .

    • Read-

    only user role:

    • Only

    • This role can be applied in addition to any other role.

    • Has the same access to all ActivityTimeline configuration settings as the original role.

    • Users with this role will have read-only access to the dashboard.

  • If a user has just this role then he/she will have the same access as 'Limited Employee' but in a read-only mode.

    • Employee

    • He can log time on the tasks that he can see in ActivityTimeline

    Info

    The employee user role is set as a default role for newly added users but you can modify that in Configurations → Synchronization → Refresh Users.

    Team Leads Management

    A Team Lead is an additional permission designed to grant users with the Employee or Power Employee role managerial permissions within a specific team while retaining their Employee or Power Employee permissions in other teams. Specifically, a Team Lead will have access to the Timesheets of their Managed Teams and will be able to approve Timesheets and Events for these teams.

    Team Leads page, under Configurations → Teams, contains information about the name and position of a Team Lead and the team name.

    To view any existing teams that don't have an assigned Team Lead click on the Switch button with the description "Shows Teams without a Team Lead".

    Image Added

    This page is designed to view all teams that don't have Team Leads yet. To assign them a Team Lead click on the Assign a Manager button or on the team name, and you'll be redirected to the Edit Team page. Once a Team Manager is assigned, the team is added to the list of teams with managers. 

    Assigning User Roles

    We recommend using the Bulk mode in Configuration → Users to assign roles to users in bulk, which helps avoid manual work. This feature can be changed by Default role for new users  in configuration : Synchronization > Refresh Users > Users Settingsalso be used to assign positions and skills.

    Image AddedImage Added

    Alternatively, you can use Jira Groups mapping which will be covered in the next modules.

    If you do not want someone to access the add-on, you can set their permission level to ‘No Access.’ For the cloud version, they will still see ActivityTimeline in the app's drop-down, but clicking on it will result in an error message. For the DC version, it is possible to configure the display of ActivityTimeline menu on the Jira header to users in some groups only in Configurations → Apps Settings → ActivityTimeline Visibility.

    Info

    ActivityTimeline offers flexibility in controlling what users can see by reusing Jira permissions alongside its built-in user roles. Two key settings affect this:

    1. Reuse Jira Permissions per Project

    Description: This setting determines whether ActivityTimeline should reuse Jira Project Permissions in addition to the built-in ActivityTimeline User Roles.

    Functionality:

    • When enabled (checked), both Jira Project Permissions and ActivityTimeline User Roles are used to filter issues and projects for each logged-in user.

    • When disabled (unchecked), only the default ActivityTimeline User Roles are used for filtering

    Default Value: Checked (enabled).

    1. Reuse Jira Permissions per Issue (slow)

    Description: This setting determines whether ActivityTimeline should reuse Jira Issue Permissions in addition to the built-in ActivityTimeline User Roles.

    Functionality:

    • When enabled (checked), both Jira Issue Permissions and ActivityTimeline User Roles are used to filter issues, projects, and teams for each logged-in user. Note that enabling this feature may decrease the performance of the dashboard.

    • When disabled (unchecked), only the default ActivityTimeline User Roles are used for filtering.

    Default Value: Unchecked (disabled).

    Important Note: Enabling these settings provides more granular control over what users can see based on their Jira permissions. However, enabling the “Reuse Jira Permissions per Issue” setting may lead to a decrease in dashboard performance due to the additional checks required.

    By default, “Reuse Jira Permissions per Project” is enabled, and “Reuse Jira Permissions per Issue” is disabled to balance between security and performance.

    You can configure these settings under the Configurations → Advanced Settings page.

    If you have any additional questions related to the following section, please don’t hesitate to contact our team at: support@reliex.com.

    Also, you can check our Quick Start Guide to get started with ActivityTimeline in under 5 minutes.

    (question) Frequently Asked Question. Read more.

    📰 Helpful tips in our Blog.

    📬 Questions? Contacts Us.

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