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Bulk User Management for Jira Cloud

Introducing "Bulk User Management" - the ultimate app for efficient user management in Jira Cloud. With this app, administrators can easily handle multiple user accounts simultaneously, streamlining the user management process for your Jira Cloud instance. saving time and optimizing license costs.
With Bulk User Management, handling user accounts becomes a hassle-free task. Whether you need to temporarily suspend a group of users, reactivate multiple inactive accounts, or remove multiple users from your system, this app offers a seamless and intuitive interface to perform these actions efficiently.

Download And Installation

Log into your Jira instance as an admin.
Navigate to the settings menu and Click Manage Apps.
Click on Find new apps .
Locate Bulk User Management app.
Click Try free to begin a new trial or buy now to purchase a license.
Enter your information and click Generate license when redirected to MyAtlassian.
Click Apply license.

1: Setup Bulk User Management

The Admin API key and API token information are required to enable the Bulk User Management plugin's features.
To get started, select the "Configure Token" button.

Setup Bulk User Management fo Jira, Bulk action management to inactivate deactivate users

See the following instructions to set up the Admin api key: link.

To configure the api token: link .

Once the tokens are configured, all plugin functionalities will start working.
By default, only 200 Jira users are displayed. To view more users, click on the "Next" button above the user table.

To apply Bulk Action to users after successful token configuration:

- Select all users on whom the Bulk Action should be applied.
- Choose the desired operation to perform.
- Click the "Apply" button to initiate the process.

2. Filter Users

A. To filter users based on their username

To view a list of all default users (the first 200 users will be listed, at most), choose the user option and click search.
Only active users will be listed.
Click on the next button to get the next list of users of that group.
Enter a letter or string to match the username textbox section.
Allowed actions: suspend, delete, add to a group, remove from a group.

B. group

Select a group to fetch its users.
Only the first 200 users in that group will be listed.
Click the next button to retrieve the next list of users in the group.
Allowed action: suspend, delete, add to a group, remove from a group

C. verified users(Managed accounts)

Will list all users from all verified domains.
List active/inactive users from the user state dropdown list to filter users accordingly.
Allowed action: disable, delete, add to a group, remove from a group.

3. Bulk Action on Users

Select all users on whom the Bulk Action should be performed.
Select the bulk action to perform - enable, disable/suspend, or delete.
Click the "Apply" button to start the action.

To add or remove users from group(s)

- Select the action for the group - Add to the Group/Remove from the group.
- Select all the groups on which you want to perform the action.
- Click the "Apply" button.

NOTE:

Deleting multiple users may require more time compared to other operations.

Verified users(Managed accounts) will not be immediately deleted; instead, they undergo a 15-day deletion period during which they remain visible in the user list but cannot be re-enabled.

Non-verified users cannot be disabled directly; they can only be suspended, preventing access to any resources and freeing up their license.

All users have the option to be suspended, but once suspended, they cannot be restored or re-enabled within the plugin.

Deactivation is only possible for managed accounts, which are typically verified users.

Group management is restricted to users who have logged in at least once.

4. Import User

The Import CSV feature allows for the easy addition of new users to the system. This can be done by uploading a CSV file that contains the email addresses of the new users as well as any group assignments they may have. Additionally, existing users can have their group memberships updated by making the necessary changes in the CSV file and re-uploading it. If a specified group does not currently exist within the system, the import process includes the ability to create a new group based on the information provided in the CSV file.

Steps to import users:

Navigate to the “Import Users” tab within the plugin.
Upload or drag and drop CSV in the “Import CSV” tab.
You can now map email addresses and user groups to their respective CSV columns.

NOTE:

The group column is not required to be mapped if you do not wish to do group updates for newly created users.

After column mapping, check the configurations that are required and click on the “Update/Create Users” button.
The import process will run in the background. To view newly added users, simply search for them on the "Manage Users" screen.

5. Auto Deactivation and Application Access Removal

1: Auto deactivation :

Check “Auto De-Activate Users” toggle
Set days for inactivity interval. - any users that have not logged in over set days will be automatically deactivated.
To exclude specific groups from deactivation, toggle on the “Exclude groups for auto deactivation” and select all required groups.
To deactivate never logged in users, check “Deactivate never logged-in users”.

NOTE:

All Managed accounts are considered for automated deactivation if not excluded through “exclude groups”.

The global last login date is considered for deactivation. I.e, if a user logged in to Jira 50 days ago and in confluence 30 days ago, the deactivation will be based on 30 days (latest) of inactivity.

A user is considered for deactivation, if it has logged in to any of the connected products.

If the user has only logged in to Bitbucket or Trello and does not have Jira access, they will still be considered for deactivation.

*** Make sure to exclude admin groups for auto deactivation to avoid admin deactivation***

2: Auto Remove Application access :

For Jira software users and Confluence and Bitbucket users:

Set inactivity interval for “n” days and add groups to remove users from.
If the user has not logged in to Jira/Confluence/Bitbucket for “n” days, it will be removed from selected groups.

6. Group Removal or User Suspension based on invitation date

Take action against users based on their invitation time. Suspend a user if they haven't logged in to any product since they were invited more than X days ago, or remove the user from specific groups based on their logins to particular products.

How to get the CSV for your instance:

Go to Atlassian user management screen from Atlassian Admin, then select "Directory".
the users section, go to the top right corner, click on the 3 dots, and click on "Export users".

Export after selecting active users and the "Product access and role" checkbox.

After completing the above steps, you’ll receive an email with download link in the email. Use that link to download the CSV file.
Inside the miniorange Bulk User management plugin, open the tab “CSV Actions”.

Upload the above downloaded CSV file.
Change the configuration according to your requirements in the plugin.
In “Users invited before”, add the number of days X before which the user was invited and action needs to be taken on that user.
On turning on the toggle “Suspend if never logged in any products”, any users that were invited before X days(as specified above) and have not logged in any product would be suspended.
For Product specific: For a product, If a user was invited before X days, and has not logged in to the specific product, eg: Jira software, the user will be removed from the specified groups.
After specifying all the configurations, Click on the Suspend button.