Sharing policy settings
This page lists every setting on the app's Sharing Policy tab, where a Jira admin decides who can share, what can be shared, and how shared pages behave across the site.
Open the Sharing Policy tab
You need to be a Jira admin.
- In Jira, select Settings (the gear icon) > Apps.
- In the sidebar, select Share Public Link. The app's admin page opens.
- Select the Sharing Policy tab.
- Change the settings you need, then select Save changes (or press Cmd + S on a Mac, Ctrl + S elsewhere).
Nothing is saved until you select Save changes. While changes are pending, the tab shows Unsaved changes.
The admin page and the app's messages still call spaces "projects". This page uses the labels exactly as the app shows them.
Who can share
Three settings, one per kind of link: Work Item Share Permissions, Board Share Permissions and Filter Share Permissions. Each offers the same options:
| Option | Effect |
|---|---|
| All users can share | Any Jira user can create links of this kind. This is the default |
| Restrict to specific groups | Only members of the groups you select can create them |
| Disable for everyone | Nobody can create new links of this kind |
Restricting or disabling sharing stops new links only. Existing links keep working until they expire or someone turns them off. To cut off access now, turn the links off on the admin tabs: see Review and turn off links across the site.
Who can manage other people's links
Decides who can change a work item or board link that someone else created.
| Option | Effect |
|---|---|
| Everyone who can share | Anyone allowed to share work items or boards can change any link on them |
| Specific groups | Members of the groups you select can change anyone's links |
| Only the link's creator | People change only the links they created. This is the default |
Jira admins can always change any link. Anyone who can see a work item or board can turn its links off, whatever this setting says. Filter links can be changed only by their creator.
Projects that can be shared
Decides which spaces may leave Jira through any link: work items, boards and filters.
| Option | Effect |
|---|---|
| All projects | Every space can be shared |
| Only these projects | Only the spaces you select. Work items from other spaces can't be shared, boards hide their cards, and filters leave out their results |
The setting is checked every time a link is opened, so narrowing the list also narrows links that already exist.
Until you choose one of the options, nobody can share a filter. Work items and boards can still be shared from any space. A filter link reads work items with the app's own access, so choose only spaces whose whole content is fine to show outside your company.
Filter Sharing Limit
How many work items one shared filter can ever return: 100, 250, 500, 1000 or 2500 work items. The default is 1,000. Viewers load results 50 at a time up to this limit. Keep it low enough that a filter link can't be used as a bulk export.
Link Expiry Policy
| Setting | Effect | Default |
|---|---|---|
| Default expiry (the first list) | Pre-selected when someone creates a link. They can still change it | Never |
| Maximum lifetime (the second list) | The longest lifetime anyone can choose. While it's set, Never isn't offered | No maximum |
Both lists offer 24 hours, 7, 30 and 90 days. The maximum applies to links created or edited from then on. Existing links keep the expiry they were given. See Set when a link expires.
Public Page Appearance
The theme, accent color and Colored top bar of every link whose creator didn't choose their own look. The defaults are the Jira theme and the Jira blue accent. Changes apply to existing links too, the next time their pages load. See Choose a theme and accent color.
Embedding
Allow embedding is on by default. Turning it off stops every link from being shown inside another website, whatever its creator chose. Turning it back on restores each link's own choice. Links are never embeddable until their creator turns it on. See Embed a shared page in another site.
Viewer Comments
Allow viewer comments is on by default. Turning it off stops every link from taking comments, whatever its creator chose. Each link takes at most 10 comments an hour and 50 a day. See Let viewers comment.
Link Activity
Count link opens is on by default. Each link counts its opens, and only people who can change the link, and Jira admins, see the numbers. Turning it off stops counting and hides every number. Counts made before are kept and reappear when you turn it back on. See Link activity.
Recommended settings
For a site setting up the app for the first time:
- Restrict the three share permissions to trusted groups, such as project managers and support leads.
- Under Projects that can be shared, select Only these projects and add only spaces whose whole content is safe to share outside your company.
- Set a default expiry of 30 days, so links get one without anyone thinking about it.
- Set a maximum lifetime of 90 days, so no link lasts forever.
- Each month, review the admin tabs and turn off links that are no longer needed.
Related
- Review and turn off links across the site: every link on the site, and the audit log.
- Get started with External Share: install the app and create a first link.
- Data security and privacy: what the app stores and where.