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Administrator Setup Guide

Complete configuration guide for Jira administrators to set up ProjectClone permissions, user access controls, and organizational policies.

15 min read Updated: January 2025 For Administrators

Configuration Steps

Initial Configuration

Set up ProjectClone for your organization immediately after installation:

1

Access Admin Panel

Navigate to the ProjectClone configuration area:

Navigation Path 
Settings (⚙️) → Apps → Manage apps → ProjectClone → Configure

Alternatively, go to Settings → Apps → ProjectClone Configuration in the left sidebar.

2

Verify Installation

Confirm ProjectClone is properly installed and enabled:

  • Status: App should show as "Enabled" in the Manage apps section
  • Version: Confirm you're running the latest version (v2.0.0)
  • License: Verify license status and user count
  • Permissions: Check that Forge permissions are properly granted
3

Basic Configuration

Configure the fundamental settings:

Default Settings

By default, only Jira administrators can access ProjectClone. This ensures security while you configure user permissions.

User Permissions Configuration

Control who can clone projects and access ProjectClone features:

Permission Levels

Administrator Access

Full access to all ProjectClone features and configuration settings

Project Administrator

Can clone projects they have administrative access to

Authorized Users

Specific users or groups granted cloning permissions

Configuring User Access

1

Individual User Access

Grant access to specific users by username or email:

User Configuration 
Authorized Users:
- john.doe@company.com (Lead Developer)
- jane.smith@company.com (Project Manager)  
- dev.admin@company.com (Development Admin)
2

Global vs Project-Specific Access

Choose the appropriate access scope:

  • Global Access: Users can clone any project they can see
  • Project-Specific: Users can only clone projects where they have admin rights
  • Mixed Mode: Different rules for different users (recommended)
Security Consideration

Users can only clone projects they already have access to view. ProjectClone doesn't grant additional project visibility - it only allows cloning of visible projects.

Group-Based Access Management

Use Jira groups for efficient permission management:

Creating ProjectClone Groups

1

Set Up User Groups

Create groups in Jira's User Management section:

Recommended Groups 
projectclone-admin
├── Full ProjectClone administrative access
├── Can configure permissions and settings
└── Can clone any project

projectclone-users  
├── Standard cloning permissions
├── Can clone projects they administrate
└── Cannot modify ProjectClone settings

projectclone-restricted
├── Limited cloning access
├── Can only clone specific projects
└── Require approval for sensitive projects
2

Assign Groups to ProjectClone

In the ProjectClone configuration panel:

  • Navigate to User Access → Group Permissions
  • Add each group with appropriate permission levels
  • Set specific restrictions for each group if needed
  • Configure notification preferences for group members

Group Permission Matrix

Permission Examples 
Group                | Clone Own Projects | Clone Any Project | Admin Settings
---------------------|-------------------|-------------------|---------------
projectclone-admin   | ✓                 | ✓                 | ✓
projectclone-users   | ✓                 | ✗                 | ✗
projectclone-restricted | Limited       | ✗                 | ✗
jira-administrators  | ✓                 | ✓                 | ✓

Security Settings

Configure security controls and data protection measures:

Access Controls

Project Restrictions

Limit which projects can be cloned based on sensitivity or classification

Scheme Protection

Protect critical schemes from being copied or modified during cloning

Approval Workflows

Require administrator approval for cloning sensitive projects

Data Protection Configuration

1

Sensitive Project Classification

Mark projects that require special handling:

Classification Examples 
High Security Projects:
- HR-SENSITIVE (Employee data)
- FINANCE-AUDIT (Financial records)
- LEGAL-MATTERS (Legal proceedings)

Restricted Access:
- CUSTOMER-DATA (Client information)
- COMPLIANCE-REPORTS (Regulatory data)
- SECURITY-INCIDENTS (Security breaches)
2

Configure Protection Rules

Set up automated protection for classified projects:

  • Prevent Cloning: Block cloning of highly sensitive projects
  • Approval Required: Require admin approval before cloning
  • Limited Access: Only specific users can clone these projects
  • Audit Trail: Enhanced logging for all operations on these projects
Compliance Note

For organizations subject to regulations like GDPR, HIPAA, or SOX, ensure ProjectClone usage complies with your data handling policies. Consider additional approval workflows for projects containing regulated data.

Audit & Logging Configuration

Set up comprehensive logging and monitoring for ProjectClone operations:

Logging Levels

1

Standard Logging

Basic operation tracking (enabled by default):

  • Clone Operations: Who cloned what project and when
  • User Access: Permission grants and revocations
  • Configuration Changes: Admin setting modifications
  • Errors & Failures: Failed operations and error details
2

Enhanced Logging

Detailed tracking for compliance and security:

Enhanced Log Data 
Timestamp: 2025-01-15 14:30:22 UTC
User: john.doe@company.com
Action: PROJECT_CLONE_INITIATED  
Source: TEMPLATE-PROJECT (TMPL)
Target: DEV-TEAM-ALPHA (DEVA)
IP Address: 192.168.1.100
User Agent: Mozilla/5.0...
Schemes Cloned: Workflow, Permission, Notification
Duration: 45 seconds
Status: SUCCESS

Log Management

Export Capabilities

Export audit logs for external analysis and compliance reporting

Search & Filter

Advanced search through logs by user, project, date, or operation type

Alerts & Notifications

Automated alerts for suspicious activity or policy violations

Reporting Dashboard

ProjectClone provides built-in dashboards showing cloning activity, user access patterns, and system health metrics. Access these through the admin configuration panel.

Organizational Policies

Establish governance policies for project cloning across your organization:

Naming Conventions

1

Project Key Standards

Enforce consistent project key naming:

Naming Policy Examples 
Department-Based Keys:
DEV-[PROJECT] - Development projects
QA-[PROJECT] - QA environments  
PROD-[PROJECT] - Production projects
MKTG-[PROJECT] - Marketing campaigns

Team-Based Keys:
ALPHA-[PROJECT] - Team Alpha projects
BETA-[PROJECT] - Team Beta projects
GAMMA-[PROJECT] - Team Gamma projects

Environment-Based Keys:
[PROJECT]-DEV - Development environment
[PROJECT]-STG - Staging environment  
[PROJECT]-PRD - Production environment
2

Validation Rules

Set up automatic validation for project naming:

  • Key Format: Enforce department prefixes or suffixes
  • Length Limits: Ensure keys stay within Jira's limits
  • Reserved Words: Prevent use of system or sensitive terms
  • Duplicate Prevention: Automatic checking for existing keys

Approval Workflows

Implement approval processes for different types of cloning operations:

Automatic Approval

Standard projects, authorized users, routine operations

Manager Approval

New team projects, significant resource allocation

Admin Approval

Sensitive projects, cross-department cloning, bulk operations

Resource Management

System Resources

Configure limits on concurrent cloning operations and project complexity to maintain system performance. Consider scheduling intensive operations during off-peak hours.

Training & Documentation

  • User Training: Regular sessions on ProjectClone best practices
  • Policy Documentation: Clear guidelines on when and how to use ProjectClone
  • Template Management: Designated owners for maintaining project templates
  • Support Procedures: Clear escalation paths for issues and questions