Sharing and permissions
How sharing works, why two people can see different totals, and who can change what.
Three ways to share
| Mode | Who can open it |
|---|---|
| Only me (and Jira admins) | You, and Jira admins |
| Some people and groups | Whoever you list |
| Everyone who can use RollGrid | Anyone who can open RollGrid at all — which admins can restrict to named groups |
Sharing a report never shares data
This is the point to be clear about. A share grants access to the definition — the source, the tabs, the measures. It grants nothing in Jira.
When someone opens a shared report, their browser asks Jira for the work items, as them. They see what their own permissions allow and nothing else. So:
- Two people can open the same report and see different totals. That is correct, not a bug.
- A report over a space someone cannot see opens empty for them.
- Cached results are stored per person. One person's cache is never shown to another.
Editors
Separately from viewing, you can name people as editors. An editor can change the report's definition. Only the owner and Jira admins can delete it, transfer it, or change who it is shared with.
When someone leaves
Reports owned by a deactivated account keep working for everyone they were shared with. A Jira admin can transfer them to someone else, or delete them, from Jira settings → Apps → RollGrid → Reports.