Email notification is being sent to another user when a project is archived.

[Stephanie Kohne]

Good day, 

Email notifications are being sent to another user when a project is archived.

This user did not archive the projects but receives the email notification.

This user is not an administrator. 

Is there a fix for this?

[Dave Liao · Accepted solution]

What kind of email are they receiving? Can you add it here please?

EDIT: If the user is getting a Jira-generated email that says "x project has been archived" (similar to this project has been moved to trash), these emails go to all users who are either "Trusted Users", or members of groups that have admin privileges.

[Stephanie Kohne]

[Jack Brickey]

Stephanie,

in Cloud, unless something has changed, there is no project archive function. Maybe you are using an addon? I don’t recognize the screenshot in your reply to Dave. Can you explain the source?

[Dave Liao]

It's possible the user who got notified was a project admin or project lead, but I'd need to verify that that case generates notification emails first...

[Stephanie Kohne]

Hi Jack/Dave

We are using Cloud, and there is an archive function recently made available to which I (Jira Admin) can only restore archived projects.

The screenshot is from the user's email. He is a project admin but only for projects he creates, these are projects created and archived by someone else. I received the same emails.

Is the fact that he has project admin permissions the reason he will receive an email notification if any projects are archived -if yes, how to resolve?

[Dave Liao]

Ah, in that case, check if the user is a "Trusted User". These users have some admin privileges, and will receive certain admin email notifications, unfortunately. 

If this is the case, the user can relinquish their "Trusted User" powers and become a "Basic" user if desired.

[Stephanie Kohne]

Hi Dave, 

Just checked the user's details and they are on Basic:

[Dave Liao]

@Stephanie Kohne - can you confirm if Victor is a member of any groups that might have admin privileges of any kind?

[Stephanie Kohne]

Hi @Dave Liao 

Yes, Victor is a member of a group that has access to the administration features of logging projects on Jira

[Dave Liao]

@Stephanie Kohne That's probably why he received the "project archived" email. Check with the other members of that group, I suspect they received the same email(s) too.

[Jack Brickey]

hi guys sorry for the delay in reengaging here.

Stephanie, i'm quite intrigued by this new archive feature. Can you please share more details? maybe a screenshot of where one archives a project? I poked around a bit on my instance looking in the normal places (all project list view, details under project settings, etc.) Are we talking NG or Classic projects here?

understanding this might allow me to better assist. My suspicion here is that, assuming this Archive is indeed some newly introduced function it may very well be a unique notification that would go to all members of the project or at least the project admin. While I have been surprised with changes dropping in on Cloud many times, I will be quite surprised by archiving being one of them TBH.

[Dave Liao]

@Jack Brickey it must be new! In the admin screen for Projects I still only see "move to trash".

However, tapping G-G lets me go to an "Archive" page that I know wasn't there before 😉

[Jack Brickey]

Dave, very interesting indeed. Are you seeing at the top level g-g screen? Below is what I see. I am still not seeing it. likely it is that I am not on the latest version. I also checked a test instance I have access to and do not see it. I also checked the docs and found nothing. I'm going to connect w/ Atlassian colleagues for more on this.

[Dave Liao]

@Jack Brickey - yep! I typed in "arch" - and thought of Star Trek's holodecks - then the Archive option appears:

[Stephanie Kohne]

Hi Guys

@Dave Liao Thank you for helping me get to the bottom of this. So in conclusion, there is no way to configure who gets the email notification. All project admins receives it whether or not they created the project/archived the project. 

 @Jack Brickey In Project settings, you can archive a project by clicking on the 3 little dots, you can also manage already archived projects as highlighted below: 

Perhaps because this is a new feature there isn't a whole lot of functionality build into it and one can only hope for more flexibility around it in the future?

[Dave Liao]

@Stephanie Kohne - hopefully there is more flexibility around admin notifications in the future. Even when moving a project to the trash, all admins get notified about that activity...

Feel free to mark my initial answer as the answer (I've edited it for clarity).

@Jack Brickey - I don't have the option to archive projects (like Stephanie does), FYI, just the ability to see what projects have been archived. Fun, right?

[Jack Brickey]

OK so here is the final word that helps explain things a bit. Good to get closure on this and I'm hopeful that the details helps future searchers.

Project Archive in Cloud is a new feature that is being rolled out for Premium edition of Jira Cloud. You can see the details here - JSWCLOUD-17064 (pertinent excerpt below in italics). Note, that while this post references Standard actually Stephanie is on a Premium trial and that is why Archive 'works'. Dave, I assume you are on Standard, as am I, and if you enter "arch" in the g-g popup then you will go to the page but it is basically greyed out.

Finally, going back to the original question of why folks are notified when a project is notified it is, as stated earlier, because they are an admin.

from JSWCLOUD-17064...

Hi everyone,

I am Ritesh Ranjan, Product Manager for Jira. We have been working hard to improve the way you manage projects in Jira. Your comments and feedback has been useful in shaping these features.

Today I want to share a quick update on Project Archiving. We have been working on Project Archiving over the past few months, and at this point we are testing the feature. Post testing completion, we will be launching this feature in a gradual rollout to all Jira Software Premium customers. We also announced this feature in Summit 2020.

On a related note, we are also releasing “Trash” for Projects, which moves projects to trash bin before it gets permanently deleted. You can follow progress of that ticket at https://jira.atlassian.com/browse/JRACLOUD-23498.

Thanks,
Ritesh Ranjan
Product Manager, JIRA Platform

[Dave Liao]

Hopefully Atlassian updates their documentation to show this! Mystery/mysteries solved. ❤