Track applications users have access to?

[Amy Lane]

We are new to Jira and Jira Service Management and I am in the process of building out our projects etc.  

Does anyone use Jira or JSM to track applications that users are given access to from your organization?  I am trying to determine if there is a way during onboarding to track all the applications or websites users have access to as part of their employment.  That way when a user leaves we know all the systems, applications, websites etc we know we need to deactivate the user in.

Thanks for any info or ideas you have!

Amy 

[Vitalii Rybka]

Hi Amy,

Great use case! Yes, many organizations use JSM for access management tracking. Here are a few approaches that work well:

Option 1: JSM Asset Management

• Create asset types for each application/system
• Link users to their assigned applications as assets
• Easy to see all access when someone leaves

Option 2: Custom Fields + Automation

• Create a custom field "Applications Access" (multi-select or text)
• Use automation to update when access is granted/removed
• Generate reports for offboarding 

  Pro tip: Many orgs combine this with their HR onboarding/offboarding workflows in JSM. You can create request types for "New Employee Setup" and "Employee Departure" that automatically trigger access reviews.

  The Asset Management approach is probably cleanest if you're already using JSM assets. Otherwise, the custom fields method is simpler to set up.

  What's your current onboarding process like? That might help determine the best approach.

  Hope this helps!

[Amaresh Ray – Multiplier]

Hi @Amy Lane

Great question! While JSM Asset Management is definitely one approach as Vitalii mentioned, I'd like to suggest another solution that might be exactly what you're looking for: Multiplier. (Disclaimer: I'm one of the founders)

Multiplier is a JSM app specifically designed to automate user access management and provides comprehensive tracking capabilities that align perfectly with your needs:

Key Benefits for Your Use Case:

• Centralized Application Inventory: Automatically pulls in all your connected applications from Azure AD, Okta, and other identity providers into one place
• Complete Access Visibility: Shows exactly which users have access to which applications, websites, and systems
• Automated Onboarding/Offboarding: Streamlines the process you mentioned for tracking access during employee lifecycle events
• Audit Trail: Maintains detailed records of who has access to what, when it was granted, and by whom - perfect for compliance

Since you mentioned tracking access for onboarding and knowing what to deactivate when users leave, Multiplier handles both ends of this process automatically while maintaining the audit trail you need.

Would love to hear if this sounds like it could address your specific needs! Feel free to check it out on the Marketplace or ask if you have any questions about implementation.

[Evgenii]

Hi, @Amy Lane 

You can use Assets for such task. It's part of Jira Service Management product.
There you can create objects, representing your systems, and link them with your users.

It's very, very basic scenario. In fact, it has very rich functionality, to track products, licenses, virtual infrastructure, company structure, approvals... Many different scenarios available.
But the main problem is that only users with Jira SM access can use it and manage it.

You can read about Assets here:
https://www.atlassian.com/software/jira/service-management/product-guide/tips-and-tricks/assets-cloud-get-started#1-access-assets