License Management Rules
In the Flexible User License app, you can create license management rules that automatically remove users from access groups or suspend their licenses based on their activity status. These rules operate on a recurring schedule according to predefined conditions, enabling you to manage user accounts more efficiently.
Each rule is created through a five-step process, where you define the rule name, target users, conditions, actions, schedule, and final review.
Creating License Rule
1. Login to your Jira Cloud site.
2. Go to Apps > Flexible User License in the left sidebar.
3. When the Flexible User License app is launched, select Manage Licenses > License Management Rules from the top navigation.
4. On the License Management Rules screen, click Create Rule to begin creating a new rule.
Refer to the guides from Step 1 to Step 5 for detailed instructions on creating a rule.
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Step 1. Set Rule Name
In this step, enter a name to identify your rule. The rule name will appear in the rule list and activity logs.
Click Next to proceed to the next step after setting the rule name.
Rule Name: This field is required. Enter a clear and descriptive name to help identify the rule.
You can use up to 255 characters, including letters and numbers. Duplicate names are allowed.Description: Optionally, provide a brief description of the rule.
Step 2. Set Scope
In this step, you define the scope of users to whom the rule will apply. After selecting the desired user scope, click Next to proceed to the next step.
You can choose from the following scope options:
All Users: Applies the rule to all users in your organization.
Users in selected domain: Applies the rule to users in the selected email domain(s). Available only when SAML authentication is configured. You can select multiple domains.
Users in selected group: Applies the rule to users in the selected user group(s). Only users within the group who match the rule conditions will be targeted. Multiple groups can be chosen.
External Users: Applies the rule to users from external domains.
All external users: Applies the rule to all users from external domains.
External email: Filters external users by email address or domain and applies the rule to matching users only.
Domains and groups can be selected in combination.
Specific domains or individual email addresses can filter external users.
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Step 3. Set Actions and Conditions
In this step, you define the conditions under which the rule will run, and what actions will be taken.
Action
Select how the license should be removed from users who meet the condition:
Remove user from selected access groups: Automatically removes the user from the selected access groups.
Change user status to suspended: Automatically changes the user's status to Suspended.
Condition
Set the condition under which the rule will be triggered. The rule will run when a user has no activity for a specified period.
Last active: Removes the license from users who have not been active for a specified number of days.
For example, if you enter30, the rule will apply to users who haven’t had any activity within the last 30 days.Maintain the number of licensed users: Keeps the number of licensed users at the specified count. For example, entering
500will retain licenses for 500 users.Includes users who have never been active: When using the Maintain the number of licensed users condition, this option counts users who have never been active toward the total license usage.
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Step 4. Set Schedule
In this step, you can define when and how often the rule runs by setting a schedule.
Date
Start date: Select the date when the rule will start running.
End date: Choose when the rule should stop running.
Run continuously: Continue running the rule without an end date.
Select end date: If not running continuously, choose a specific end date.
Frequency
Select weekday: Choose the days of the week (Monday to Sunday) when the rule should run.
Based on your schedule, you can preview up to 10 upcoming execution dates.
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