About the Administrator Settings

As the name implies, these settings are only visible to users with Administrator privileges. All the settings on this page are accessible by entering the “Apps” section on Jira settings and then clicking the "Team Files Settings" link on the sidebar.

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Allowed storage places

By default, users can connect folders from all the storage places supported by the Team Files app.

Administrators can easily restrict the usage of specific storage places to ensure that the use of the Team Files aligns with company policies.

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Turn off a storage place for all users

1. Click the "Storage Places" section on the Team Files settings page;

2. Click the switch on the storage places you want to turn off.

3. The switch changes, indicating users can no longer connect folders from that storage place.

Turn on again a storage place for all users

1. Click the "Storage Places" section on the Team Files settings page;

2. Click the switch on the storage place you want to turn on again;

3. The switch changes, indicating users can connect folders from that place again.

Replicate storage permissions

The Team Files app simplifies the authentication by default, favoring ease of use with simplified permissions. Admins can require users to authenticate with an account with access to connected folders to better control how files are shared, viewed, and edited. 

What changes 

Remember that this option requires users to sign in to each connected folder to view and edit the files and apply the correct permissions for each user. Learn more

Applying "Replicate storage permissions"

1. Click the "Simplified sharing (…)" section on the Team Files settings page.

2. Click the toggle to turn on the option “Replicate storage permissions.”

Deactivating "Replicate storage permissions”

1. Click the "Cloud storage access and permissions required" section on the Team Files settings page;

2. Click the toggle to turn off the option “Replicate storage permissions.”

Attachments layout options

By default, the files and folders attached to Jira issues use a regular header and appear in the collapsed view to use less space on the screen. It’s easy to preview the file by clicking the arrow to open the expanded view, which uses the width of the page and is 464px tall by default, or clicking the file name (or preview button) to open the full-screen preview.

The Admin can set different defaults for new issues in the Admin settings section dedicated to the preview options.

Attachment header

Select the default size for the header of attachments:

• Regular: The standard size for the header of attached files and folders. It shows a big icon and additional details;

• Compact: Uses a smaller icon and only shows the name of the file or folder;

• Hidden for files: Completely hides the file header and forces the expanded preview option. Moving the mouse over the file will show a compact header.

Preview height

Select the default height for the preview:

• Regular: The standard height for previews (464px);

• Custom: Define a value for the height of the preview area.

Preview default visibility

Select the default behavior for the preview:

• Collapsed: The standard option that hides the preview;

• Expanded: Automatically shows the preview of files and folders. This option is required when selecting the “Hidden for files” header.

Jira Native Attachments

By default, users can preview and edit Jira Native Attachments (i.e., files attached directly to the issue using Jira’s attachment option) with Team Files. If needed, you can turn this off in the Admin settings.

Disable Jira Native Attachments

1. Select the “Jira Native Attachments” option in the Team Files Admin Settings;

2. Click the toggle to turn off the option.

Enable Jira Native Attachments

1. Select the “Jira Native Attachments” option in the Team Files Admin Settings;

2. Click the toggle to turn on the option.

Allowed users and groups

By default, all users and groups can use the Team Files app. It’s accessible with a link on the project sidebar and as a macro on pages to attach files and folders.

However, an Admin can specify which users and groups can use the Team Files app. When someone doesn’t have permission to use the app, the file manager and the macro are blocked for them.

The current settings are in the "Users & Groups" section. There are three main options that you can select from the drop-down menu: 

Option 1: Everyone can use the app (default option)

All users and groups can access the Team Files app using the default option.

Option 2: Everyone can use the app; only selected users and groups can connect folders

Select this option if everyone should be able to use the Team Files app, but only some users and groups can connect folders.

Adding a user or group:

Click the “Add User/Group” button, start typing to select a name, and click the “Add” button. The user or group gets access to connect folders immediately.

Removing a user or group:

Search for the user or group you want to remove, click the “Remove” button, and confirm. The option to connect folders will be hidden from the user or group immediately.

Option 3: Only selected users and groups can use the app and connect folders

Select this option if you want only some users and groups to use the Team Files app and specify who can connect folders.

Adding a user or group:

Click the “Add User/Group” button, start typing to select a name, and click the “Add” button. The user or group will have immediate access to the app.

Connect folder permission:

Use the toggle button to determine if a user or group can connect folders.

Removing a user or group:

Search for the user or group you want to remove, click the “Remove” button, and confirm. The app will be blocked for that user or group immediately.

Allowed projects

All projects can use the Team Files app by default. It’s accessible through a link in the project sidebar and a button on the issues to attach files and folders.

However, an Admin can specify which Jira projects can use the Team Files app. The file manager and the attach button are hidden when a project doesn’t have permission to use the app.

In the "Projects" section, you can see the current settings. There are three main options that you can select from the drop-down menu: 

Option 1: All projects can use the app (default option)

This is the default option, meaning every project can access the Team Files app.

Option 2: Only selected projects can use the app

Select this option if you only want to allow the Team Files app for some projects.

Adding a project:

Click the “Add Project” button, start typing to select a project, and click the “Add” button. The project gets access to the app immediately.

Removing a project:

Search for the project you want to remove, click the “Remove” button, and confirm. The app is hidden from the project immediately.

Option 3: The selected projects can’t use the app

Select this option if you only want to hide the Team Files app for some projects.

Adding a project:

Click the “Add Project” button, start typing to select a project, and click the “Add” button. The app is hidden from the project immediately.

Removing a project:

Search for the project you want to remove, click the “Remove” button, and confirm. The project gets access to the app immediately.

Import data

If your team previously used a different ikuTeam connector app, like SharePoint or Google Drive Connector, and upgraded to, or plans to upgrade to, the Team Files app to get the complete set of features it offers, you can import the data from the connector and use it with the Team Files app.

An Admin needs to:

• Enter the admin settings;

• Click the Import data section;

• Click the import button.

The importing process can take some time, depending on the size of your instance, but you don’t need to wait on the page.

When it finishes, you can check the audit log, which will show the start and finish time and how many issues were imported. If errors occur during the import process, you can repeat it.

Wrap-up

On this page, you learned about all the Admin settings currently available.

If you still have questions about the topics covered on this page, visit our support portal and send them to us. Our team is always happy to help.