The license types available in Jama are Creator, Collaborator, Stakeholder, Test Runner and Reviewer. Each type has different capabilities and allows certain access within the software, therefore allowing the different licenses to complete different jobs. The figure below demonstrates how these licenses differ from each other on three functional levels: writing, reading, test execution, and reviewing.
See the help guide for a handy overview of the license types and the abilities linked to each. Please note that the Collaborator licenses are being phased out in preference of a combination of Stakeholder and Test Runner.
Floating vs. Named?
Some of your licenses might fall under the classification of Named
A Floating License can be assigned to multiple users, however only one user at a time will be able to log into Jama using a Floating License. If all Floating Creator licenses are in use when a user tries to log in, they will be logged in as a Floating Reviewer assuming Floating Reviewer licenses are available (Named Reviewer will not work as a fallback). Otherwise, the user will have to wait until someone logs out of Jama. A user that is downgraded to a float review will not be shown as DENIED ACCESS in this view on the administration license page.
A Named License
is assigned to one user and cannot be shared between users. Unlike Floating Licenses, a user with a Named License will always have access to Jama when they log in.
Adding Users to Jama Connect
The most common way to bring a new user into Jama is as an Administrator, under Admin > Users > New User
From here, you will have to manually add the details for the new user, as well as select what license type to give them. If you add a new user this way, it will use one of your licenses.
Users can also be imported via the user import plug-in
or synced in when integrating with Atlassian’s Crowd
Inviting Users into Jama Connect
If you need to allow an outside user to access Jama for their input or to collaborate on a review, there are a few ways available for the user to be invited into Jama: the Collaboration Stream, the Review Center (you must be a Review Moderator), or as an Administrator.
Inviting Users through the Collaboration Stream will grant the new user a 30 Day Creator Trial License, which will not take up any of your current available licenses. The added user will not have permissions to any projects within Jama, so you will need to manually provide them appropriate access under Admin > Permissions. It is important to note that the same email may not be used more than once for a 30 Day Creator Trial License, so only new users will be able to use this.
Review Moderators can invite users through the Review Center
. Users added this way will be given a Reviewer License. Be sure to have "Allow review moderators to invite new users to Jama by email" enabled under Admin > Review Center Settings
. Additionally, you can restrict who can be invited to specific email domains.
Inviting a user this way will take one of your available reviewer licenses, and you will not be able to invite a user into the Review Center if you have no Reviewer licenses available. (A temporary workaround to this would be inviting them through the Collaboration Stream, and then inviting them into the review.)
Customers using LDAP have an option to enable self-registration. Self-registration is automatic for customer’s using SAML for SSO however the behavior is similar to a Collaboration Stream invitation where the user will have no permissions and be granted a 30 Day Trial license.
Best Practices With Assigning Licenses
Deciding which license type is best for users can be a complex process. The following chart can help determine what type of license a user should be assigned.
When deciding who in your organization should get a Floating or Named license, it is important to consider what each person's role will be in Jama. For those who will be acting as Jama Admins or Project Managers, it is important that they are always able to log in to Jama to perform administrative functions. Issues can arise for Jama Admins and Project Managers who do not have Named Licenses because they can get locked out of Jama if all the Floating licenses are taken up. For this reason, it is a best practice to assign these users Named Creator licenses, thus ensuring they are always able to access your Jama instance.
There is a feature in Jama that will notify the Administrator via email if users are nearing the licensing threshold for the Jama instance. To use this feature, navigate to Admin > License
, and select the gear on the top right of the license graph.
This will open a pop-up menu. From here, you can select what user threshold percentage
you'd like for your organization's licenses, as well as if you want to be notified when that threshold is met and who Jama should notify. On the bottom half of the menu, you can select which days this percentage should be calculated.