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Restrict Issue Visibility with Workflows

Last modified: 12 June 2024

You can use the permission scheme in YouTrack to restrict read access to issues in YouTrack. Users who have Create Issue permission but not Read Issue permission in a project can only see the issues they create themselves. However, this setup is very binary. Users can either read and update only the issues that they reported themselves, or access all the issues in the project. In real life, the situation is usually much more complex. What happens when you want some people to read and update some issues — not just the issues they created, but also those which are shared with them somehow?

To support this use case, you can grant reporters the Read Issue permission and use a workflow to automatically restrict issue visibility to a group that excludes other reporters. The following workflow rule restricts issue visibility as soon as an issue is reported.

Each issue is visible to its reporter and any member of the Viewers group. However, the reporter or any member of the Viewers group can “share" the issue with any other users who have the Read Issue permission in the project. To share the issue, the user selects another user from the Visible to list.

There are a number of other ways you can use workflows to manage visibility. You might consider adding one or more of the following rules to increase the flexibility of the entire scheme.