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Sharing & Team Gallery

Every spotlight is private by default. Choosing Shared with the team at save time publishes it to the site-wide Team spotlights gallery, visible below everyone’s personal gallery.

What sharing shares - and what it never does

Section titled “What sharing shares - and what it never does”

Sharing publishes the spotlight’s definition: its settings (JQL, plan, configuration), title, your original description, your name, and the date. It does not publish data.

When a teammate opens a shared spotlight, it renders live, with their own Jira permissions:

  • A shared JQL chart re-runs the query as the viewer - they see only issues they can see.
  • A shared access review shows only the projects the viewer administers.
  • A shared custom plan executes with the viewer’s permissions, never the author’s.

Two people can look at the same shared spotlight and see different numbers. That’s the design: sharing a spotlight can never become a way around Jira permissions.

Who can publish and who can view

Section titled “Who can publish and who can view”

By default, everyone on the site can publish to and view the team gallery. Jira admins can restrict either capability to specific Jira groups on the Settings page - for example, allow everyone to view but only a “reporting” group to publish. Jira admins always retain both capabilities.

Managing shared spotlights

Section titled “Managing shared spotlights”
  • Edit - authors can edit their own shared spotlights in place (the builder opens with the saved settings and description). Publish permission is re-checked on every edit.
  • Remove - authors can remove their own; Jira admins can remove any shared spotlight (moderation).
  • Visibility is fixed after saving. A private spotlight can’t be flipped to shared (or back) in place - delete and recreate with the other visibility. The builder states this on edit.
Section titled “Gallery limits”

To keep the gallery scannable and healthy:

  • 200 shared spotlights per site.
  • 15 shared spotlights per author.

Deleting one frees the slot immediately.

Next

Section titled “Next”