Notifications & Announcements

Overview

When you are working with Jira or Confluence, you leave some personal information in the system: names, e-mails etc. Users have to know exactly what this data is used for, and they also have to agree with a privacy policy agreement. The company has to keep track of the data as well. So, we’ve built this module for this purpose. In addition, you have the possibility to create multiple announcements, in relation to other subjects. Enable your project admin or system admin to inform users of upcoming events, or other information that affects projects, all without any coding!

Read our guide and find out how to easily create announcements, agreements, and other privacy notifications in Jira and Confluence step-by-step.

Notifications & Announcements Dashboard

Find the Apps tab on the top of the start page, click on it and choose the Data Protection and Security Toolkit in the dropdown menu. After that, you’ll see the Data Protection and Security Toolkit Home page where you’ll find the Policies, Agreements, Notifications & Announcements section with the Configure announcements button. Click on it and view the Notifications & Announcements Dashboard.

It is the main page where an administrator can manage all announcements. You can quickly enable or disable the announcement using toggle in the Enabled column. For an enabled announcement, you will see the toggle highlighted in green. This announcement is active and displayed for users now.

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Notifications & Announcements Dashboard

How to create an announcement

You can create an announcement with a template. To do so, click on the Create from template button and pick the Private Policy predefined template. Alternatively, you can create a new announcement by clicking the Create button. After that, you’ll see the Configuration page. The configuration of a new announcement consists of two tabs: General and Additional configuration.

Let’s take a look at it in detail.

General configuration

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General configuration

Here is an overview of General configuration parameters which you can set:

Additional configuration

Here is an overview of Additional configuration parameters which you can set:

Click on the Save button at the top of the page when all parameters are set, and you’ll see the Dashboard again.

How to create an announcement from a template

Navigate to the Notifications & Announcements Dashboard and click on the Create from template button. After that, choose the predefined template from the dropdown menu – Privacy Policy template.

It’s an optional announcement with some predefined title and body. Check the Policy text and correct it before enabling the announcement – it is just an example.

You can change the parameters of this template if it’s necessary. Click on the Save button at the top of the page after all your changes.

Statistics

At the Notifications & Announcements Dashboard, you see all your created announcements. To view the announcement accepting/declining statistics, click on the Statistics button in the top-right corner of the Dashboard page.

After that, you’ll see the Statistics page with these fields:

• User

• Announcement

• Date from

• Date to

Select User and Announcement, and see who accepted or rejected the announcement and when it happened. You can set exact dates if you want to narrow your search.

Announcement Actions menu

At your Notifications & Announcements Dashboard, there is the Action column with settings button. Click on it, and you will see the Actions menu. Using it, you can navigate to the edit page, clear statistics or delete the announcement.

If you want to clear the statistics and display the announcement again for users after they have accepted or rejected it, use the Clear Statistics option. This announcement will then be shown again for everyone who has already accepted or declined it.

If needed, you can delete this announcement using the Actions menu/Delete option.

Use cases

Various policies and agreements to be shown to users:

• Privacy policy

• Information security policy

• Cookie policy

  •  

Notifications (including maintenance notifications):

• Major changes in the application

• Upcoming maintenance

• Rules of conduct

• Information about pandemic regulations

• Deadlines and friendly reminders

• Different news for different groups of users (divide audiences by selecting the “Show for group” or “Show for project/space“ option)

  • For example, show your US employees some love for Independence Day