Refresh Users

ActivityTimeline regularly checks Jira for user updates and adds new users to ActivityTimeline when they match the configured synchronization rules.

By default, user synchronization runs automatically once a day, usually during the nightly background synchronization.

This process can include newly added Jira users if they belong to the Jira groups configured for synchronization.

Manual User Synchronization

If you need to update the user list sooner, an ActivityTimeline administrator can run user synchronization manually.

To refresh users manually:

1. Go to Configuration → Synchronization.

2. Open the Refresh Users tab.

3. Click Refresh Users.

After the synchronization is completed, you will be redirected to the Users page, where the updated list of users will be displayed.

Default Jira Groups Used for User Synchronization

By default, ActivityTimeline searches for users in the following Jira groups:

jira-software-users
jira-core-users
jira-users
jira-software-users-<INSTANCE_NAME>

Deleted Jira Users

If a user is deleted or deactivated in Jira, they are not automatically removed from ActivityTimeline. Instead, during synchronization, their ActivityTimeline role is changed to No Access to preserve historical data, such as past plans, bookings, and worklogs.

To remove such users manually if necessary:

1. Go to Configuration → Users.

2. Find the required user.

3. Click Manage User.

4. 

Using Additional Jira Groups

If your organization uses a different Jira group that contains the users you want to synchronize, you can add it to ActivityTimeline.

To do this:

1. Go to Configuration → Synchronization → Refresh Users.

2. Find the Extra groups to search users in field.

3. Add the required Jira group.

4. Save the changes.

5. Click Refresh Users.

ActivityTimeline will then include users from this group during synchronization.

Sync users from selected groups only

The Sync users from selected groups only setting defines whether ActivityTimeline should synchronize only users who belong to specific Jira groups. When this option is enabled, ActivityTimeline will load users only from the Jira groups configured for synchronization.

This is useful when you want to limit ActivityTimeline access to a specific group of Jira users instead of synchronizing all Jira users from the instance.

Possible values:

unchecked — ActivityTimeline synchronizes users based on the default user synchronization logic.

checked — ActivityTimeline synchronizes only users from the selected Jira groups.

When enabled:

• Users from the selected Jira groups are synchronized to ActivityTimeline.

• New users from those groups are added to ActivityTimeline automatically.

• Users who do not belong to the selected groups will not appear in ActivityTimeline.

The list of groups can be defined in the Extra groups to search users in field.

Additional User Synchronization Settings

Administrators can also configure how often ActivityTimeline should search for new Jira users.

Available options usually include:

• Daily — new users are checked and synchronized every day.

• Weekly — new users are checked and synchronized once a week.

• Never — new users are not added automatically.

You can also define which default ActivityTimeline role should be assigned to newly synchronized users.

This is useful when you want new users to be added automatically but still control their initial access level in ActivityTimeline.