Creating Automated Tasks

Automated Tasks in User Management & License Optimizer let you schedule recurring user management operations. Define a saved filter in the User Browser, configure one or more bulk actions, and set a schedule. The task runs automatically and logs every execution for auditing.

How Automated Tasks Work

1. Create a Saved Filter in the User Browser that defines your target users.

2. Open Automated Tasks and click Add New Task.

3. Select the saved filter, configure one or more actions (e.g., add to group, suspend user), and define the schedule.

4. Save the task. It runs at the scheduled time and processes whichever users currently match the filter.

5. Review execution results and adjust the filter or schedule as needed.

Accessing Automated Tasks

Click Automated Tasks in the main navigation menu. The page displays all existing tasks in a table with the following columns:

• Job Name - The descriptive name assigned to the task

• Updated By - Admin who last modified the task

• Actions - The operations the task performs

• Schedule - When and how often the task runs

• Schedule Active - Toggle to enable or disable the task

• Last Run - Timestamp of the most recent execution

• Next Run - When the task will execute next

Automated Tasks list showing configured tasks with scheduling and status.

Creating a New Automated Task

1. Add New Task

   Go to Automated Tasks from the main navigation and click Add New Task to open the task configuration dialog.

2. Configure Basic Settings

   Enter a Task name that explains the purpose. Examples:

   • Add Customer Group to Inactive Jira Users

   • Remove Stale Confluence Access

   • Monthly License Cleanup

   Select a Saved filter from the dropdown. The filter defines which users the task processes. It is re-evaluated on every run, so matching users may change over time.

3. Define the Schedule

   Choose one of three scheduling modes:

   • Manual - The task is saved but does not run automatically. Trigger it from the actions menu when needed.

   • Weekly - Select one or more weekdays and an execution time (hourly slots).

   • Interval - Run every X days, weeks, or months starting from a specific date.

   The schedule toggle must be active for recurring tasks to execute. Use off-peak hours for tasks that affect many users.

4. Select Actions

   Pick one or more operations to run on the filtered users:

   • Add to Groups - Search and select target groups

   • Remove from Groups - Remove users from selected groups

   • Remove App Access - Remove access to selected Atlassian products

   • Suspend User - Block access without deleting the account or data

   Actions execute in the order they are selected. Example sequence: remove from admin group, then add to restricted group, then remove app access.

5. Review and Save

   Verify the task name, filter, actions, and schedule before saving. Click Save to create the task or Update Task to modify an existing one.

   

   Automated Tasks Create - Creating a New Automated Task.

Managing Tasks

Each task in the list has an actions menu (three dots) with the following options:

• Run Now - Execute the task immediately

• Edit - Modify the task configuration

• Remove - Delete the task

• Show Results - View execution logs for this task

• Show Last Runs - View execution history across all tasks

Automated task action menu with Run Now, Edit, Remove, and Show Results options.

Monitoring Execution

Click Show Results on a task to view:

• Execution date and duration

• Success, failure, or partial status

• Number of users affected

• Detailed logs for each action

Click Download Result to export logs as JSON for auditing.

Automated Tasks Show Results - Monitoring Execution.

Click Show Last Runs to view recent execution results across all tasks.

Automated Tasks Show Last Runs - Monitoring Execution.

Best Practices

• Use descriptive names - Include the action and scope, e.g. Weekly License Cleanup - Inactive 90d.

• Test filters first - Run the saved filter in the User Browser before assigning it to a task.

• Start with manual execution - Run a new task manually and review results before enabling a recurring schedule.

• Avoid overlapping tasks - Two tasks that target similar user groups can conflict. Stagger schedules or combine actions into one task.

• Use off-peak hours - Schedule tasks during early morning to reduce system load.

• Start with non-destructive actions - Begin with group additions or access changes. Use Suspend only after confirming the filter is correct.

• Review results regularly - Check execution logs after the first few runs to verify the task behaves as expected.

Filter Dependencies

Automated tasks rely on saved filters as their trigger criteria. When managing filters in the User Browser:

• Editing a filter updates the criteria for all automated tasks that use it. Verify that the modified criteria still match your automation intent.

• Deleting a filter that is used by an automated task triggers a warning listing all affected tasks. Those tasks lose their trigger and stop executing until a new filter is assigned.

• Copying a filter (via "Save as Copy") does not affect existing task assignments. The copy is independent.

Before editing or deleting filters, check the Automated Tasks page to review which tasks reference the filter.

Common Use Cases

SCIM Group to Product Access Mapping

If your organization uses SCIM provisioning, SCIM-managed groups are read-only across all of Atlassian Cloud. You cannot modify their membership in admin.atlassian.com or in the app. Use Automated Tasks to bridge this gap:

1. In the User Browser, create a saved filter that targets users in a specific SCIM-managed group (using the Included Groups filter).

2. Create an automated task linked to that filter.

3. Set the action to Add to Groups and select the target product access groups (for example, jira-software-users or confluence-users).

4. Schedule the task to run at a regular interval (for example, daily after the sync).

This keeps your IdP as the single source of truth for user membership while the app handles product access assignments automatically. For deactivation, create a second task that filters for users not in the SCIM group and removes them from the corresponding product access groups.

Troubleshooting

Task Not Running

• Check that the Schedule Active toggle is enabled.

• Verify the start date is in the past.

• Confirm the saved filter returns users in the User Browser.

No Users Affected

• Re-test the filter in the User Browser.

• Check if users already match the target state (e.g., already in the group).

• Verify user status and filter criteria.

Partial Failures

• Review the execution logs for specific error messages.

• Check that target groups exist and are not SCIM-managed.

• Organization Admins are automatically excluded from all actions.

Related Pages

• Searching and Filtering - Create saved filters for tasks

• Performing Bulk Operations - Available actions for automation

• Atlassian Automation Webhooks - Get notified on task completion

• Best Practices & Scenarios - Automation best practices