Modern organizations are constantly seeking ways to optimize business processes and reduce costs. One of the challenges faced by companies using tools like Jira Data Center is the effective management of user licenses. On one hand, each license comes with costs, and on the other, it is essential to ensure seamless access for employees who are actually using the system. How can this process be automated while maintaining flexibility and ease of management? In the face of these challenges, our client – one of the leading providers of solutions for households and more – decided to implement an automated user license management system in the Jira Data Center environment. With the support of Almarise, this solution turned out to be a perfect fit.

The client faced the challenge of managing licenses in a dynamically growing organization, where the number of Jira users was constantly increasing. The main difficulties were:

• Maintaining an optimal number of licenses within a limited budget.
• Avoiding manual adding and removing of users, which created additional workload for the IT team.
• Ensuring continuous access to tools for active users while eliminating inactive accounts from the license groups.

The solution had to be automatic, reliable, and flexible to meet both current and future challenges of the organization.

Solution: Process Automation Using ScriptRunner

The Almarise team developed a personalized license management automation system that operates almost entirely with minimal intervention. The team structured the implementation process into several key stages:

1. User Segmentation

All users were divided into three groups:

a) Standard users
b) Administrative users
c) Functional users

This segmentation allowed for precise access management and optimized license allocation.

2. Automatic License Group Cleanup

The team introduced a mechanism that analyzed user activity every month. The system automatically removed users who had not logged in for the past six months from the license group, recovering unused licenses.

3. Dynamic License Assignment

With each login, the system checked whether the user needed a license. If necessary, the mechanism automatically assigned the user to the appropriate license group, while ensuring that the available pool was not exceeded.

4. Monitoring and Alerts

Daily monitoring of available licenses provided ongoing control over resources. If the number of available licenses fell below a set threshold, the team responsible for the system was immediately notified.

The implementation of automation brought tangible benefits:

• Cost Reduction
  Optimizing license usage allowed for a reduction in expenses on additional licenses.
• Increased Efficiency of the IT Team
  The automation of processes relieved specialists, enabling them to focus on more strategic tasks.
• System Flexibility
  The mechanism adapts to the changing needs of the organization, eliminating the need for constant supervision.
• Increased Resource Availability
  With dynamic license allocation, active users always had access to tools, and inactive accounts did not block resources.

The license management automation project in Jira Data Center is proof that a well-designed system can lead to significant savings and improve the organization’s operations. The implemented solutions not only allowed the client to reduce costs but also optimized the use of IT resources, which positively impacted the efficiency of team workflows.

The collaboration with Almarise demonstrates how advanced technologies can support growth and operational excellence in a demanding IT environment. Wondering how a similar solution could help your company? Contact us – we’ll help optimize your processes!