Admin guide

How Rainbook sets up your Jira site, who sees what, how Rovo and AI clients fit in, and what you keep if you ever uninstall.

Rainbook's spaces

Rainbook keeps your CRM as ordinary Jira work items in three company-managed spaces, so your customers get JQL, permissions, Automation, dashboards, the Jira mobile app, Atlassian backup and Rovo with no integration to maintain.

You choose the keys in the setup wizard. Each space gets its own work type scheme, screens and workflows, all named "Rainbook …" so you can spot them in Jira's settings. Find them in Jira settings by searching for "Rainbook"; Settings › Overview checks them every visit and every night.

The Rainbook Archive item in RBCRM is Rainbook's own record: each night Rainbook attaches an archive of the data it keeps outside Jira, so Atlassian's backup covers it and it stays with you after an uninstall. Only members of rainbook-admins can open it.

Schemes and security levels

The wizard creates one permission scheme, one issue security scheme and a notification scheme for each space. Customer email lands in Activity with Rainbook's silent notification scheme, so captured mail doesn't flood anyone's inbox.

Every record carries a Jira issue security level. Rainbook sets and updates the level for you; you never pick one by hand unless you want to.

Rainbook admins are the people in the Rainbook admins group (rainbook-admins). Your Jira admins run Rainbook's settings and configuration pages. Pages that show or change record content stay with members of rainbook-admins: imports, the move from Rainbook Beta, activity history, diagnostics and failed work, privacy requests, the nightly archive, Download all data and restores. Private deals and threads stay visible only to the people Jira allows: by default, the owner and members of rainbook-admins. Jira admin rights add nothing here: a Jira admin outside the record's level doesn't see it. Members of rainbook-admins can download Rainbook's own data for backup; see Backup and export.

Records follow each other: a deal starts at its account's level, follow-ups and renewals follow their deal, contacts follow their accounts, and email threads and meetings follow the records they're linked to.

Settings › Overview checks your spaces, fields, screens, workflows and schemes against what Rainbook expects under Configuration checks, on every visit and every night. If someone edits a Rainbook scheme or removes a field in Jira, the check flags it and Repair previews the fix before applying it.

Linking requests in your other spaces

Rainbook links support requests and bugs to customers in spaces outside its own. Where a space carries the Account field, the link is a normal edit to the work item. Rainbook's link edits may notify watchers unless the Rainbook app has Administer projects in that space. Admin → Linking → Spaces marks each space that carries the field and opens that space's permission settings, so you can grant it there. Rainbook changes no permission scheme itself, because a scheme is often shared by several spaces.

Who uses Rainbook

Setup asks Who uses Rainbook? Choose Everyone in Jira to let everyone who can browse the CRM space use Rainbook, or Limit Rainbook to a group to choose its users. Jira admins run Rainbook's settings; imports, activity history, privacy requests, diagnostics and backups need membership of rainbook-admins, which Setup gives the person who runs it.

Jira guests are not Rainbook users unless an admin adds them to rainbook-users.

Earlier sites keep group-only access until you change it. Open Settings › Access › Who uses Rainbook to switch; the confirmation names who gains or loses access. On Jira Free, switch through Run setup again in Jira settings › Apps › Rainbook.

With the Regulated pack, use stays group-only and only members of rainbook-admins administer Rainbook. Jira admin rights alone do not make someone a Rainbook admin there. See the Regulated pack.

Who sees customers, deals and email

Your whole team sees every customer email on the account and deal; mark a thread Private to keep it to you and the people Jira allows. By default, that means the owner and members of rainbook-admins.

The setup wizard asks one question, "Who should see customers, deals and their email?", and you can change the answer any time: in Jira settings › Apps › Rainbook, choose Run setup again.

• Everyone in Jira (recommended). Engineers, support and product see which customers their work affects and the revenue at stake, and can open the account and its email.
• Only CRM users. Only the people who use Rainbook open customers, deals and email. This choice is available only when you limit Rainbook to a group: everyone else still sees customer names and revenue on their own work.

In everyone mode, Only CRM users is unavailable for the accounts-and-email audience: "Everyone in Jira uses Rainbook, so customers are open to everyone. To narrow, limit Rainbook to a group."

Two related rules:

• Email. "Email follows the record it's linked to (recommended)" or "Only CRM users". Threads that aren't linked to any record, and shared-mailbox threads, are visible to everyone in Rainbook until someone links them.
• Private deals. Anyone who can edit a deal can make it private. There's nothing to switch on.

A change applies at once. Rainbook updates who can open what straight away. Every change is recorded in activity history.

Private deals and private threads

Private deals. Choose Everyone using Rainbook in the visibility menu to share a deal with Rainbook users. On any deal, open Visibility and choose Private · choose people. Pick the people who should see it; the owner stays at the top. The deal header then reads "Private · 3 people", and clicking it lists them with Edit people. The deal's email, meetings, follow-ups and promises take the deal's privacy with them.

A private deal is protected by a Jira issue security level, so Jira search, the issue view, dashboards, Rovo, AI clients and the Jira mobile app all show it only to the people it's shared with, its owner, members of rainbook-admins and anyone else the level includes. Jira itself enforces it, on every surface.

Totals stay honest: someone outside the deal sees the pipeline total with "Excludes 1 deal you can't open", and the people on the deal see it counted.

Leads, renewals and pack deal types (quotes, SOWs, bids) can be made private the same way.

Private email threads. The thread's owner, any CRM user who can open it, or a Rainbook admin can choose Make private. The thread then shows a Private lozenge, Jira shows it only to its owner and the people its Private security level allows, and it stays private even when someone links it to a widely shared deal. The owner, or a Rainbook admin who can open it, can make it visible again. Calendar events you mark private in Outlook or Google Calendar use the same Private level in Rainbook: by default, the owner and members of rainbook-admins.

Jira Free

Rainbook runs on Jira Free with the whole CRM, the industry packs and the sidebars. Jira Free has no issue security, so the sharing model is simpler:

• On Jira Free, everyone on the site sees every record; private deals and private threads need Jira Standard or above.
• The setup wizard says so once, skips the Access step, and hides every privacy control.
• Files Rainbook attaches, such as email attachments and the nightly archive, count against Jira Free's 2 GB of file storage. Settings › Privacy and data, under Masked numbers and file storage, shows how much Rainbook has used and warns you at 80%. The Rainbook Archive item keeps only the latest archive set on Jira Free to save space.
• Jira Free doesn't include Rovo, so the Rainbook agent in Rovo isn't available there.

When you upgrade to Jira Standard, Rainbook notices within a day, offers to add its permission schemes and security levels, and then gives every existing record the right level for you.

Rovo and AI clients

Ask Rovo about your pipeline. Each person sees exactly what Jira lets them see.

• The Rainbook agent in Rovo answers questions about accounts, deals and email, drafts follow-ups and proposes updates. It's on by default; switch it with Settings › AI and Rovo › Rainbook agent and tools in Rovo.
• AI clients such as Claude and ChatGPT are coming soon. They will reach Rainbook's tools through Atlassian's MCP server, and each person's client will get the same answers the Rainbook agent gives that person. Your organization admin will turn that access on and choose which clients may connect in Atlassian Administration.
• Email summaries for AI clients. Each person's own email reaches the Rainbook agent in Rovo Chat, and AI clients once they arrive, after they agree in Settings › AI and your email. Other people's email summaries reach them, for records each person can open, only when you turn on Admin → AI → Include other people's email summaries for AI clients. It is off by default.
• Changes wait for a person. Agents that use Rainbook's tools propose changes. The person who asked applies a proposal with one click and Undo; a change to someone else's record becomes an Approval request for its owner. Changes an AI client makes directly through Atlassian's own MCP tools are ordinary Jira edits under that person's Jira permissions.

Rainbook's AI runs on models hosted by Atlassian. It reads what you can see in Jira and nothing more. Your data isn't used to train models.

Rainbook's own AI, capture and background jobs are included in your subscription and use neither Rovo credits nor Automation steps. The Rainbook agent in Rovo, Rovo Studio agents that use Rainbook's tools, and Automation rules built from Rainbook's templates or actions use your Atlassian allowances: Rovo credits from 3 Dec 2026, and Automation steps from your first renewal on or after 3 Dec, shown per rule in your admin Usage tab.

Adoption

Settings › Adoption shows how your team is using Rainbook: active users by day and by week, each person's last active day, and the areas they use (workspace areas, Jira panels, dashboard gadgets, the Gmail and Outlook sidebars, Ask and drafts), with names from Jira. Use it to spot who needs a hand getting started and which features are earning their keep.

Only Rainbook admins can open the page. Rainbook keeps these daily usage rows for 13 months. Sidebar use arrives from Mail Sync every hour, so today's numbers carry an "As of" time until it does.

Activity history

Settings › Activity history lists every change Rainbook and your people made: when, who, the record by name and key, the field, and the old and new values. New and removed email messages appear as "Message added" and "Message removed", never their text. Filter by record, person, field, kind of change and date, and export what you see as CSV. Each record's Timeline shows the same entries for that record.

Activity history is kept for 13 months on every edition. On Advanced you choose how long entries stay searchable: 13 months, 2, 3 or 5 years, or forever, and you can export the full history in one file. Older entries move to monthly archive files you can download; Rainbook never deletes them.

Visibility changes, privacy requests and every diagnostics copy or share are history entries too.

Admin notifications

Rainbook admins and Jira site admins see a bell in Rainbook's header, named Admin notifications. It lists everything an admin needs to deal with, in two groups, Needs action now and Coming up: setup and configuration checks, storage, AI use near the month's limit, Mail Sync connections, privacy requests near their deadline, and your subscription. Each notification says what happened, why it matters, the one fix and when it started.

• Done marks a notification handled for every admin; Snooze hides it for you until tomorrow or for a week. Both are recorded in activity history.
• A notification clears itself when the problem is fixed, so the list only ever holds what still needs you.
• The same list heads Settings › Overview, under Needs you. When a check couldn't run, the count says so instead of coming up short.

Notifications stay in your site; Rainbook sends them nowhere.

New pipeline stages

When someone adds a status to a Lead, Deal, Renewal or pack pipeline workflow in Jira, Rainbook raises an admin notification and Settings › New stages asks one question: "Is this an open stage, a win, or a loss, and where does it go in the pipeline?" Until an admin answers, the stage shows on boards as an open column marked "Needs setup", and every total that leaves its deals out says so. Once answered, boards, forecasts and totals include it.

Delivery templates

When a deal is won, Rainbook offers to start delivery from a delivery template: an epic in a delivery space, an epic in the space chosen when delivery starts, or a new space for each deal, with its first work items and what the deal already knows. The Delivery templates page in Rainbook's admin pages lists your templates: the SaaS pack ships one and the Professional services pack two, and you can make your own.

• Edit a template's work items and where it creates them, and Make default to choose the one won deals use.
• Remove a template you don't need, or Restore a pack's template as the pack ships it.
• Only Rainbook admins manage delivery templates.

How Start delivery and Propose handoff work for your team is in Deal-to-delivery.

Reporting history and forecast categories

From the day you install, Rainbook records each change to a deal's amount, close date, probability, owner and forecast category, a renewal's date and an account's ARR, and keeps a daily snapshot of every open deal and renewal: daily for 35 days, then weekly and at each quarter start for 25 months. The first run also rebuilds 13 weeks of history from Jira's own change history, so the history is already there when you report on how your pipeline changed. History follows Jira's permissions: each person sees it only for records they can open.

Deals and renewals carry a Forecast category field: Commit, Best case, Pipeline or Omitted. A rep sets it as their own forecast call; left empty, it follows the stage's probability against the thresholds each pack's pipeline sets (in the SaaS and Professional services packs, 70% or more is Commit and 40% or more is Best case), and a stage left out of forecasts counts as Omitted.

The Teamwork Graph and Rovo Search

In Rainbook Beta now, and in Rainbook from January.

Rainbook can publish your accounts and deals to Atlassian's Teamwork Graph, so Rovo Search, Atlassian Search and Rovo Chat answer from them under each person's Jira permissions. Private records and private deals stay out, and so do email and meetings. To turn it on, an organization admin connects Rainbook in Atlassian Administration › Connected apps, then a Rainbook admin switches on Rovo Search in Settings › Integrations. Switching it off removes everything Rainbook sent. It isn't available on Jira Free or on sites with the Regulated pack. Until January, Rainbook's Settings › Integrations shows it as available later.

Uninstall and what you keep

Uninstall and keep your CRM: deals, accounts, contacts and email stay in Jira.

Your records, captured email and attachments are Jira work items, so they stay on your site, readable and searchable in Jira, after you uninstall Rainbook.

Uninstalling Rainbook runs no clean-up code: Rainbook deletes nothing on its way out. Atlassian keeps the removed Rainbook storage for its standard recovery period, and Atlassian can relink Rainbook's app data to a reinstall you request within 21 days.

Before you uninstall

1. Remove Rainbook's Approval request validator. Just before you uninstall, remove the Rainbook approval validator from the Approval request workflow, or Approve stays blocked. If you've already uninstalled, remove it now.
2. On sites with Government contractors workflows, remove the gate validator too. Also remove the Rainbook gate validator from the Government contractors workflows, or gated transitions stay blocked.
3. Keep the history you want. Export activity history from Settings › Activity history and download any archived months you want to keep. With the Regulated pack, see its page for how imported history is kept.
4. Check the latest archive. Settings › Export and backups, under Nightly copies, shows when the last copy finished. You can also download it from the Rainbook Archive item.

To reinstall later, install Rainbook from the Marketplace again. Within 21 days, ask Atlassian to relink your Rainbook data. After that, Rainbook can restore from the latest set on the Rainbook Archive item and refill its fields from the values kept on your work items. See Backup and export for the archive and every way to export your data.

Regulated teams

Teams in healthcare, financial services, government and legal can add the optional Regulated pack. It ships in early access from Tue 15 Dec 2026, needs the Advanced edition on a paid Jira plan, and installs from Settings › Packs with a preview of every change before anything happens.