User guide
Troubleshooting
Every message Concessa can show you, what it means and what to do — plus the things people expect that do not exist.
Who this is for: everyone.
Every message Concessa can show you, what it means, and what to do. They are grouped by where you were when it appeared.
“I cannot see anything”
| Message | What to do |
|---|---|
| “Concessa has not been set up in this project yet. A project administrator can bind one or more agent roles under Project settings → Concessa.” | Nobody has configured the project. See guide 1, or forward it to whoever administers the project. |
| “You do not have access to Concessa in this project. A project administrator grants access by adding you to the “…” project role.” | You are not in any bound role, and exactly one role is bound. The message names it. Ask to be added, in Project settings → People — nothing changes inside Concessa. |
| “You do not have access to Concessa in this project. A project administrator grants access by adding you to any one of these project roles: …” | The same refusal where more than one role is bound. They are alternatives: being added to any one of them is enough. |
| “You do not have access to Concessa in this project. A project administrator grants access by adding you to the project role they have bound, under Project settings → Concessa.” | The same refusal where the app cannot name the role — a project configured before roles were stored by name, or one whose bound roles no longer exist in Jira. Ask an administrator to open the settings page and save the agent roles again. |
| “Only a project administrator can configure Concessa. Ask whoever administers this project.” | The settings page is administrator-only, to read as well as to change. |
| “Only a project administrator can change this. Ask whoever administers this project to make the change.” | You attempted an administrator action — binding a role, a freeze window, or a freeze override. |
| The Concessa panel is not on the issue at all | The app is not installed on the site. That is a Marketplace install, done once by an Atlassian site administrator. |
| You are a JSM portal customer | Concessa has no portal surface. It is an agent-side app; there is nothing for you to see. |
Recording a change
| Message | What to do |
|---|---|
| “Not a change issue type” | This issue type is not governed here. Move the work to a governed type, or ask an administrator to nominate this one. |
| “No issue types are governed yet” | An administrator chose “none”. Nobody can start a new record until that changes. |
| “A change record cannot be started on a Type issue. Concessa governs …” | The same rule, enforced server-side. It applies however the request was made. |
| “Issue type no longer governed” | Not an error. Your record stays open and editable; only new records on that type are refused. |
| “Say what this change is, in a sentence or two.” | The summary is empty. It is the only required field on the form. |
| “Keep the summary under 1000 characters.” | Shorten it. The summary is a statement of what the change is, not the runbook. |
| “Give the change a planned start as well as a planned end.” | An end with no start. Give both or neither. |
| “The change cannot end before it starts.” | Check the dates. An inverted window would match no freeze at all, so it is refused rather than accepted quietly. |
| “Enter a valid planned start and end.” | A date could not be read. |
| “Record the change details before moving it on.” | You tried to move a change that has no record yet. Record the details first. |
Approvals
| Message | What to do |
|---|---|
| “You cannot ask yourself to approve a change you are recording. Ask another agent.” | Self-approval is refused outright. See guide 3. |
| “Name has already been asked to approve this change.” | One request per person per change. |
| “Choose who should approve this change.” | No approver selected. |
| “Keep the approver role to 80 characters or fewer.” | Shorten the “Approving as” text. |
| “This approval was requested from Name. Only they can answer it.” | You are looking at somebody else’s request. |
| “You have already answered this request, and an answer cannot be changed.” | Decisions are final by design. Your answer is final. If the change’s dates later move outside the window you answered for, your request resets and you can answer again. If you have new concerns, comment on the issue. If the change should be decided afresh, its author raises a new change record. |
| “That approval request no longer exists.” | The record changed under you. Reload the panel. |
| “Ask at least one agent to approve this change before approving it.” | A non-emergency change needs at least one approval. |
| “n approvers have not answered yet.” | Every approver must approve. Chase them, or ask fewer people. |
| “An approver has rejected this change.” | One rejection is decisive, for emergency changes too. |
| “This change already has 20 approvers, the most one change can carry. …” | The approver cap. Approval requests cannot be withdrawn, so get an answer from the approvers already on it rather than adding another. |
| Your decision went back to Awaiting decision and you did nothing | The change’s dates moved outside the window you approved, so the approval was withdrawn and you are being asked again. Not a fault — see guide 3. |
| “Saved — but Jira did not accept the comment” | The request, decision or reschedule is saved and audited. Jira refused the comment Concessa posts to record it, so Jira notified nobody — tell the people involved yourself. If it keeps happening, check that you may comment on the issue. |
Outcomes and post-implementation reviews
| Message | What to do |
|---|---|
| “KEY’s outcome was recorded on date, so its details are now a record of what was carried out…” | The change is locked. Revise the outcome if it is wrong; add a Jira comment for anything else. |
| “An outcome was recorded on date. Revise it instead.” | You tried to record an outcome twice. Use Revise the outcome. |
| “There is no outcome to revise yet. Record it first.” | You tried to revise an outcome that was never recorded. |
| “A change that was not approved and not carried out has no outcome to record.” | You chose Not carried out on a change that was never approved. There is nothing to declare — leave it as it is. |
| “This matches what is already recorded. Change at least one answer, or leave it as it is.” | A revision must change at least one answer, and needs a reason. |
| “A change that was not carried out has nothing to review.” | Not carried out has no post-implementation review by definition. |
| “The recorded outcome cannot be read. Revise it first.” | The stored outcome is unreadable. Revising it repairs the record — it needs only the lock, not a readable prior value. |
| “The post-implementation review was saved on date. Correct it instead.” | A review is already saved. Use Correct the post-implementation review. |
| “There is no post-implementation review to correct yet.” | Use Start the post-implementation review first. |
| “This matches the saved lesson. Change it, or leave it as it is.” | A correction must change the lesson, and needs a reason. |
| “This change was updated while you were editing. Your answers are still below. Reload this change, check it, then save again.” | Somebody else saved a change to this record while your form was open. Your answers are kept; reload, check what changed, and save again. |
| “This change’s planned window has already passed with no outcome recorded. Its dates can only move to a future start…” | Once the due date has passed, only a genuine postponement is allowed — see guide 3. To record what happened, use Record outcome instead of editing the dates. |
| “The change type cannot change after approval…” | See guide 2, “The change type is fixed at approval”. |
Freeze windows
| Message | What to do |
|---|---|
| “This change is scheduled inside the “…” freeze window. A project administrator must record an override first.” | Reschedule, or ask an administrator for an override. |
| “That freeze window is not the one this change conflicts with.” | The change moved. Reload and look at the window named now. |
| “There is no change record to override.” | An override needs a record. Record the change details first. |
| “Give the freeze window a name.” · “Record why this freeze window exists.” | Both are required. Agents read the reason. |
| “The freeze window must end after it starts.” | Check the dates. |
| “Enter a valid start date and time.” · “Enter a valid end date and time.” | A date could not be read. |
| “Keep the name to 120 characters or fewer.” | Shorten it. |
| “That freeze window no longer exists.” | Somebody removed it while your page was open. Reload. |
Settings
| Message | What to do |
|---|---|
| “Choose at least one project role, or use Remove access for everyone.” | Saved with nothing selected. To remove everybody’s access, use the button that says so. |
| “The project’s roles have changed since this page was opened. Reload and choose again.” | A role was added or deleted in Jira while the page was open. Reload and pick again. |
| “The project’s issue types have changed since this page was opened. Reload and choose again.” | Somebody edited the project’s issue types. Concessa refuses to store an ID Jira no longer has. |
| “Jira returned no issue types” | Unusual. Check the project still has issue types, then reload. Nothing is saved in this state. |
| “Nothing selected” warning | Not an error — a warning that saving now means nobody can start a new change record. |
Exports
| Message | What to do |
|---|---|
| “Enter the issue key of the change to export.” | The One change scope needs an issue key. |
| “No Concessa record found for KEY.” | That issue has no change record. Check the key, or export the whole project. |
| “This export must not be relied upon” | The audit chain failed verification. Do not use the export. Raise it — see guide 8 and ../runbooks/incident.md. |
| There is no download button | By design. Select the text and copy it — see guide 8. |
CAB meetings and actions
A meeting that has been held or cancelled is a record, and a record does not change. Most of the messages here are that rule showing itself.
| Message | What to do |
|---|---|
| “This meeting was held on date and its agenda is now a record. Record what you need as an action instead.” | Attendees, attendance, the agenda and attached changes are sealed once a meeting is held. Actions can still be raised and updated — raise one. |
| “This meeting was cancelled on date. Its record cannot be changed.” | Nothing can be edited on a cancelled meeting, actions included. Use the next meeting. |
| “This meeting has not been held yet, so there is nothing to retry.” | Retry notices only applies to a held meeting. Hold it first. |
| “This meeting was cancelled, so it has no review comments to retry.” | A cancelled meeting never posted review comments, so there is nothing to send again. |
| “That person is not on this meeting’s attendee list.” | Attendance can only be recorded for somebody invited. Add them as an attendee first — while the meeting is still scheduled. |
| “The owner must be on this meeting’s attendee list.” | An action is a commitment by somebody who was there. Add the person as an attendee, or pick an owner who already is one. |
| “Describe what needs to be done.” | An action needs a description. Say what the commitment is. |
| “Choose who owns this action.” | An action with no owner is a note, not a commitment. Name somebody. |
| “Keep the description to 500 characters or fewer.” | Shorten it. The detail belongs on the change record. |
| “Enter a valid due date.” | The due date was not a real date. Leave it empty if there is no deadline — undated actions sort last rather than being refused. |
| “A meeting can have at most 100 attendees.” | Remove somebody before adding another. |
| “An agenda can have at most 50 items.” | Remove an item before adding another. |
| “A meeting can have at most 200 changes attached.” | Detach a change before attaching another. |
| “KEY is already attached to this meeting.” | It is on the agenda already. Nothing to do. |
| “KEY has no change record. Record its change details in the Concessa panel first.” | Only governed changes can be attached. Open the issue and record its details — see guide 2. |
| “KEY is not a change in this project, or you cannot see it.” | One sentence for two causes, deliberately: the key may belong to another project, or to an issue you have no permission to see. Check the key first. |
| “That meeting no longer exists.” | Somebody removed it, or the schedule moved on. Go back to the workbench and reopen from the list. |
| “That action no longer exists.” | The action was removed while you had it open. Reload the meeting. |
| “No meetings yet” | Either no schedule is set — ask an administrator, see guide 1 — or none has been created from it yet. |
| “No status meetings” | The filter you are on matches nothing. Choose another chip; All always shows everything. |
Anything else
| Message | What to do |
|---|---|
| “That request was not valid. Reload the page and try again.” | The page sent something the server would not accept. Reloading almost always clears it. |
| “field is too long — keep it to n characters or fewer.” | Shorten what you typed in that field. The forms stop you typing past their limits, so this usually means the text was pasted in by another route. |
| “Audit entry could not be written.” | Serious. The change did not happen — Concessa records before it mutates, so a failed record means a failed action rather than an unrecorded one. Retry; if it persists, raise it. |
| “Something went wrong” | An unexpected error. Reload; if it persists, ../runbooks/incident.md. |
| “Project chain BROKEN at entry n” | Treat as an incident. See guide 8. |
Things people expect that do not exist
- Withdrawing an approval request by hand. There is no button for it. The approver answers, or the change is superseded. Concessa withdraws approvals itself in one case only: when a change’s dates move outside the window it was approved for.
- Reopening a rejected change. Rejected is terminal. A revisit is a new change record.
- Taking an approved change back to draft yourself. There is no button for that either. Approved is the end as far as any person is concerned; the only thing that moves a change out of it is the system withdrawing an approval when the dates leave the approved window (guide 4).
- An “implemented” or “closed” status. Concessa governs the decision; the Jira issue carries on through your own workflow.
- Email from Concessa. It sends none. Approval requests and decisions are posted as Jira comments, and Jira’s own notification settings decide who hears.
- Hiding the panel on non-change issues. Not possible per project — see guide 1.