Be a Jira Hero

A guide for Admins, by Admins

INTRODUCTION

One of the best things about Jira Software is how customizable it is.
But on the flip side, that same level of flexibility can be a lot to digest if
you’re new to Jira. That’s why we put together this guide full of tips and
tricks – curated from actual, real-life Jira admins.

Whether you’re a seasoned Jira admin or signing up for the very first time, these
best practices, tips, and shortcuts are aimed to help you setup and maintain
the most efficient Jira instance possible. Because, an efficient and intuitive
Jira instance translates to happy Jira users who actually enjoy logging in and
updating their work. Win win!

Most, but not all, of these best practices are deployment agnostic; meaning
they’re generally applicable whether your Jira is on-premise or in the Cloud (the
UI may differ slightly across Jira versions, however). Nervous to experiment too
much in a live Jira instance? Remember, you can now use Jira Software Cloud
for free: sign up now. Consider it your team’s free Cloud sandbox! Now, onto the
good stuff!
Table of Contents

1 SECTION 1:
Keeping Jira clean and simple for your users

4 SECTION 2:
Issues: We’ve all got ‘em

6 SECTION 3:
Custom Fields & Screens: Less is more

9 SECTION 4:
Workflows

13 SECTION 5:
Backlog

14 SECTION 6:
People & Permissions

15 SECTION 7:
JQL, Reporting & Dashboards

17 SECTION 8:
Shortcuts & Hacks

20 SECTION 9:
Automation

21 SECTION 10:
App Recommendations
01
Keeping Jira clean and
simple for your users

1 Understand your users’ behavior

Before even touching anything in the Jira tool, observe what your users
are doing day-to-day and identify challenges that Jira could solve. For
example, do you see someone trying to run a process from a spreadsheet
or an email? Offer to understand the use case and replicate the process
in Jira. Moving project management away from spreadsheets and to Jira
is a great first step to making work more streamlined.

2 Set some time for weekly maintenance

Put some time on the calendar to make sure all active issues are
understandable and there aren’t duplicates (or ensure your scrum master
and/or PM does!)

BE A JIRA HERO 1
 3 Beware of over-customizing Jira. Reuse as much as you can.
For new, one-off fields: set the field context to keep its purpose clear to
users, and ensure it’s only visible to the project(s) that need it.
Here’s how.

4 Make Jira a place you’d want to visit

Invest time to make Jira feel “homey” for users by keeping it colorful and
tidy by setting your corporate colors and icons. Here’s how.

5 Bookmark your most important screens

CLOUD

In your web browser, star the screens you visit the most so they’re only a
click or two away. Encourage your users to the same so they won’t lose
track of their boards.

BE A JIRA HERO 2
Home
sweet home!
Tip #4 Make Jira a place you’d
want to visit
Invest time to make Jira feel
“homey” for users by keeping it
colorful and tidy by setting your
corporate colors and icons.
02
Issues: We’ve all got ‘em

6 Keep the issue summary and description fields as

concise as possible
Seriously, relevant info only.

7 Use keywords in the description field

You should still use relevant Jira field where possible, but using keywords
will make the issue easier to search. You should also incorporate
important points from comments to the description field - this makes life
of implementer easy.

8 Always assign dates to issues

This helps with search and makes identifying stale issues easier. For
non-tech projects that require multiple dates, timelines can be easily
prioritized, managed, and reminded upon (Notification Assistant is
great for this).

BE A JIRA HERO 4
USE KEYWORDS
in project
descriptions
Tip #7 You should still use relevant Jira
field where possible, but using
keywords will make the issue easier
to search. You should also incorporate
important points from comments to
the description field - this makes life
of implementer easy.
 9 Link related issues to each other
Just be sure to assign correct link type. Links allow you to connect and
maintain visibility across the various efforts related to a single project.

10 Ensure sub-tasks are complete

Set up approvals for subtasks to prevent users from moving tasks to
done until all sub-tasks are complete. Automation rules are great for this.

03
Custom Fields & Screens:
Less is more

11 Resist the urge to add multiple issue fields and integrations

Adding too many issue fields causes Jira issues to load slower and
more difficult to manage - not fun to work with for users (or admins!).
Discipline here will earn you major user-friendliness points.

BE A JIRA HERO 6
 12 Repurpose general-use fields
When starting a new project, rather than creating a super-specific field
that will only get used once, reuse an existing general-use field. Try
creating a threshold for adding new custom fields (for example, if you
think it will be used in at least 20% of issues). Don’t be afraid to ask
users, “what do you intend to do with that field?”

13 Use tabs to group related fields

Aim to place less-used fields onto separate tabs. You can also add,
remove, rename, and reorder tabs.

14 Create screens for specific points in the user flow

Assign screens at important transitions points that prompt users to enter
info at specific points in time. Not all the fields need to be mandatory,
but this is an opportune time to remind the user to fill in all the relevant
information they have (rather than randomly in the future).

BE A JIRA HERO 7
 Do you need a
custom field
for every new
project?
Tip #12 Repurpose general-use fields
When starting a new project, rather
than creating a super-specific field
that will only get used once, reuse an
existing general-use field. Try creating a
threshold for adding new custom fields
(for example, if you think it will be used in
at least 20% of issues). Don’t be afraid to
ask users, “what do you intend to do with
that field?”
04
Workflows

15 Before setting up a project answer these questions

What are you trying to accomplish? Who is the audience? What can
streamline your experience? It may sound basic, but aligning on these
questions will help you down the road. You can start with MVP board and
build on there.

16 No one project fits all

Boards are only as important as the information you put into them. Being
strategic about which information you add will go a long way towards
making your project a success. If you’d like to make a change to your
board process, try A/B testing the old board vs. your new board.

17 Custom workflows: focus on the user

The default workflow is designed for general purpose tasks but you’ll find
it very convenient having mapped every relevant status for you.

BE A JIRA HERO 9
 Also, this allows you to introduce conditions to execute transitions (such
as approvals, validations) and automate to some degree what happens
after a transition (post-functions).

Add a date/time field that autofills on transition

PRO TIP because you can export that field to any report you
might need later.

18 Keep workflows simple for the user

As an admin, you should provide workflows with as many functionalities
as needed - without overcomplicating things. Create workflows that
show different routes for:

· Different users based on the user permissions

· Values that are being introduced during the life of the issue

· Time elapsed

· Responses received from other systems.

19 Use transitions in workflows

Instead of adding extra status steps - use transitions and recognize
the difference in the process of mapping the business workflow.

BE A JIRA HERO 10
KEEP
WORKFLOWS
SIMPLE

Tip #18 Some ideas: create routes for

time elapsed, responses received
from other systems, or values
being introduced during the life
of the issue.
 20 Incorporate Resolution into your workflows
Either use a post-function to set the Resolution when transition to Done
(ensure a resolution is set on the final step or you’ll find end up with
issues that are Done but not Resolved) or present the field in a transition
screen for selection.

21 Consider versioning workflows

When creating and updating workflows, consider versioning them. Why?

· If there are many interrelated changes to make, you can get them all
done and apply all at once, especially if some stuff breaks other stuff
until all the things are done.

· Perhaps more importantly, if something bad happens, you can very

quickly roll back to the previous version.

Keep it simple and don’t feel compelled to update the version with every
small change, but if there’s a substantial workflow change, here’s what
you can do:

1. Copy the current workflow and give it a new version (Major if a huge
re-write, minor if adding more than a few changes/features)

2. Make the changes on the new version just created but not yet
in production

3. Replace the old workflow with the new one when ready (however, if
you have automatic transitions and they’re looking for a transition in
a named workflow – they might break). Read more here.

BE A JIRA HERO 12
05
Backlog

22 Apply version and epic assignments on backlog items first

This becomes an arduous task down the road if done incorrectly or
not at all.

23 Use the right-click on the Backlog and use the

“Send to:” function:

CLOUD

· Send an issue to the top of the backlog or to the current sprint

· Split an issue

· Perform a bulk change (you can select multiple issues using Shift
or CTRL)

BE A JIRA HERO 13
06
People & Permissions

24 Make use of Filter Subscriptions

Subscription provides you with a periodic notification for all issues
returned by the search. Remind users of due dates or other important
updates so tasks don’t fall through the cracks.

25 Send notifications strategically

Send notifications only if action is required or as a summary of a
completed fairly complex action. Format these alerts differently so it’s
very clear when an action is required.

BE A JIRA HERO 14
07
JQL, Reporting & Dashboards

26 Specify criteria you can’t define in quick or basic searches

JQL (Jira Query Language) is an advanced search that allows you to
specify criteria that you can’t define in the quick or basic searches. It’s
a powerful skill for every Jira admin. For even more JQL tips, check out
this blog.

Got some JQL knowledge under your belt?

Use the custom filter results gadget to display the results of a
specified filter on a dashboard.

27 Use and manage issue filters to create digestible dashboards

Use JQL to narrow your search results and ensure you have the relevant
fields on display. From there, you can bring them into your dashboards to
report tons of information in multiple ways.

BE A JIRA HERO 15
 For example:
You can create a 2-dimensional chart of issues completed by
application (a custom field), and show it graphically with a pie chart –
making it super easy for management teams to understand and
act on.

28 Add context to roadmaps & reports in Confluence

Jira macros in Confluence (sometimes embedded in other macros) allow
reporting and documentation to be in a home suited to it and allow you
to add written context to help explain the data being presented.

You can now embed live roadmaps from Jira in Confluence. When updates are made to
the roadmap, those updates come through in real-time in Confluence.

29 Create customized dashboards for users with different needs

Showing different groups the information that matters most to them is a
great play to win user satisfaction points!

30 Save time with Saved Reports

Use the Saved Reports function to find reports you look at frequently.

BE A JIRA HERO 16
08
Shortcuts & Hacks

31 Press ‘G’ twice on keyboard for a menu search

You can use this search for specific admin pages, like global mail
settings, Lexorank, design settings, and more! It can also be used on
an issue details page to see actions you can take, like edit, transition,
comment, etc.

32 Get a full menu of Jira shortcuts

Press ‘?’ anywhere on your Jira Cloud screen to see a menu of
all shortcuts.

Global shortcuts
Starred and recent \ Keyboard shortcuts ?
Quick search / Find issues g then i
Close drawer Esc Browse to a project g then p
Create issue c Toggle sidebar [

BE A JIRA HERO 17
 Navigating issues
View selected issue o or Next activity n
Next issue j Previous activity p
Previous issue k Focus search field f
Search for issues u Switch filter view t
Toggle issue fullscreen z Detail view order by y
Dock/undock filters panel [

Issue actions
Edit issue e Share issue s
Assign issue a Edit issue labels l
Comment on issue m Jump to field for editing ,
Watch issue w Assign to me i

Board shortcuts
Backlog 1 Next column n
Active sprints/KB board 2 Previous column p
Reports 3 Toggle all swimlanes -
Hide/show menus z Send to top s then t
Hide/show detail view t Send to bottom s then b

Service desk
View selected issue o or
Next issue j
Previous issue k

BE A JIRA HERO 18
SHORTCUTS

WE HAVE A TON!

Tip #31 Press ‘G’ twice on keyboard

for a menu search
You can use this search for specific
admin pages, like global mail settings,
Lexorank, design settings, and more!
It can also be used on an issue details
page to see actions you can take, like
edit, transition, comment, etc.
09
Automation
Add advanced automation capabilities to
Jira Software via Automation for Jira.

33 Create recurring activities on a schedule

Make sure important milestones within issues don’t fall through the
cracks. Learn more.

34 Keep parent and sub-task issues in sync

Keep your boards tidy, like when a user resolves the last sub-task on an
issue, you can automatically resolve the parent. Learn more.

Watch the video

35 Auto-assign issues to your team

Make sure work gets completed in a timely manner by setting up an
automatic allocation process. Learn more.

BE A JIRA HERO 20
10
App recommendations
Below are the apps suggested by your fellow Jira
admins. For more on choosing the right app for
each team type, check out this page.

Notfications Custom fields

Add Notification Assistant to make Create “power fields” with SIL
lots of nice targeted, automated and/ customFields. This is a field where
or time delayed “reminder” emails. you can write your own code, having
into account multiple variables
Slack related to not only issues but also
Keep conversations going and reach your Jira instance and it returns the
people quickly with Slack. corresponding result.

JQL
Expand the capabilities of standard
JQL with JQL Booster Pack.

Please vet all apps before installing to ensure each is compatible with your version of Jira. Thoroughly read
through other users’ reviews with an eye toward red flags or support issues, and review the vendor’s support
policy to ensure it will meet your expectations based on business criticality of your Atlassian tools.

BE A JIRA HERO 21
Hungry for more Jira tips?
Here are three options to keep the conversation going.

1. Discuss Jira in person at your local

Atlassian Community Event (ACE).

2. Learn more from our massive online Community.

3. Add you’re own Jira tip on the original Atlassian

Community post.

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