Help with Jira Software, Jira Service Management & Confluence
Author: Rachel Wright
Rachel Wright is an entrepreneur, Certified Jira Administrator, and author of the Jira Strategy Admin Workbook. She started using Jira in 2011, became a Jira administrator in 2013, and was certified in 2016. She is the owner and founder of Industry Templates, LLC, which helps companies grow, get organized, and develop their processes.
Where are you on your Jira journey? Automation means different things to different people and we’re all likely at different stages of our journey.
Level 1
If you’re still using paper forms to request things at your organization, then adopting Jira might be the first step in automating your processes.
Level 2
Then after using Jira for a little while, you start to explore the built-in time saving features like component auto assignment, workflow behaviors like triggers, conditions, validators, and post functions, and custom notification events.
Level 3
And finally, there’s the third level, where you want to extend Jira past its standard capabilities with apps, integrations, or scripting.
Let’s uncover the capabilities in level 3! Tempo is proud to present this recording with Rachel Wright showing real life use cases and how you can benefit from automating your Jira instance. This session includes opportunities, 25 ways automation can make your life easier, and real examples featuring Jira Cloud’s built-in automation and marketplace apps like: Automation for Jira, Jira Miscellaneous Workflow Extensions (JMWE), Jira Workflow Toolbox, and JSU Automation Suite for Jira Workflows.
“Spend 25% of your migration project auditing what you have, understanding your configuration and the apps you have installed, how much data do you need to migrate, and if you even need to migrate all the data. Upfront planning is the key to your success.”
Join Rachel Wright and Manuel Pattyn from iDalko, a Platinum Atlassian Solution Partner, as we discuss Jira migration. In this episode of iDalko Live, we cover how to plan your migration, handle Jira apps, choosing the right Jira Cloud plan for your needs, involving end users in the migration process, and more.
Listen in podcast format or read the written transcript on the iDalko website.
If you have Jira Software and Jira Service Management, how do you know which project admin links are for Jira project settings and which are for service management features?
While both Jira Software and Jira Service Management settings work together to power support projects, it’s helpful to know which links are for which application type so you can consult the correct documentation and information.
Here’s a handy list and and some differences between links in the Cloud and Server deployment types.
Project Admin Area
To get to a project’s admin area click the “Project settings” link in any Service Management project. It’s at the bottom of a project’s left sidebar. In Jira Server, the link takes the admin to the “Request types” page by default. In Cloud, the link takes the admin to the “Details” page by default.
In Server, the first set of sidebar settings are common to all Jira projects. Those links include: Summary, Details, Re-index project, and Delete project.
Further down the page are settings specific to Jira Service Management (JSM) projects. The first link in the section is labeled “Request types”.
The additional links below are for standard Jira project settings like issue types, workflows, screens, and more. You might also have additional links for managing third-party app settings.
In Cloud, the Jira and JSM settings are ordered differently. For example, the second section shows the Jira issue types and the JSM request types together.
Settings List
Here’s a handy list of the typical sidebar links and which application type they belong to.
Jira Software
The following settings are used by software-type projects:
Summary
Details
People (Cloud only)
Re-index project (Server only)
Delete project
Issue types
Workflows
Screens
Fields
Priorities
Versions
Components
Users and roles (Server only)
Permissions
Issue Security
Notifications
Project links
Development tools
Issue collectors
Jira Service Management
The following settings are used by service-type projects:
Change Management (Cloud only)
Request types
Customer permissions
Language support
Portal settings
Email requests
Customer notifications
Widget (Cloud only)
Satisfaction settings
Knowledge base
SLAs
Calendars
Automation
Apps (Cloud only)
Incident management (Server only)
Need help using or configuring Jira Software or Jira Service Management settings? Take my LinkedIn Learning courses to understand capabilities and best practices.
Hi, I’m Rachel Wright, Certified Jira administrator and author of the Jira Strategy Admin Workbook. I started using Atlassian products in 2011 and attended my first user conference in 2013. At that event, I learned about the Atlassian user group program and immediately signed up to be a community leader. The program has grown and changed a lot since then. Back then there were only 30 leaders (cities) and now there are hundreds! It’s great to see and be a part of it.
Atlassian recently revamped their recognition program, so I received 7 years worth of gifts and swag in one big shipment! It was like Atlassian Christmas in my RV.
I wanted to share the unboxing with you and show you some of
the cool items you’ll receive as you gain tenure, host local events, and
contribute to the online community.
I seem to be having some trouble with this box. Good thing I’m better at Jira administration
than box opening.
Here is the perk for year 7. It’s a light-weight suitcase, with packing organizers, and a enamel pin to commemorate the year. There are only two types of luggage in this world, carry on and lost. I’m excited to carry this on my flight to Vegas, next year, for Team 2022. I’ve already started packing.
Next, is a cap, business cards, and an enamel pin for year 2.
Early on in my Atlassian community journey, I founded the
Northern Virginia user group and hosted local events for users and admins. The perk for hosting 5-9 evens is this exclusive
t-shirt.
Without an in-person conference this year, to restock my
Atlassian shirt supply, my wardrobe desperately needs some new threads.
The next item is this fantastic North Face down jacket. This packs down well and is really warm. Of course, there’s also a five-year pin.
The first-year items are a pin and an insulated thermos for hot or cold drinks. On top is a removeable cup that’s magnetic. This is perfect for chilly nights around the campfire.
The next item is an ACE-themed duffel bag and a pin.
The last item to unbox is a sweet pair of custom Vans shoes. Of course, there’s a pin for year number 3 as well.
With all my goodies unwrapped, I transform from Rachel
Wright to Atlassian-ified Rachel Wright. Oh, and don’t forget a view of the
custom shoes.
Thanks, Atlassian and here’s to another 7 years! Being a community leader has so many benefits beyond trips and swag, but these perks sure make me feel appreciated.
Atlassian Team 2021, formally known as Summit, is the annual user conference. This event brings Atlassians, customers, users, and partners together for a few magical days of announcements, demos, and discussions. This year Atlassian created the ultimate digital experience to discuss the evolution of modern work, building better teams, scaling innovation, and thriving in an increasingly digital and distributed world.
Here are my favorite quotes from the 2021 Atlassian user conference.
“Simply using Jira doesn’t mean you’re agile.”
– Claire Drumond, Atlassian Head of Product Marketing, Jira Software and Agile
I audibly laughed at this statement during Claire Drumond’s session titled “Jira brings agile to all teams“. I’ve completed over a hundred consulting projects and I’ve yet to encounter a real agile team. Organizations hire consultants to “make them agile”, use tools and terminology to “become agile”, and sometimes simply declare they are “switching to agile” – tomorrow! The teams that say they’re agile, sure look more “wagile” (a mixture of “waterfall” and “agile”) to me.
What I love about Jira is that it can support any framework or methodology – including no methodology at all. You can configure Jira to match the way you work. Even so, one day, I hope to see a truly agile team in action. I’d love to personally experience the efficiencies gained from how agile is meant to work. Until then, I’ll keep observing and learning.
“If you want a thing done well, do it yourself let automation do it.”
– John McKiernan, Atlassian Product Marketing Manager, Jira Software
As John McKiernan said in his “Make Jira work for you with automation” presentation, “this is the automation age.” For many of us, Jira is mission critical software and the single source of truth in our organizations. Because “Jira never sleeps”, you can use automation to make it your personal assistant. If you’re new to building automation rules in Jira Cloud, check out this demo to quickly get started. Automation is a fun topic but John’s terrific sense of humor and self-described “monotone Irish voice” makes this a useful and entertaining Team 2021 session.
Want to learn more about automation in Jira Cloud, Server, and Data Center? Join me and Tempo on May 12, 2021 for our webinar “How Automation Makes Us Unstoppable“. Register Free
“Include Jira issue keys in your development work and Jira will update itself!”
– Justine Davis, Atlassian Head of Product Marketing, DevOps
Meet Atlassian’s new Jira integration solution, Open DevOps. It’s “a pre-configured DevOps project that combines Atlassian products with partner offerings” you’re already using like GitHub, GitLab, Bitbucket, Slack, Jenkins, and more. Atlassian reduced the ~50 steps needed to connect all your tools together to just six! I’ve always encouraged users to include Jira issue keys in code commits, in notes in other tools, and in email subject lines. Now that good habit pays off even more. Issue keys link everything together, allowing Jira to update itself, inform stakeholders, and provide better project tracking and insight.
–Claire Maynard, Atlassian Head of Product Marketing, New Products & Solutions
Jira and Confluence can surface progress data, but it’s still difficult to aggregate information, from all the individual tasks, to understand project status as a whole. Enter Team Central, Atlassian’s new solution to curate information and provide real-time status updates. I hope one day soon we can all cancel our status meetings and use the new views in Team Central instead.
I’m also really excited about the external collaboration feature coming to Confluence Premium and Enterprise.
“The fundamental reality is we can’t bring [new Cloud features] to Data Center.”
– Mike Cannon-Brookes, Atlassian Co-Founder and Co-CEO
One of the coveted perks of being an Atlassian Community Leader, is the ability to periodically chat with Atlassian leadership. In an “ask me anything” session with Mike Cannon-Brookes, a fellow leader asked if there is any plan to bring some the awesome new Cloud features to Data Center. The answer is generally no, as Cloud and Data Center are built on different platforms, with different technologies, using different languages. Atlassian will continue to invest in both platforms but in different ways which means different paths and capabilities.
While that’s not what everyone wants to hear, its the honest truth, which I appreciate. The Cloud platform has additional abilities that simply aren’t suitable for or possible in Data Center. A huge benefit of the Cloud framework is that it allows Atlassian to bring new products to life much faster. For example, Atlassian announced Point A, a program “where good ideas become amazing products”. Point A includes five new products in various stages of availability.
The new products are:
Jira Work Management is a reimagined version of Jira Core that adds new ways of working for business teams. There are new timeline and calendar views and new features like form functionality.
Team Central helps you stay up to date without endless status meetings. It provides a custom information feed and statistics to take the pain out of progress reporting.
Compass is “mission control for distributed teams”. This digital dashboard helps you understand and track services across your entire organization. No more wondering who manages the VPN, who’s on call tonight, or where to report an email outage.
Jira Product Discovery helps product owners and project managers explore, prioritize, and schedule initiatives. Collaboration in Jira no longer starts at the development phase!
Halp is a communication engine for support teams. Quickly track, automate, and humanize conversations with internal or external customers.
There’s no doubt that the way we work will never be the same. Here are some Team 2021 quotes that explore that common theme.
“Investing in the digital infrastructure that supports productivity and collaboration” allows you to “hire in more places” and take advantage of the “huge increase the available talent pool.”
– Stewart Butterfield, Slack CEO and Co-Founder
As someone who’s worked remotely for most of my career, it’s great to see organizations embrace this reality and trust employees to get work done outside of traditional hours and office walls. Except for time zone challenges, companies are no longer constrained to hiring locally. The world just got more competitive, and I think that’s a good thing.
A decade ago, I ran a team of developers split between three locations and two countries. I distinctly remember leadership assuming that employees who worked from home were probably watching TV and playing video games all day. I was told that team members who worked from home would be forgotten, passed over for promotions, and be seen as unnecessary. Nonsense! This opinion was based in fear and not on evidence. This year, more than any, has proven exactly the opposite. As long as people have the tools and support needed to be successful, they can be successful anywhere.
Watch “The evolution of modern work” to see how Atlassian, Slack, and Zoom have championed remote work for themselves and their customers.
“COVID-19 accelerated the role of agile transformations by a decade.”
– Sean Regan, Atlassian Head of Product Marketing, Software Teams
The global pandemic forced us to think differently and tackle challenges in new ways. Organizations achieved things quickly and accomplished things they didn’t think were even possible. Changes that would have previously taken months to plan were achieved in days.
It’s good to see existing technology become more mainstream and new technologies emerge. I’ve seen positive changes in other industries too. For example, my primary doctor pioneered telemedicine in 2003. He conducted his own experiment and learned that 66 percent of patients required no physical exam to address their problem. He could provide effective service for those customers over the phone or over email. I live on the road, so telemedicine isn’t just a “nice to have”, it’s vital service. But until recently, none of my other health care providers offered similar capabilities. Thankfully, more and more providers are now entertaining the idea. Next, we must convince the holdouts to ditch their antiquated fax machines and provide a modern (and more secure) way to share medical records.
Online learning and communication methods have become more robust and accessible too. Zoom started as a business tool but quickly became a verb. Even my retired mother, who once told me she “downloaded the cloud” knows exactly what Zoom is and how to use it to communicate with friends.
It’s interesting to see all the ways technology improves our lives both in and out of the office. It’s great to see companies like Atlassian evolving and experimenting. Their willingness to innovate and take risks trickles down to all of us who use and love their products.
In the near future, some will work in offices, some will continue to work remotely, and others will do both. Atlassian’s made a bold decision to become a remote and digital-first company.
For years I put on uncomfortable dress shoes and endured the dutiful commute to a physical office. It took 40 minutes to drive seven miles. I burned time and gas to work on a laptop, occupy space in a expensive building, and communicate with colleagues (in different offices) over chat and video. Why? Looking back it was a super waste of time and resources! Additionally, I got so much more done on the days when I didn’t go to the office. For many, a hybrid model makes a lot more sense, saves time and money, and boosts morale too. I’m glad that more employees will have additional environment opportunities going forward.
Each Atlassian user conference is different than the year before and each year I walk away with new ideas and a fresh new perspective to consider. This year I’m inspired to think differently when solving problems. How many opportunities do we miss because we take too long to decide or to act? Sometimes I’m too focused on perfection, so progress takes forever. What if we gave more consideration to solutions that aren’t constrained by what’s possible or available right now? If we think it’s not possible then it’s truly not possible! What if we don’t squander the acceleration we’ve gained? What if we made more decisions as if some invisible force was chasing us? Sure, sometime we’ll fail, but sometimes we’ll succeed as well. I have a lot to think about. In the mean time, I’ll try to find more ways to automate repeatable tasks in my work and personal life. And I’ll try to appreciate how incredibly far we’ve come during a very challenging time.
Even though I enjoyed this remote event, I really miss seeing my Atlassian ecosystem friends in person. My fingers are tightly crossed that next year’s user conference will be in-person. I need to catch up on all the missed hugs and my Atlassian wardrobe badly needs a refresh too. Mark your calendars for April 5-7, 2022 and let’s all hope for the best!
Sometimes it’s important to understand how far your Jira application has strayed from the default configuration. Was that setting there from the beginning or did an application administrator add it eons ago?
To find out, visit Admin > Issues > Notification schemes in your application. Then use this baseline list to compare your Jira settings to the default.
Initial settings for Jira Cloud and Jira Server/Data Center v8.15 are included below. I keep fresh and untouched application instances around so you don’t have to!
Jira Software Cloud, Server & Data Center Notifications
Sometimes it’s important to understand how far your Jira application has strayed from the default configuration. Was that setting there from the beginning or did an application administrator add it eons ago?
To find out, visit Admin > Issues > Permission schemes in your application. Then use this baseline list to compare your Jira settings to the default.
Initial settings for Jira Cloud and Jira Server/Data Center v8.15 are included below. I keep fresh and untouched application instances around so you don’t have to!
Jira Software Cloud Free & Standard Project Permissions
Scheme name: Default Permission Scheme
Project permissions
Administer Projects
Ability to administer a project in Jira.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Browse Projects
Ability to browse projects and the issues within them.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Manage sprints
Ability to manage sprints.
Granted to:
Project role
atlassian-addons-project-access
View Development Tools
Allows users in a software project to view development-related information on the issue, such as commits, reviews and build information.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
View Read-Only Workflow
Users with this permission may view a read-only version of a workflow.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Issue permissions
Assignable User
Users with this permission may be assigned to issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Assign Issues
Ability to assign issues to other people.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Close Issues
Ability to close issues. Often useful where your developers resolve issues, and a QA department closes them.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Create Issues
Ability to create issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Delete Issues
Ability to delete issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Edit Issues
Ability to edit issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Link Issues
Ability to link issues together and create linked issues. Only useful if issue linking is turned on.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Modify Reporter
Ability to modify the reporter when creating or editing an issue.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Move Issues
Ability to move issues between projects or between workflows of the same project (if applicable). Note the user can only move issues to a project they have the create permission for.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Resolve Issues
Ability to resolve and reopen issues. This includes the ability to set a fix version.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Schedule Issues
Ability to view or edit an issue’s due date.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Set Issue Security
Ability to set the level of security on an issue so that only people in that security level can see the issue.
Granted to:
Project role
atlassian-addons-project-access
Transition Issues
Ability to transition issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Voters & watchers permissions
Manage Watchers
Ability to manage the watchers of an issue.
Granted to:
Project role
Administrators
atlassian-addons-project-access
View Voters and Watchers
Ability to view the voters and watchers of an issue.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Comments permissions
Add Comments
Ability to comment on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Delete All Comments
Ability to delete all comments made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Delete Own Comments
Ability to delete own comments made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Edit All Comments
Ability to edit all comments made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Edit Own Comments
Ability to edit own comments made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Attachments permissions
Create Attachments
Users with this permission may create attachments.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Delete All Attachments
Users with this permission may delete all attachments.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Delete Own Attachments
Users with this permission may delete own attachments.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Time tracking permissions
Delete All Worklogs
Ability to delete all worklogs made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Delete Own Worklogs
Ability to delete own worklogs made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Edit All Worklogs
Ability to edit all worklogs made on issues.
Granted to:
Project role
Administrators
atlassian-addons-project-access
Edit Own Worklogs
Ability to edit own worklogs made on issues.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Work On Issues
Ability to log work done against an issue. Only useful if Time Tracking is turned on.
Granted to:
Project role
atlassian-addons-project-access
Application access
Any logged in user
Scheme name: Default software scheme
Same as the Jira Cloud “Default Permission Scheme” except:
Ability to browse projects and the issues within them.
Granted to:
Application access
Any logged in user
Edit SPRINTS
Ability to edit sprint name and goal.
Granted to: none
Manage sprints
Ability to manage sprints.
Granted to:
Project role
Administrators
Start/Complete Sprints
Ability to start and complete sprints.
Granted to: none
View Development Tools
Allows users in a software project to view development-related information on the issue, such as commits, reviews and build information.
Granted to:
Application access
Any logged in user
View Read-Only Workflow
Users with this permission may view a read-only version of a workflow.
Granted to:
Application access
Any logged in user
Issue permissions
Assignable User
Users with this permission may be assigned to issues.
Granted to:
Application access
Any logged in user
Assign Issues
Ability to assign issues to other people.
Granted to:
Application access
Any logged in user
Close Issues
Ability to close issues. Often useful where your developers resolve issues, and a QA department closes them.
Granted to:
Application access
Any logged in user
Create Issues
Ability to create issues.
Granted to:
Application access
Any logged in user
Delete Issues
Ability to delete issues.
Granted to:
Project role
Administrators
Edit Issues
Ability to edit issues.
Granted to:
Application access
Any logged in user
Link Issues
Ability to link issues together and create linked issues. Only useful if issue linking is turned on.
Granted to:
Application access
Any logged in user
Modify Reporter
Ability to modify the reporter when creating or editing an issue.
Granted to:
Project role
Administrators
Move Issues
Ability to move issues between projects or between workflows of the same project (if applicable). Note the user can only move issues to a project they have the create permission for.
Granted to:
Application access
Any logged in user
Resolve Issues
Ability to resolve and reopen issues. This includes the ability to set a fix version.
Granted to:
Application access
Any logged in user
Schedule Issues
Ability to view or edit an issue’s due date.
Granted to:
Application access
Any logged in user
Set Issue Security
Ability to set the level of security on an issue so that only people in that security level can see the issue.
Granted to: none
Transition Issues
Ability to transition issues.
Granted to:
Application access
Any logged in user
Voters & watchers permissions
Manage Watchers
Ability to manage the watchers of an issue.
Granted to:
Project role
Administrators
View Voters and Watchers
Ability to view the voters and watchers of an issue.
Granted to:
Application access
Any logged in user
Comments permissions
Add Comments
Ability to comment on issues.
Granted to:
Application access
Any logged in user
Delete All Comments
Ability to delete all comments made on issues.
Granted to:
Project role
Administrators
Delete Own Comments
Ability to delete own comments made on issues.
Granted to:
Application access
Any logged in user
Edit All Comments
Ability to edit all comments made on issues.
Granted to:
Project role
Administrators
Edit Own Comments
Ability to edit own comments made on issues.
Granted to:
Application access
Any logged in user
Attachments permissions
Create Attachments
Users with this permission may create attachments.
Granted to:
Application access
Any logged in user
Delete All Attachments
Users with this permission may delete all attachments.
Granted to:
Project role
Administrators
Delete Own Attachments
Users with this permission may delete own attachments.
Granted to:
Application access
Any logged in user
Time tracking permissions
Delete All Worklogs
Ability to delete all worklogs made on issues.
Granted to:
Project role
Administrators
Delete Own Worklogs
Ability to delete own worklogs made on issues.
Granted to:
Application access
Any logged in user
Edit All Worklogs
Ability to edit all worklogs made on issues.
Granted to:
Project role
Administrators
Edit Own Worklogs
Ability to edit own worklogs made on issues.
Granted to:
Application access
Any logged in user
Work On Issues
Ability to log work done against an issue. Only useful if Time Tracking is turned on.
Granted to:
Application access
Any logged in user
Scheme name: Default software scheme
Same as the Jira Server “Default Permission Scheme”.
Jira Software Data Center, Jira Cloud Premium, and Jira Cloud Enterprise Project Permissions
These types of Jira have archival features and additional permissions. Same as the Jira Server “Default Permission Scheme” plus:
Browse Project Archive
Ability to browse archived issues from a specific project.
Where’s the best place to track your Jira migration? It’s the same place you’d track any other strategic company initiative! I always track my work for Jira in Jira. That includes everything from small configuration changes to big projects like migrations and upgrades.
To make it easier for you to manage your migration in Jira, ThinkTilt has added three of my migration templates to their app! The ProForma for Jira app has always been the gold standard for checklists and forms in Jira and now you can use it to manage your migration as well.
New Templates
The following migration worksheets are now available in the ProForma for Jira template library:
ProForma’s form library includes hundreds of templates to use or customize. Check out these forms in the ProForma demo site or in the ProForma app. Here’s how:
Instructions
Step 1: Install Install the free or paid ProForma for Jira app in Jira Cloud, Server, or Data Center.
Step 2: Create a Form To create a form in a Jira project, click Project Settings > Forms. (Or create from the application admin area at: Admin > Manage Apps > Forms.) Next, click the “Create Form” button on the top right.
Step 3: Choose a Template Choose one of the migration templates. In the form builder, enter “migration” in the search box on the right, as shown. Select a template and make any desired content or setting customizations.
Step 4: Add Form to Jira Issue Finally, create a Jira issue and add the form to it. Click the “Add Form” button, select the form, and complete the form fields as you plan your migration project.
Want to use the worksheets, but don’t have ProForma? Click here to get started.
If you don’t have my new book, The Ultimate Guide to Jira Migrations: How to migrate from Jira Server to Data Center or Cloud, download it now from the Botron website.
If you haven’t done a software migration before, it’s hard to know what to expect. How do you properly plan for something unknown? How does the configuration and amount of data impact complexity? How long will it take? The answers to these questions are different for each organization and application. Use these common misconceptions to help plan and set expectations.
Migration is Quick
The first misconception is that migration is a quick and easy weekend activity. While the actual transfer of data may not take that long, the process of preparing to move the data and testing the results often takes weeks or months.
If you’re migrating six or fewer apps and have less than 750 users, Atlassian classifies the migration as simple. Atlassian recommends to start planning three to six months before the migration date.
If you’re migrating more apps, users, have incompatible apps, or have customizations, you should plan for a more complex migration. Complex migrations may require six to twelve months of planning.
Have you cleared your calendar yet?
Migration is Simple
How complicated could it be? You simply pick up your data and move it, right? Unfortunately, it’s rarely that simple.
Application settings are usually more complex than you think. There are probably settings you forgot about or don’t even know exist. Some features work differently between versions or deployment types. There are apps that work in Server but not in Cloud. You’ll need to uncover your application’s challenges and create a plan to handle them.
While tools exist to help with analysis and the actual data transfer, there’s no “one click” solution to run the entire migration project for you. You should treat this project like any other strategic company initiative. Designate a project manager, create a project plan, and devote more time than you think you’ll need for discovery and testing.
No Strategy Needed
Hopefully by now you’re convinced not to underestimate a migration! Before you start, you should determine an overall strategy. What is your main migration goal? Form a project team of stakeholders and make their first duty to answer this question.
Is the goal to:
Have the target application behave exactly the way it does in the source application?
Migrate all data “as is”?
Only migrate development project data?
Give users different abilities than they had before?
Clean up the configuration before the migration or clean up after (or both)?
All of the above or something else?
Determine your goals in the beginning so you can craft a strategy to support them. Without goals, there’s no way to measure success.
Regardless of the size of your migration or the specifics of your situation, be sure to take your time, do a trial run (or many runs), and don’t perform the final migration until everything is accounted for.
Sometimes it’s important to understand how far your Jira application has strayed from the default configuration. Was that setting there from the beginning or did an application administrator add it eons ago?
To find out, visit Admin > System > Global permissions in your application. Then use this baseline list to compare your Jira settings to the default.
Initial settings for Jira Cloud and Jira Server/Data Center v8.15 are included below. I keep fresh and untouched application instances around so you don’t have to!
Jira Software Cloud Global Permissions
Administer Jira
Create and administer projects, issue types, fields, workflows, and schemes for all projects. Users with this permission can perform most administration tasks, except: managing users, importing data, and editing system email settings.
Users/Groups:
system-administrators
atlassian-addons-admin
site-admins
trusted-users-xxx (unique alphanumeric string)
administrators
jira-administrators
Browse users and groups
View and select users or groups from the user picker, and share issues. Users with this permission can see the names of all users and groups on your site.
Users/Groups:
system-administrators
site-admins
jira-software-users
administrators
jira-administrators
atlassian-addons-admin
Share dashboards and filters
Share dashboards and filters with other users.
Users/Groups:
atlassian-addons-admin
jira-software-users
system-administrators
jira-administrators
site-admins
administrators
Manage group filter subscriptions
Create and delete group filter subscriptions.
Users/Groups:
jira-administrators
jira-software-users
administrators
system-administrators
atlassian-addons-admin
site-admins
Make bulk changes
Modify collections of issues at once. For example, resolve multiple issues in one step.
Users/Groups:
atlassian-addons-admin
jira-software-users
site-admins
administrators
jira-administrators
system-administrators
Create next-gen projects
Create projects separate from shared configurations and schemes. Next-gen projects don’t affect existing projects or shared configurations like workflows, fields or permissions. Only licensed users can create next-gen projects.
Users/Groups:
Public, anyone on the internet, including logged in and anonymous users.
Jira Software Server & Data Center Global Permissions
Jira System Administrators
Ability to perform all administration functions. There must be at least one group with this permission.
Users/Groups:
jira-administrators
Jira Administrators
Ability to perform most administration functions (excluding Import & Export, SMTP Configuration, etc.).
Users/Groups:
jira-administrators
Browse Users
Ability to select a user or group from a popup window as well as the ability to use the ‘share’ issues feature. Users with this permission will also be able to see names of all users and groups in the system.
Users/Groups:
jira-administrators
jira-servicedesk-users (If installed)
jira-software-users
Create Shared Objects
Ability to share dashboards and filters with other users, groups and roles.
Users/Groups:
jira-administrators
jira-servicedesk-users (If installed)
jira-software-users
Manage Group Filter Subscriptions
Ability to manage (create and delete) group filter subscriptions.
Users/Groups:
jira-administrators
jira-servicedesk-users (If installed)
jira-software-users
Bulk Change
Ability to modify a collection of issues at once. For example, resolve multiple issues in one step.