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Applications and Add-ons

3. How to Create Application Links in Jira

Application links provide the functionality to link two Atlassian applications together, such as Jira and Confluence. Linking the Atlassian applications together allows organisations to share features and data between all linked applications. Atlassian recommends using the OAuth authentication protocol to configure application links rather than the trusted application or basic authentication options that it provides. because OAuth is known to provide a higher level of security when transmitting data. When an organisation integrates Jira and Confluence, they facilitate better collaboration and information sharing between teams by linking the information architecture power of influence to the powerful issue tracking that Jira provides. For more information on integrating JIRA and Confluence, refer to the Atlassian documentation linked below this video. When an organisation integrates Jira and Bit Bucket, they're able to create a unified development view for developers by bringing all the code management powers of Bit Bucket inside of Jira. Linking the two applications together allows developers to work more efficiently by not having to switch windows from the issue to the code repository when they need to check the status of a commit or create a new branch. And again, for more information on integrating Jira and Bamboo, refer to the Atlassian documentation link below. If your team is using legacy development tools like Fisheye or Perforce, then you can setup application links to integrate these tools using their options located below the Bamboo configuration link. In the Integrations menu, let's walk through how to link a Confluence instance to a Jira instance. In the top ribbon, click the Jira Administration menu, and then click Applications. On the Applications page, find the Integrations section on the left-hand menu and click Application Links. Enter the URL of your Confluence server inside the box and click the Create New Link button. Then, in the dialogue box, validate the details for both your Jira and Confluence instances. Also complete the checkboxes at the bottom of the form to confirm both applications have the same userbase and your account is an administrator account. In both instances, this is required to be able to link them. Next, click the Continue button. You see a dialogue popup that shows that you're being redirected to the Confluence instance to configure the link on the Confluence site, and if prompted to log into Confluence, log in with your admin account. In the dialogue that's displayed, verify that the link details are correct and click the Continue button to confirm you wish to add the link. If the details are incorrect, the Cancel link can be selected to stop adding the link. You then see a dialogue telling you that you are being redirected to Jira to complete the configuration of the application link. Once you've been redirected, there's a popup letting you know that the configuration for the application link is being finalized. When it is finished, you see the configured application link appear on the screen with a status of connected, which means Jira and Confluence have been integrated successfully. The application navigator is the hamburger menu, which appears in the top left-hand corner of the top ribbon. The purpose of the Application Navigator is to provide a menu of quick links. Applications linked together via an application link are automatically added to the Application Navigator menu, while the Jira admin can add links manually to outside websites and applications that aren't linked to Jira. In the top ribbon, click the Jira Administration menu, and then click Applications. Click the application navigator. In the left-hand menu, you see the links that are already configured. Notice that Jira and Confluence already exist, since items linked via an application link get automatically added. Enter Adaptivist Learn in the Name box and the URL https learn.adaptivist.com in the URL box before clicking Add. Notice that you can restrict links by either clicking the Hide checkbox to hide it from all users or by entering names in the Groups field to restrict viewing to those groups of users. The Learn link has been added to the list of applications at the bottom of the screen. You can reorder the applications here by clicking the grey dots next to the link name and dragging the links up and down the list. To change the order, click the three horizontal lines to load the list of links, and click the Learn link, and you'll be sent off to Adaptivist Learn.

4. Best Practices for Jira Marketplace Apps

The Atlassian Marketplace is a platform to acquire apps developed by third-party vendors. These apps are available for free or for a fee. Some add extra functionality to your Jira instance, while others are integrations that link the Atlassian product with third-party tools. The level of configuration needed to get an app up and running varies greatly and may require the help of other contacts in your organization, such as the server or database administrators. Let's go through some best practises when installing Marketplace apps. The first is to read the Marketplace listings carefully. Not all apps are created equal. Some are vastly more powerful and contain many more features than others. Some apps have a very low number of installs. Well, you'll find a few installed on over half of all Jira instances. Pay attention to the ratings that are given, and beyond that, the response to any reviews that have been left, especially the negative ones. You want apps that have high ratings, of course, but also active responses, meaning their support teams have the time and resources to commit to helping their customers. The second is to make sure that you have a solid business reason for downloading the app. It's often true that after purchasing an app, users find ways to implement the new features beyond what had first been considered. But that's no reason to just go ahead and buy every shiny new app you see. Make sure you have a valid reason for any installation, because users will get very grumpy if they get used to having certain functionality, only to have it disappear when you later uninstall the app, especially if it breaks things like filters on the way out. Additionally, too many apps on any system will begin to bog it down, so you only want those you actually need. Third, you typically get what you pay for. That is, most of the highly useful apps cost money. Third-party vendors have to keep the lights on too, so they can't just give away their products without compensation. That isn't to say you can't get deals by speaking to them directly, though. Lastly, when looking to set up any app, it's highly recommended that you configure it on a staging instance. First, using a trial licence if it's paid Doing so allows you to monitor the app to ensure that it doesn't cause any performance issues. Additionally, for integration-style apps, it allows you to understand and document the level of effort required to set up the integration. There are far too many apps on the marketplace to cover all of them, but here are a few that we at Adaptivists love script Adaptivist's Script Runner suite of products provides enhanced JQL functionality, automation, customization, and Jira extension. And that goes for server, cloud, and datacenter, as well as for Confluence, Bitbucket, and Bamboo. also from the adaptivist perspective. Test Management for Jira is a QA and test management app that allows for full requirements traceability inside Jira. It also lets you organise large testcase libraries by using folders and testsuites created by Tempo for Jira. Tempo Timesheets makes time tracking in Jira easy for everyone and produces reliable data for powerful reporting, invoicing, and accounting. There are many different integration styles of apps for Slack on the Marketplace. Integrating Jira and Slack allows organisations to create pairings between projects in Jira and channels in Slack to facilitate collaboration and discussion. And again, there are many integration apps that link up your Outlook, Mail, or calendars with Jira to make the separate data held in each easily accessible. If you're unable to get an app configured to meet your requirements using the vendor's documentation and support team, then you may wish to contact an Atlassian solution partner such as Adaptiveness, who can provide bespoke consultancy to help configure the app for the integration you require, or even develop a bespoke integration if no apps provide what your organisation requires. A full list of all the integration plugins available on the Atlassian Marketplace can be viewed by following the link below this video, and we've outlined details of some of the most common integrations with Jira in our reference manual.

Creating and Managing Projects

1. How to Identify Jira Project Requirements

Before we start diving into creating projects, let's talk about some of the steps you'll need to take to identify project requirements, as well as the options for project categories and project templates. In this section, we'll cover all the information you should consider before creating a Jira project. When configuring a project, there's an ideal order that you should progress through. You find this order by following along in the left sidebar in Jira administration from the Issues tab; start at the top of the menu and work your way down through the different settings. This order allows you to set the appropriate configurations, associate those configurations with schemes, and then associate those schemes with projects. We'll walk through this process throughout the course. As a Jura admin, you may receive lots of requests for new projects. It is your responsibility to develop and map requirements for these projects with as little configuration as possible. For example, you may find that one of the Out-of-the-Box templates, which we discuss shortly, fits your users' requirements. However, you may also find that you need to develop custom schemes and standards for other projects. Learning to understand and analyse your users' requirements is a key skill as a Jira admin. Let's think about a scenario to incorporate this skill. A great adventure awaits the new Jira admin, Violet Burton, who has requests from the finance team and the web development team for new Jira projects. Both teams need different features and settings in their projects to manage their work. Let's talk about how Violet can gather the right information for her stakeholders and deliver the right project for their needs. She needs to create a project for each of the two teams. She's going to use a checklist approach to capture the information she needs to create both projects. As part of her process, she needs to understand how the team works and who the stakeholders are, amongst other requirements like security. Here are some of the items Violet makes sure she asks for her requirements meetings team Process: What kind of steps do the teams take as part of their daily tasks? Restrictions: Does the team need an approval step? Security: Who has access to what in each project? Standards: What configurations can Violet share between projects and stakeholders who are involved with each project? And what do they need from the project to do their work? Violet might also ask additional questions to narrow down just what the team needs as she gathers the information for the two new projects. Let's first look at what the finance team wants for their project. First off, they need simple task management processes. The finance team needs a simple project that should hold all of the work for this department, as they currently manage with spreadsheets, emails, and a shared network drive. Next, the manager of finance is the project administrator and the project lead. The finance team is a business team, where it's not unusual to find the manager doing dual duty like this. Team members work on issues as they come in. In addition to the manager, the finance team associates are also stakeholders who want to organise their work better. The team needs permissions to link issues in the project and add attachments. These team members need to be able to link issues and add attachments to provide the right documentation and relationships between different types of issues. The process needs to include approvals somewhere. The team needs to include the manager as part of the process to submit approvals, so Violet might plan to use approvals in a workflow. Some issues are sensitive and need high security. And finally, Violet notes that finance has similar processes to the HR, benefit, and payroll departments, so they may be able to share configuration. It's always good to standardise a few projects in the Jira instance, if it's possible. This checklist file determines that the finance team needs a Jira business project using the process management template. She thinks she needs to do some additional work on the project, however, and then apply those changes to similar projects. We'll catch up with Wila in other videos to see how she further meets the needs of the team and standardises schemes across multiple projects in Jira. For now, let's see how she handles the Web development. Team's Requirements They need to follow item in, item out" approach. The team must oversee a six-month effort to transition the company to a new website. As work comes in, they need to complete it and then move on to the next piece of work. They don't necessarily want to work in sprints. They want to get everything done as quickly as possible, up until the due date. However, they don't need to release chunks of functionality as they become available. The project manager is also the project administrator and the board administrator. The team is made up of a mix of web developers, graphic designers, and UX designers, so together they make up a more complex group of stakeholders. And finally, the team wants to be able to handle some of their own board configurations, or at least they want a lead person from each group to have the ability to configure the board if the project manager isn't available. With these points in mind, Violet talks to the team about a Scrum or Kanban project in Jira software. The team doesn't want to use time-boxed sprints, so they settle on a Kanban project template that incorporates releases to roll out different phases of the new website. We explore project templates in more detail in another video if you're interested in what the templates offer in terms of out-of-the-box configuration. In both examples, Violet needed to takedown all of the requirements to build the appropriate project for the teams. Later on, she'll use this information to apply additional configuration to each project. Consider strategies for gathering the necessary information before starting a new project or updating an existing one for your users. The key points to remember are to talk with all stakeholders—managers, developers, interns, and the like. Take time to talk to everyone on the team and figure out how they work and what they need. Document your requirements. We suggest a checklist as a way to document and then implement your requirements. The Jira Admins Strategy Workbook has a good example of a checklist you may wish to use. We also include a Project Requirements Quick Reference Guide on this course page, which provides a template checklist you can modify to fit your organization. Map out your changes using the requirements, and make a plan on how you can apply those requirements. Collaborate with stakeholders to get their feedback before you implement anything in Jira. Tools like Confluence can help tremendously in documenting and prioritising changes, and finally, be prepared for changes anyway. Jira is dynamic, and you may need to update configurations as your stakeholders need to change. You don't want to redo work all of the time, but it is very likely your stakeholders will have numerous requirements as their work evolves.

2. How to Use Jira Project Templates for Project Creation

JIRA includes several project templates that can help you get started creating projects in your instance. Each template offers standard items to help you build new projects for your users. In this section, we review project templates and what they include. Project templates allow you to quickly and easily setup a project in Jira using some default configuration, which Gear provides out of the box. When choosing project templates, there are two significant differences to consider. Each template includes a different set of issue types, so you need to determine which one you want to use in a new project. You can see the available issue types when you select a project template and click Next, as well as the default workflow for that project template. You can also check out our Jira Administrator Reference Guide, which documents each project template with its issue types. Project templates from different Jira applications have various features, so you need to consider what the team needs and what is appropriate for the work they do. For example, if you have a team that needs a customer-facing portal, you want to look at the Jira Service Desk templates. Note that you can only see project templates for applications that you have installed on your Jira instance. So if you don't have Jira Service Desk installed, you won't see those template options. The same is true for JIRA software. However, all Jira users see the Jira Core templates. On a similar note, if the Jira administrator doesn't have application access, they can create a project in an application but can't see that project. If you want to be able to see projects after you create them, you need to make sure that you give your administrator account access to all available Jira applications on your instance. A Great Adventure Violet has requirements from the finance team and the web development team for new projects. She determined that the finance team needs a process management project template from the Jira Core offerings. Looking at the issue types and default workflow, she knows she may need to make a few changes later on, which we will walk through later in the course. This template includes task and subtask issue types and a default workflow with an "under review" status. Violet determines this is a good starting place for what the finance team ultimately needs. But what about the Web development team? They have some different requirements and need a board to manage their work. Let's examine some of the other project template options with boards. The web development team at Great Adventure needs to use a software board to manage their work. Violet knows that only Jira software templates come with boards, and only the Scrum and Canvanproject templates get a board automatically. Violet already talked with the team and planned to use the Canvan software development template instead of Scrum because the team doesn't want to work in sprints. Because the team needs a board right away, Violet needs to select either the Canvan or Scrum template options. If she creates a basic software development project, she can create and add a board to that project, but there isn't one available automatically in this type of project template. Since Violet created the project using the Kanban project template, she becomes the default board administrator for the web development project. As the person who creates the board becomes the board administrator for Scrum and Kanban projects, the board is generated automatically, so the Jeep administrator who creates the board becomes the board administrator. Violet can then add an additional board administrator to the project based on the team's needs. Another item that Violet needs to keep in mind is that the web development team wants to share their board with the marketing team so marketing team members can see progress on the new website and plan around that work in Jira. Boards are based on filters for sharing, and to see them, you need to be a part of that board's filter. With this in mind, Violet needs to share the filter with the appropriate marketing employees as well as give the appropriate team members viewing access to the project. However, we will revisit the scenario later when we discuss permissions and access. Project templates allow you to create projects with some basic out-of-the-box settings in Jira Quickly creating a project from a built-in project template is only one way to create a project in Jira, and we explore additional options later in this course. For more information on project templates, check out our reference guide. The project templates available in JIRA are not customizable themselves. However, you can build a project template app if you have developer resources. Check out the Jira Server Developer Documentation for more information on creating your own project template. Another option is to use a tool such as Project Configurator to build a project in a test or staging environment and then migrate that project to your production Jira instance. This option differs from using a shared configuration, which we discussed later, as it would create a new project that contained your source project settings but wasn't using shared schemes, etc.

3. How to Use Project Categories in Jira

Project categories are a way for you to organise a project within Jira. Depending on the needs of your organization, you may use categories to divvy up certain types of projects. For example, you may want to organise your projects by business units such as Human Resources, Information Technology, and Marketing. Project categories help you group these items together. However, you can't nest projects within categories. You also won't use categories to apply configurations to the projects within the categories. Essentially, they are for information only and help top-tier administrators organise large instances. With many projects at Great Adventure, Violet needs to create a category for development projects to help build a future project organisation for the company. Let's check out the process of adding a new category. From the top ribbon, click the Gear Administration menu and then select Projects on the Projects page. In the left menu, click "Project categories." You are taken to the Project category page, which displays any existing categories in your system. Under "Add new project category," type a name for your category grade. Adventure wants to add a development category, so we type Development in the Name field. In the Description field, type a description for your category. For example, this category includes all development-related projects at Great Adventure, including web software and app development. When you finish, click Add. Once you add a category, you need to associate the category with projects within the Projects page of your administration. In the left menu, click Projects next to a project you wish to associate with your new category. Under the Actions column, click the More menu, and then select Edit. You see the "details" window. In the Project Category menu, select the new category to associate with the project. For example, we associate the "Milk Drama A new development category has been added to the canBend project. When you finish, click Save Details. The page refreshes, and you should see the project settings of the project you just updated. To check project categories, you can go back into the Projects page of Jeer Administration, or you can click Projects from the Top Ribbon and then click View All Projects. You should see an updated Project category column for the project you associated on the Browse Projects page. Note that the Browse Projects page and the Projects page in Gear Administration look similar, but you cannot add project categories from the Browse Project page, which you access from the Top Ribbon in Jira.

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