This course is designed to explain the primary responsibilities of a Jira administrator and equip you with the skills to perform those activities inside your company's Jira instance. And if you're interested in any of the Atlassian Certifications, this course covers all of the topics that a Jira Administrator needs to know for the ACP-100 exam. If you'd like to take the Agile Development with Jira Software (ACP-300) or Jira Service Desk Administration (ACP-400) exams, take this course along with our Jira Software or Jira Service Desk courses, and you'll be ready to go.
As part of this course, we follow a fictional company through their administration tasks in Jira, using live demonstrations to help guide you through Jira administration. Great Adventure, a company that has been using a small instance of Jira for the past couple of years, has recently decided that it needs to scale up its Jira instance thanks to recent growth within the company.
If you're less familiar with Jira, we recommend you start with Jira Server for Beginners and/or Jira Server for Power Users here on Adaptavist Learn.
This course was built using Jira 7.12.3 and updated for Jira 7.6.
Introduction and the Jira Atmosphere
As a Jira administrator, your primary responsibility is to ensure that your organization's Jira instance is well functioning and available to all users at all times. You do this by making sure your instance and supporting architecture is kept up-to-date so that users have access to the latest features and can work in the most efficient way possible. You're also responsible for configuring your Jira instance and helping users to understand how they can use it according to best practices.
We're going to start with some basic tasks like updating the look and feel of your Jira instance through branding changes and other customizations. As the Jira administrator, you may also be asked to create filters for your users and their dashboards. Filters power Jira dashboards, so it's vital that you understand how they work and learn the best practices on how to use them. We'll review JQL and talk about some tips for managing filters, and then we talk about putting that knowledge to use when creating your system dashboard.
Introduction and Jira Administrator Responsibilities
Branding your Jira Instance
Reviewing Filters and the System Dashboard
Applications and Add-ons
In addition to reviewing the three application types (Jira Core, Jira Software, and Jira Service Desk), you'll also learn how licensing for Jira works differently depending on which applications you're using.
Next, we'll teach you about application linking. When an organization integrates Jira and Confluence, they facilitate better collaboration and information sharing between teams by linking the information architecture power of Confluence to the powerful issue tracking that Jira provides.
And finally, in this chapter, you'll learn best practices for installing Atlassian Marketplace apps.
Setting Application Links
Installing Marketplace Apps
Creating and Managing Projects
Before we dive 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 chapter, we'll cover all of the information you should consider before creating a Jira project.
Once you have your project requirements and select the appropriate project template, you're ready to create a project. In this chapter, we discuss the process of creating a new Jira project with custom schemes, as well as look at some project-level administration.
More specifically, we're going to dive into issue types, custom fields, and both statuses and resolutions. But in each of these cases, we're going to address these as standalone artifacts in Jira. Once you're familiar with them, you should proceed to the next chapter for in-depth training on Jira schemes for project creation and management.
Using Project Templates
Creating a Jira Project
Working with Issue Types
Modifying and Deleting Issue Types
Adding a New Custom Field
Custom Field Contexts
Creating Statuses and Resolutions
Creating and Configuring Schemes
As a new Jira administrator, you may wonder how to organize the hundreds of projects in your Jira instance. Schemes can help you achieve this by organizing settings for the projects in Jira. You can use custom or shared schemes to define these settings in your projects, and these schemes contain issue types, workflows, screens and more.
In total, there are nine schemes available as of Jira 7.6, and you'll learn best practices and tips for configuring all of them.
We'll also teach you about custom schemes and shared schemes. Custom schemes allow specific configuration and don't impact other projects. But when you have a lot of them, they can cause performance or administrative issues. Shared schemes, on the other hand, allow you to use the same configuration in multiple projects.
We also recommend you develop governance for Jira, document projects with similar needs, and document the schemes available in your instance. You'll learn how to do all of that in this chapter.
As a Jira admin, you need to decide how to manage the instance and consider how to use schemes best for your organization. Do you have a lot of project requests? And are these project requests similar? Would you benefit from shared schemes to reduce your administration overload? There are many things to consider, and we'll help you navigate these questions and their answers.
Introduction to Schemes
Creating and Modifying Issue Type Schemes
Creating a Priority and a Priority Scheme
Creating and Modifying a Workflow Scheme
Creating and Modifying a Screen
Creating Screen Schemes
Creating Issue Type Screen Schemes
Setting Field Configuration
Creating Field Configuration Schemes
Setting Notification Schemes
Setting Permission Schemes
Creating Issue Security Schemes
Modifying and Deleting Shared Schemes
Developing and Organizing Workflows
Workflows model the processes that users go through in their day-to-day work. They can ensure that users take the correct steps and help teams follow relevant compliance policies or regulations. We'll talk about both complex and simple workflows in this chapter.
As a Jira admin, you create and modify the workflows for your Jira instance. And there are a few ways to get the workflow you need: create one from scratch, clone and edit an existing workflow, or import a workflow. We'll cover all three approaches and help you determine which is right for you in any given situation.
Jira workflows include more than just statuses and transitions—they also include conditions, validators, post functions, and triggers. These workflow functions allow you to control an issue's path through its lifecycle. For example, you can use conditions to make sure a person meets a particular requirement, such as being a member of a role, before they see that next status button. Conditions happen before a transition, validators occur during the transition, and post functions happen after. And before any of these, triggers work with external development tools to initiate a transition.
Out of the box, Jira comes with several workflow functions, and you can add more using apps such as ScriptRunner for Jira or Jira Suite Utilities.
In addition to building workflows, you need to test those workflows to make sure they work correctly, and you may want to import and export workflows in and out of your Jira instance for several reasons. We'll take a look at all three of these tasks as they apply to a Jira administrator. Testing workflows is an important task as a Jira admin, and there are a few strategies available to you.
Detailing a Jira Workflow
Creating a Workflow and Cloning a Workflow
Configuring Conditions and Validators
Configuring Post Functions and Triggers
Testing, Sharing, and Troubleshooting Workflows
Permissions and Users
Jira provides different ways for users to authenticate, as well as store their user information such as username, email address, and password. Let's talk about what a Jira user is, and about the options for user management in Jira including how you can grant users access to Jira applications and permissions to work in projects.
Next, we'll cover global permissions, which are the overarching set of permissions that apply to all users and projects inside of Jira and include administration permissions, as well as global functions such as creating dashboards. Jira has six global permissions, two of which are administrator permissions. You map global permissions to groups, and these global permissions determine what a user can do in Jira as a whole, such as creating dashboards or a filter subscription.
Groups act as global containers designed to store and categorize a collection of users. With groups, you can grant users functionality, such as global permissions or application access. You should also be adding groups to project roles.
Project roles are then used to define common functions in teams grant permissions to collections of users through the permissions scheme associated with the project.
Last, you'll learn how to audit groups and roles to make sure you maintain the correct level of access both globally and in individual Jira projects. We'll also teach you how to quickly and easily troubleshoot permissions problems in Jira.
Global Permissions and Creating a System Administrators Group
Setting Groups and Application Access
Creating Project Roles
Working with Default Roles and Auditing
Jira uses the power of Hercules, Atlassian's support bot, to help you maintain your instance and diagnose errors. In addition to a set of support tools, Jira also includes system logs and audit logs that you can use to troubleshoot and evaluate your system. Out-of-the-box support tools in Jira help you get answers you need to resolve errors or issues. Depending on the tool you use, they can flag issues and include links to relevant documentation to help you fix problems. The support tools also provide an easy way for Jira administrators to raise support requests with Atlassian from inside of the Jira instance. We start this chapter with a look at support tools and available logs to help you with Jira maintenance.
Next, email servers in Jira allow you to configure and control how Jira sends email notifications to users, or how you read emails from a mailbox to automate actions inside of your Jira instance through incoming mail. In this section, we talk about outgoing and incoming mail in Jira and best practices for configuring them.
Last, Jira backups are essential because they allow you to have a point in time snapshot of your instance's configuration and data. Once you backup your Jira instance, you can restore that configuration data as needed. Let's spend some time talking about backup and restore options in Jira.