Tips and tricks
Organize work the way you want
Jira Core is a powerful tool for managing your team's work. But not all teams are the same. Marketing teams do things their way and operations teams do things another way. Jira Core allows you to customize things your way.
Some customizations are global, meaning they can affect teams in other projects. It's a good idea to consult your Jira Core administrator before making any changes.
If you're the totally new to Jira Core, the Jira Core administrator needs to do some set up before your team can get to work. If you're a Jira admin, you can use this tutorial, or refer to the Administering Jira Cloud products documentation.
Project administrators also need to set up a few things, especially if they're not the Jira Core administrator as well. If you're a project admin, take a look at Introduction to getting started as a project administrator.
Create work for your team
Jira Core is designed to only allow one user to be assigned to an issue (i.e. task or card) at any one time. This suits most teams perfectly, but some teams work differently.
You can quickly add multiple issues to your project from the board. To do this, select + Create in the left-most board column, complete the summary and save. Note that if you have any mandatory fields for issues you create, clicking + Create will take you to the Create dialog.
There's two ways you can let multiple people work on a single issue.
Use subtasks (the easy way)
You can create subtasks within an issue and assign them to separate people. This can work well if people are working concurrently on their part. See Creating issues and sub-tasks.
User picker (slightly harder)
If you add a custom field in your issue called 'user picker', you can add other people to the issue. There is still only one primary assignee, but other team members can be added as well. See Configuring a custom field.
If you want issues to be assigned to a whole team, such as 'developers', you need to create a new 'user' to represent the group.
- Create a new user to represent the group. See Adding users to your project.
- Create a dashboard page showing all the issues assigned to this user, and share the dashboard with the rest of the team. See Configuring dashboards.
- (Optional) Create an email mailing list for this group in your business' default email program and set the mailing list email as the Jira Core user's email address. This will notify anyone in the list of new work.
This can be suitable for small teams, but if you need more control over who is working on what, this might not be the set up for you.
If you want your team to pick up issues from a list of unassigned work, you can configure your project to do this.
But first, your Jira Core admin will need to ensure:
- The project allows the 'default assignee' to be 'Unassigned'
- Allow unassigned issues is set to ON in your General Configuration settings:
- Choose the Jira icon ( or ) > Jira settings.
- Select System > General configuration.
- Look for Allow unassigned issues.
- Choose the Jira icon ( or ) > Jira settings.
Once these conditions are met, create a dashboard page with a filter that lists all unassigned issues. Each team member can then display the page and assign themselves an issue when they're ready for new work.
If you need a team of people to be responsible for a specific issue type, for example, only your graphic designers work on issues of the type 'asset', you can make this association.
- Add a custom field called 'group picker' to your issues. See Configuring custom fields in the Jira Administration pages.
- Configure the field with a list of the groups that can be assigned (For example, Graphic Designers, Copywriters, and Web Developers).
- When someone creates an issue, they need to pick a group in the new field.
- Set up an email notification to let members of each group know when an issue is assigned to the group based on the Group picker value.
When someone creates an issue, they need to pick a group in the new field.
An issue can now be "assigned" to the group by selecting the appropriate group in the group picker. An email notification will be sent to the group.
Another option is to add a user picker custom field rather than a group picker, and assign multiple users to an issue. However, you'll then have both the Jira Core default user field and custom user field for your assignees.
Set up customized issues
Issues represent the work that you do in Jira Core. And when you create an issue, it's like completing a form describing that work. Like other forms, you can customize your issues to include only the information you want. For example, you may want some work to have a due date, but you don't need it to have a time estimate.
To customize issues, you need to be a Jira Core admin. See Customizing the issues in a project for more info.
It's fairly common to want to manage certain kinds of work or sets of associated tasks together. You can do this in a couple of ways:
Components are definable labels that enable you to identify items of work so that you can view and track them together. A component can be anything from a work type (Graphic Design), to a theme (End-of-year party), or possibly a sub-project (Update employee induction program). See Managing components.
Versions are a way of managing work within a defined time frame. For instance, if you work to publication dates, you can create a version and assign all the tasks that need to be done before publication to that version. See Managing versions.
Some of the data you manage may be sensitive and require strong security. In Jira Core, you can control the security level of issues, but not specific fields within issues. See Configuring issue-level security.
You don't want to spend all your time searching for what you're working on.
Jira Core offers a powerful search function that you can save as a search filter and use again. For example, if you just want to view the issues assigned to you for a certain version, you can create a search filter to do this.
You can also share these filters with your team, so you're all looking at the same information.
If you need to create multiple issues that contain the same field settings or basic information, you don't need to recreate them again and again, you can clone them. Open the issue you want to clone and select ••• > Clone. Follow the prompts to clone the issue.
Mirror your real processes
You can set Jira Core up to mirror the processes that actually happen in your team. So if it's important for you to know if a piece of work has been approved or reviewed, then you can set up Jira Core to map this process. We call these processes workflows, and they're the key to having control of your work.
The default workflow that comes with Jira Core includes the statuses of To do, In progress, and Done. If you want, you can add a review step, and approval gate, or any other kind of status that makes sense to you. When an issue moves from one status to another, you can also trigger certain events, like notifying someone or changing the assignee.
Take a look at How do I build the workflow I want?
See everything in one place
Dashboards! Jira Core comes with a variety of gadgets that you can configure to display your information the way you like it. You can add these gadgets to your dashboard and make that dashboard your Jira Core homepage.
Boards are a way of visualizing all your Jira Core work in once place. For more information, see Working with boards.
Labels are a quick and easy way to tag your work so you can find it again and make associations with similar work. Unlike components, which are predefined, you can create labels on the spot, to identify a characteristic of a piece of work.
Say you organize lots of functions. You might label anything related to event management with "event", as well as the department "finance" and perhaps even "end-of-year". Later, you can use these labels to search for all finance events, or all end of year events.
A word of caution, though: check with your project admin as to your organization's policy on using labels. There may be a policy in place regarding how this field should be used, as some organizations use it as part of a process.