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Creating and Configuring Schemes

1. Introduction to Schemes

As a new Jira administrator, you may wonder how to organise the hundreds of projects in your Jira instance. Schemes can help you achieve this by organising settings for projects in Jira. You can use custom or shared schemes to define these settings in your projects, and these configurations define issue types, workflows, and more. At Great Adventure, Violet is a new Jira admin who needs to understand schemes so she can apply them. In her Jira instance, schemes are sets of configurations that link pieces of your project together. For example, a workflow scheme sets which issue types should be used with which workflow. In total, there are nine schemes available as of today: seven issue type schemes that define the issue types available in your project and six priority schemes that define the priorities available.

These schemes help you customise and manage the way your Jira projects work. In your Jira instance, you can use custom schemes or shared schemes. When you create a project in Jira without using shared configuration, you create that project with custom schemes. The new project has a custom issuetype scheme, workflow scheme, and so on. that no other project on your instance shares. 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 different projects, so you can share schemes within departments, similar projects, or whatever makes sense for your organization. With share schemes, you don't necessarily need to share all schemes with every project. You could use all of the same nine schemes for projects that need similar configuration; mix and match which schemes are shared. For example, you could share a workflow scheme with one project and a permission scheme with a totally different one, or you could share one scheme for projects that need similar configuration. For example, you may use a shared issue security scheme for projects that need high levels of security for certain issues.

Shared schemes can save a lot of work, but you need to keep track of which projects use which schemes and make sure the proper stakeholders have a say in any changes to those schemes. If you're interested in seeing the pros and cons in more detail, check out the Jira Administrator Reference Guide. As part of looking at schemes, Violet needs to come up with some guidelines for the Great Adventure. To keep all of the projects and schemes organised for new or existing Jira instances, we recommend you develop governance for Jira, document projects with similar needs, and document the schemes available in your instance. Violet intends to use her scheme documentation to apply the appropriate configurations in the project when a user requests a new project. As a Jira admin, you need to decide how to manage the instance and consider which schemes are 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 administrative overload? There are many things to consider after the review. Violet noticed that the development projects at Great Adventure are very similar.

Violet has decided to create a shared set of schemes for the new web development project and the upcoming Virtual Tours project. She intends to use the Web Development Projects Schemes as a master set for all Duo development projects. Going forward, she can use this project as a template for other development projects. What projects in your instance may be able to benefit from shared schemes? While Violet still needs to build out the schemes for the web development project, she's going to go ahead and create the virtual tours project to use the web development project schemes.

Let's walk through how that's done. Begin the steps to create a new project. Then, in the bottom right of the CreateProject window, select Create with Shared Configuration. On the next screen, select the project you want to use as a template for your new project, and then click Next. Violet selects the Great Adventure website Revision Project. Remember, the project you select becomes the template for the new project in terms of schemes.

So this new project will share all of the schemes of the original, and when you change those schemes in the original project, you also change them in the new project. From here, go through the steps to create a new project, including adding a name key and a project lead. And for Great Adventure, we call the new project VirtualTours and set Jamal Meadows as the project lead. When you've finished configuring the new project, simply click Submit to CheckingSchemes to access the project settings and review the summary page. You notice that the project uses the schemes from the original project.

2. How to Create and Modify Issue Type Schemes

Issue types help categorise different types of work. In Jira, with issue type schemes, you can associate groups of issue types with various projects. Let's talk about some tips for using issue-type schemes. As well as creating and associating a scheme with a project, an issue type scheme defines and restricts what issue types are available and the default issue type for a project. When you create a new project without standard configuration, you automatically get a default issue type based on the project template. However, you can edit the scheme and share it with other projects. When working with issue-type schemes, here are a few tips for making them reusable. Use generic names for your issue types and issue type schemes so you can share them with multiple projects. Types of Order Issues Ensure that Issue Types are alphabetically ordered within the scheme to make it easier for users to find and select the Issue Type they require.

When creating a new project, try to avoid using the default issue type scheme. This scheme includes all issue types in the Duo instance, so it's overkill for most projects; don't duplicate issue type schemes. Before creating a new issue type scheme, check if any already exist with the required issue types. If they do, share them. Rather than duplicating the work, Violet must create a set of business schemes to use Great Adventure so that all business projects use the same configuration. This practise helps her and the admin team provide consistency across projects and ease their administrative workload. Violet creates an issue type scheme for all business-related projects, which needs to include the evaluation, event, person, purchase, task, and subtask issue types. Right now, she plans to apply the scheme to the Finance and Human Resources projects, and she decides to use Finance as the template project.

Navigate to the issue type scheme page, then click Add. What is the issue scheme? On the next page, enter the information for your scheme. and for Great Adventure, we call this scheme the Business IssueType Scheme and include a description in the NamingField, Drag and drop issue types to the left column to add these to the scheme, and we do that for all of the issue types listed earlier. Once you associate issue types with the scheme, you can update the default issue type. Violet sets Task as the default. When you're done, click "Save." Once you create an issue-type scheme, you need to associate it with a project. Let's walk through those steps as well. Next to the scheme you want to associate with a project, click "Associate." Then, on the Associate Issue Type Scheme page, in the Projects menu, select the project or projects you wish to associate with this scheme. You can also use Control-click to select multiple items. on a PC, or command-click on a Mac.

For great adventure, Violet selects the finance project when you finish selecting projects; just click Associate. You may wonder why Violet only selected Finance to associate with the new issue type scheme and not the existing Great Adventure Human Resources project. The reason is that Finance is a brand new project with no existing issues, and the HR project has several issues in progress issues.If your project has current issues using an issue type scheme and you replace that scheme with one that doesn't include the old issue types, you need to migrate the issues to the new type using the Migration Wizard. We devote a whole video to the Migration Wizard, so hang tight for that. However, if you swap issue types in a scheme where no issues are using an old issue type, you're fine to complete the simple swap from the issue type scheme page using the same drag-and-drop options as you did to create the new scheme.

3. How to Create a Priority and Priority Scheme

A priority in Jira signifies the importance of an issue. A priority field, which can be included in reports, is required, so your users can't create issues without adding a priority. However, they can use the default priority that is automatically set when creating an issue. Priority schemes are priorities that you can use in one or many projects. Let's walk through creating priorities in Jira to get started. Priorities communicate importance to other Jira users. For example, one of Violet's users finds a bug and decides to mark the issue as low priority.

The development team knows they need to address the issue, but they have some time. On the other hand, another user finds a security problem and marks that as high priority, so the developers plan to address issues almost immediately. There are a few ways you can help users identify the appropriate priority in Jira. Use colour to help users determine priority without reading the name of the priority. For a moderate issue, you may use orange. For a severe issue, you may use red. There are several colour options as well as a hex code field for priority colour similar to color; use icons that make sense when creating priorities.

A thumbs-up emoji wouldn't be appropriate for the highest priority issue, but the blocker symbol might be And finally, consider names when creating priorities. Like other elements of Jira, you should use generic names so you can repurpose priorities across projects and in multiple schemes. The priorities in Great Adventures for your instance need to be cleaned up. She wants to provide consistency for the users and notices that some of the priority colours are wrong, so she addresses that first by accessing the Priorities page from the Issues tab in Jira administration.

On the Priorities page, edit existing priorities from the Actions menu. For Great Adventure, we edit the highest priority, changing the colour to red, and then click Update. If you need to add a priority, click Add Priority and complete the fields. When you add a priority, you need a name, icon, and color. You should also add a description telling other users about this priority.

Priority schemes are a new feature introduced in version seven 60.Priority schemes allow you to map a subset of the overall priorities inside of Jira to a project. Priority schemes are unnecessary because your priorities are global and accessible to all projects. If you use a version older than 7.60, you won't have priority schemes available. Be aware of your version of Jira Service Desk concerning priority schemes. Priority schemes are now available in Service Desk version 310. Priority schemes help your users efficiently create issues because they see only the priorities they need. at a thrilling adventure File, it requires a reusable scheme for ordering priorities from lowest to highest so that users do not accidentally select the highest priority. For more best practices, check out the JERA Administrator Reference Guide. Let's see how to create a priority scheme.

Access the Priority Schemes page from the Issues tab in your administration. On the View priority schemes page, click Add priority scheme. On the Add Priority Scheme page, in the schemename field, type a name for your scheme. For Great Adventure, we use scheme availability incidents. For the description, we type "Priorities" for teams that support networking and internal systems at Great Adventure. Under "Select Priorities," drag and drop the available priorities into the "Selected Priorities" column.

For grade adventure, we select minimal, moderate, and severe. Last but not least, select a default priority and click Add. We select "Minimalist" as the default. You can see the new priority scheme on your Priority Schemes page. Your next step is to associate that theme with a project or projects. Associating a priority scheme with a project is similar to associating an issue-type scheme with a project. You click Associate, select the appropriate project, and click Next.

If you need to update a priority scheme, click Edit, and then make your changes. You must be aware of how many projects and what projects to use the scheme for, as with any other scheme. If you have any current issues using priorities within the scheme, you need to use a migration wizard to move them to a new priority. You can modify the scheme by adding and removing priorities, updating the name and description, and selecting a different default priority.

4. How to Create and Modify a Workflow Scheme

Workflows guide Jira issues through their lifecycle. They provide the process behind an issue as a user completes the task. A workflow scheme sets which workflow each issue type uses in a project. similar to the other schemes. Workflow schemes allow you to define different processes for different issue types within a project, project, or project. Let's review a bit about workflows and then move on to workflow schemes. Workflows model. Real-life work in Jira With each issue, you follow a set of steps, and these steps make up the workflow statuses and transitions. When you need to move a workflow to the review stage, for example, you may use a transition of "Move to Review" and end on the "in review" status. We cover workflows in more detail in another chapter.

A workflow scheme allows you to map workflows to issue types, setting the different processes that each issue type represents. You can use one workflow scheme per project, you can include multiple workflows in a scheme, and you can map multiple issue types to one workflow. And finally, once you have a scheme, you can share that scheme with multiple projects. To avoid extra workflow schemes in your instance, Violet needs to create her master template for business projects at Great Adventure.

She chooses the new Great Adventure Finance project because it's still new and doesn't have any issues, so she can build and swap schemes easily without needing to migrate. For Great Adventure, several of their business projects need to follow a similar process, one that requires a request and approval stage. Violet develops a standard workflow scheme that she intends to share with all future business projects due to their similarities. Let's see how she does it. Navigate to the Workflow Schemes page. Then, from that page, click "Add workflow scheme." On the Add Workflow Scheme window, enter information for your scheme, and then click Add. Grid Adventure is a game.

We name the scheme "business workflow scheme" and add a description. The Workflow Scheme page opens, and you can add workflows to the scheme. Click "Add Workflow" and then select "Add existing or import from a bundle." If you add an existing workflow, you can just select one from a list, and if you choose to add from Bundle, you can search the marketplace or add from your computer. for great adventure. We add an existing workflow for business management and click next. On the Assign Issue Type screen, select the appropriate issue types (Event, Person, and Purchase), and then click Finish. Back on the Workflow Scheme page, you see the new workflow with associated issue types as well as the default workflow associated with all unassigned issue types. And note that if you choose not to map an issue type to a workflow in a new workflow scheme, that issue type uses the default Jira workflow.

Once you finish a new workflow scheme, you're ready to associate it with a project. Navigate to the project you need to associate the workflow scheme with and access project settings. For example, we go to the Great Adventure Finance Project. In project settings, click Workflows from the left menu, and on the Workflows page, click Switch Scheme. You see the Associate Workflow scheme on the Project page, and from the Scheme menu, select the new scheme for the project and click Associate. Violet needs to use the business workflow scheme on the next page. If your project has no issues, you see a message telling you there are no issues to migrate. If you have issues migrating, you need to work through the Migration Wizard, which we cover in another video. If you have no issues to migrate, simply click Associate. Now, your project uses the scheme you selected, and you can check this on the Project Settings page.

Violet may need to update the business scheme later. For example, she may need to set a simple workflow for other issue types in these projects. Because the workflow scheme uses the default Gira workflow for all unassigned issue types, she needs to review with the Finance Manager what kind of process some of the simpler issues need. For now, she wants to associate an additional issue type with the business workflow. If you need to edit a workflow scheme, you may need to use the Migration Wizard if you swap workflows for an issue using an old issue type. If not, you can swap the workflows and associate different issue types without migrating issues. And if you need to map another issue type to a workflow, you can edit your scheme. Use the Assign Action to open a window and select the additional issue type. You can also remove issue types by clicking the X next to the issue type in the scheme.

5. How to Create and Modify a Screen

A screen is a collection of fields. These fields are containers for data collection. When a juror user creates, edits, or views an issue, those data fields are what they see. As a juror administrator, you create the screens for your instance.

However, with Extended Project Administrator Permissions enabled, project administrators may edit screens under certain circumstances. Let's talk more about creating screens. Depending on the project template you use, your project includes some default screens, such as the default Issue Screen and the Resolve Issue Screen. Some project templates have different screens for the Create Issue operation and the EditView Issue operation, and some don't. We'll talk more about screens and issue operations when we discuss screens for games. However, you can create your own screens to suit your organization's needs. When creating screens, keep them simple. We recommend having no more than ten fields per screen.

Too many fields mean the user has to scroll to find what they need. If you do find that you need more than ten fields, consider using tabs to organise them. Remember that you can remove fields from a Createscreen and add them to your screen's editor. This approach allows the user to gather more information to better complete those fields, rather than needing the information at the start. To talk through a couple other tips, let's visit Violet as she reviews the Great Adventure. HR's Create Issue Screen thinks that the reporter and assignee would work better on an Editor Review screen rather than the initial Create screen. The user submitting the issue may have no idea to whom to send it, so moving to a later screen makes sense, while also noting that the due date and assignee fields are above the summary field. You want to order fields logically so the user knows how to fill out the form.

Typically, you want the summary at the top since it's the name of your issue. Lastly, she sees several junk fields for this screen. Noticeably, the fixed version field doesn't make sense in this context, as this screen is for human resources, and they don't use releases. Make sure you collect appropriate data on your own screen so users don't make up information for unnecessary fields. Violet decides to build a minimal Create Issue Screen for business projects.

This screen does need to include fields to gather information on the user's line manager, role, and department. By adding these fields, Violet can reuse the screen for nearly all of Great Adventure's business projects. Let's see how it's done. Navigate to the Screens page. On the screens page, click "Add screen." In the Ad Screen window, type a name and description for your scheme, and then click Add. Violet needs to create a new Create Issue screen for the business departments, so we name the screen Business Create Issue Screen for the description we use. This screen is used for business projects at Great Adventure. Once you create the screen, you see the Configure Screen page.

On this page, you can add fields and tabs for your screen. Before we continue the demonstration, let's talk about tabs. If you need to include additional fields on the screen, you can add tabs. Adding tabs lets you include additional or optional fields, or you can use tabs to group similar fields together for a great adventure. The first tab for the new screen is simple, but some departments want to have options for additional information. Violet decides to use a second tab for this purpose. Another strategy for using tabs is to include tabs as steps in a process on an Editor View screen. for an issue on the screen, you won't see fields displayed if there is no data in the field.

The same is true for tabs. We're continuing this demonstration by creating a new screen. If you need to edit an existing screen, go to the Screens page under your administration and click Configure. Under the "actions" menu Using the Field Name menu, start typing a field name to see the list of suggestions. When you see the field you want, select the field and click Add. For example, we start with a new screen, so we add a summary field. We also add the issue type, description, line manager, role, and department fields. We also want to add a tab to the screen.

Let's walk through that now. At the top of the screen, next to the Field tab, click the plus icon. In the small window that opens, type a tab name and then click Add. For example, we name this tab Additional Details Once you add the new tab, add fields to the tab. We add the due date and attachments to this tab. Once we finish, we can add this screen to a screen scheme and associate it with issue types. Users won't see new screens until you associate them with an issue operation and an issue type. We'll cover that in another video, so stay tuned. We created the screen from scratch, but to save yourself time, consider copying an existing screen and modifying it for your needs.

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