Atlassian Jira Administrator ACP-100 – Introduction and the Jira Atmosphere Part 2

9. How to Create Field Configuration Schemes

Field Configuration schemes map your field configurations to Issue types, which allow you to set different behavior for issue types and projects. If you need to have issuetypes behave differently, such as requiring a field for one issue type but not another issue type, you use Field Configuration Schemes to set the actual behavior of the field you use. Field Configuration. You can only associate an issue type with one field configuration per field configuration scheme. Field Configuration and Field Configuration schemes work together to control your field behavior.

You set the behavior of a field in a field configuration. For example, Violet makes a Line Manager Field Required and then mapped a field configuration to an issue type. For example, Violet maps a business field configuration to the Evaluation Event Person and purchase Issue types in a new field configuration scheme. This configuration means those issue types require the Line Manager field in the new scheme. Other issue types use the default field configuration. Violet needs to create the Business Field Configuration scheme to map the existing field configuration to the appropriate issue types, navigate to the Screen Schemes page.

On the field configuration Schemes page, click add. Field configuration scheme. In the window, add a name and description for your new scheme, and click Add. Violet calls to Scheme. Business field configuration. Scheme? She sets the description as this scheme is for business projects at Great Adventure. On the configure field configuration scheme page, click associate an issue type with a field configuration. In the window, select the Issue type you want to associate. For great adventure. We select the event issue type.

Next, select the field configuration you want to use and click Add. We select the business field configuration. Once you associate an issue type with a field configuration, you see the relationship listed on the Field Configuration Scheme page. Any issue types you left unmapped use the default field configuration. Your next step is to associate the field configuration scheme with a project. Violet created her new field configuration scheme and needs to map it to the Great Adventure Finance project. Navigate to your project in project settings.

Click Fields from the left menu. On the Fields page, under Actions, click Use a different scheme. You see the field layout, configuration, association page. From the Schemes menu, select the new scheme for the project and click Associate. Pilot needs to use the business field configuration scheme. When you finish, you should see the Fields page in the project settings.

With your new scheme in place, be aware that once you associate the scheme with the project, that project does start using that scheme so users see the effect. If this is an in progress project, make sure to inform users of changes so there isn’t any confusion updates to the field configuration scheme. Change what issue types use what field configurations in your project when you make changes, you need to perform a reindex in jira to adjust the search index. To learn more about reindexing.

Check out the Jira Administrator reference guide for our use case. Violet needs to add some more issue types to the field configuration scheme. She mapped the Event Issue type, but still needs to add the Evaluation person and purchase issue types for this scheme so those issue types show the right configuration. This short video shows the process of adding the Person issue type.

10. How to Set Notification Schemes

Notification schemes control user emails by mapping events inside Jira to users through Groups, Roles, or Direct User Mappings. Jira comes with a default notification scheme for all projects until you create a new one. This default scheme tends to be noisy and sends lots of notifications. If you don’t change it, lots of notifications cause users to feel overwhelmed, so we recommend tuning a notification scheme to include only necessary notifications.

While the project administrator can’t update a notification scheme as the Jira admin, you can control roles in notification schemes. If you do use Roles in the scheme, then the project admin can swap users in the roles to manage who receives which notifications. Let’s look at some tips for working with notification schemes. Violet needs to update the notification scheme at Greater Adventure. She decides to copy the default, which is what all projects currently use, and make some modifications based on some best practices.

Let’s see what she does. Scheme per Notification strategy instead of By Project violet knows the business departments don’t want their users spammed with notifications, especially reporters. Many of these departments have managers create issues for their team, but they don’t necessarily need updates on all the work. However, the software teams at Great Adventure don’t work this way and want more updates, so it’s a case for understanding the needs of each particular team and coming up with a notification strategy.

Avoid notifying the Jira Users group while you can use a variety of users and user categories in notifications, we don’t recommend you use large application groups like Jira Core Users or Jira Software users. Doing so can cause notifications to go to all of your Jira users. Avoid notifying users of their own actions a Great Adventure users want important updates, but not all updates. When creating or modifying a notification scheme, we recommend that you review the actions and consider if the current assignee or reporter of an issue needs notification on those actions. For example, when you create an issue, you may not want to be emailed about every action that happens on that issue. And finally, just avoid spamming users and a cry wolf scenario. Carefully consider who receives notifications.

If users start getting a ton of emails from Jira, they may filter those out and miss critical notifications. Violet has some work to do to help the business groups. First, she needs to create a new notification scheme. To get started, navigate to the Notification Schemes page, and from there locate the default notification scheme and click Copy. Now you need to edit the new scheme and rename it next to the new notification scheme. Click Edit to update the name and description of the scheme, and Violet calls this business notification scheme and adds her description.

Your next step is to edit the notification scheme or associate with a project. Let’s follow Violet as she associates the scheme with a new project. Navigate to your project to add the new notification scheme. For example, we access the Great Adventure Finance Project in project settings. Click Notifications from the left menu on the Notifications page. Under Actions, click Use a different scheme and you see the Associate notification scheme to a Project page. From the scheme menu, select the new scheme for the project, and click Associate. Violet uses the Business notification scheme. Once you have your new scheme associated with your project, you can update that scheme to add or remove notifications. Before you make any changes to a notification scheme, you should inform users of those changes so they’re prepared if they receive more or fewer notifications after the change.

Any changes take place immediately, so you may want to send out a notice of changes before you update the scheme. Now that there’s a copy of the default scheme, you can edit that scheme to suit your needs. For Great Adventure, Violet needs to cut down the notifications sent to reporters, navigate to the Notifications Schemes page, then next to the scheme you want to update. Click notifications on the edit notifications page. Add or delete notifications on the scheme. When you delete a notification, you see a warning to make sure you want to delete a notification for the event. For Great Adventure, Violet needs to remove Reporter from the issue, updated, Issue assigned, and Issue commented events. Click Delete to delete a notification, and click Add to add a notification and select the event to trigger it.

11. How to Set Permission Schemes

Permission schemes allow you to map project permissions to restrict functionality to appropriate users. For a list of all available Jira permissions, refer to the Jira Administration reference guide. Permission schemes help you define and restrict what actions users can perform in a project. With permission schemes, you can share settings between projects, so you don’t have to adjust permissions for each project manually. Your Jira instance includes default permission schemes related to each application.

For Jira Software projects, the default software scheme for Jira Core projects, the default permissions scheme for Jira Service Desk projects the Jira Service Desk Permissions scheme, but in a different way than the other two. Jira Software and Jira Core projects, by default, share their respective schemes between all projects for the application. So changes to the scheme affect all projects using it, which may be all Jira Software or all Jira Core projects.

For Jira Service Desk, a copy of the default Jira Service Desk permission scheme is generated for each new project. Similar to other schemes in Jira, this means that if you change a permission scheme for one Jira Service Desk project, you’re likely not changing it for any other project. While you can use the default permission schemes available in Jira, you may want to create custom schemes. For example, Violet needs to build a business permission scheme for the Finance and HR departments, with the correct roles having appropriate access to their projects. Both teams handle sensitive issues, so Violet needs to restrict some permissions.

The default scheme doesn’t work for those requirements, so Violin needs to create a new scheme. If you create custom permission schemes, keep a few things in mind. Don’t include individual users and schemes because the intention is to reuse them, so you could be giving too much access to one person. For example, Violet doesn’t want to give ayla the Manager of Finance the Administer Projects permissions in all business projects. Use Projects roles in your schemes. Then, within a project, the project administrator can assign users or groups to those roles, and you don’t need to worry about who gets what access, just what access the role receives.

We talk more about project roles in a later video. Consider if your permission scheme is too restrictive. If users can’t interact with a project normally and have to request help from their manager or administrator, that could create bottlenecks or frustrated users. Make sure you don’t duplicate the way you grant permissions, such as using group or individual user mapping. This setting doubles the amount of permission checking that Jira completes and can cause performance issues as the instant scales up in size, violet gets started with her new permission scheme. She needs to create the Business Permission scheme and restrict some permissions to specific roles.

To get started with a new permission scheme, access the Permissions Schemes page. On the Permission Schemes page, locate the default permission scheme next to the default permissions scheme. Under actions, click copy. Now that you have a copy. Edit the scheme to have the appropriate name next to copy of default Permission scheme. Click Edit. On the Edit Permission Scheme page, update the name and the description for your scheme and click Update. Violet uses Business Permission scheme with the description this scheme is for business projects. Now you need to associate the scheme with the project.

The finance team project needs to use the new business Permission scheme. Let’s walk through associating that scheme with the project. Navigate to your project in project settings. Click Permissions from the left menu on the Project Permissions page, under Actions, click Use a different scheme. You see the associate permission scheme to Project Page.

From the Scheme menu, select the new scheme for the project and click Associate. Violet needs to use the Business Permission scheme. When you finish, you should see the Project Permissions page in Project Settings. With your new scheme in place, changes you make to the permission scheme take effect immediately. So if you have that scheme associated with one or more projects, be sure to inform those users of the changes.

Navigate to the permissions schemes. Page. We edit the Business Permission scheme next to the scheme. Under actions. Click permissions. We update the Assignable User Permission which controls what users you can assign issues to in a project. Next to the permission, click Edit. In the Grant Permission window, select who to assign the permission to.

We select Group and then select HR. Click Grant to grant the permission. Depending on the permission, you may need to remove a permission violate needs to do this. For the Business Permission scheme, we need to remove the application access. For the assignable user permission. Click Remove. In the Remove permission window, click Application, access any logged in user, and then click Remove. Now, back on the Permission Scheme page, you see the Assignable User Permission is granted to HR only.