This is a guest post by DEISER Jaime González-Capitel. You can see the original article here.


Jira is a great productivity tool for team collaboration but administrating it can be hard, especially when it comes to projects — Jira projects are essentially bags of issues with instructions on how to move them around. This is the first part of a series of posts on how to solve productivity killers in Jira. We’re covering 3 well-known limitations that Jira Admins and Project Admins often encounter, and a trick to solve them kindly brought to you by Profields’ new feature: Bulk Operations.



Expedite the administration of your Jira projects with Bulk Operations!

Changing project lead is well hidden

The story:

Jack is a Systems Engineer and master Jira Admin at an American financial services corporation. He decides what is done in Jira, how and by whom. Jack works with a group of 12 admins. Together, they run a very organized corporate wiki on Confluence, where all processes are documented. The machine is clean, oiled and works rapidly. With exceptions: with an increasing turnover in tech roles, admins know any given project lead will likely leave the company within 18 to 24 months into the job. No matter how hard they’ve tried, there’s no sound process to replace them globally in their assigned Jira projects. Manual work is the only way, and it can take up to four hours for every 200 projects.

The pain:

Each operation is painful, as it requires 5 steps, moving between different pages, and lots of scrolling. Doing it 200 times in a row is admin nightmare.

The Gain:

After purchasing Profields, it takes a minute to globally replace a project lead using the Bulk Operations features. First search for the project lead in the project navigator; then, assign a new project lead.

Status

The new process is documented in the company wiki and makes Jack and his 12 admins really happy.

Administrating user roles is exponentially complex

The Story:

Marcus is a Scrum Master in a team of eight members working on several Jira Projects. As the team is multifunctional, they have different roles that rotate from one sprint to another. Those roles are defined in Jira and Marcus needs to update them every time a sprint starts as he is the Project Admin.

The Pain:

Creating Roles and adding users to existing roles is done on a project-basis. This is nice for project admins, but it also means that the task escalates exponentially in 3 dimensions: number of projects x number of roles x number of users.

Every two weeks Marcus must update the roles and their members in all the Projects that he is in charge of, spending about 45 minutes every time. This is a waste of precious time, and so repetitive that he sometimes makes mistakes.

The Gain:

After installing Profields he can update the roles of all the Projects with just a few clicks while he assures the consistency between them.

Deleting Projects is daunting… if you can’t find the right projects

The Story:

Catherine is the CIO at a logistics corporation that is shutting down its business in an Asian country.

The Pain:

When the time comes to clean up Jira of anything related to activities in that country, there seems to be no easy way to 1) retrieve a complete inventory of related Jira projects, and 2) delete them. To make things worse, many projects in Jira had been created ad-hoc without a business case or a proper initiation process. Additionally, local projects can have international project leads and vice versa. Catherine assigns 5 people to the task of analyzing the entire portfolio of thousands of projects on a case by case basis.

The Gain:

With Profields, the task would have taken a total of 3 hours of only one Jira Admin: searches by country, backing up exceptions, and deletion in three clicks using Bulk Operations.