JIRA: Issues, Projects, Dashboards, Reports, JQL

Atlassian’s JIRA is a popular project management and issue tracking program. It’s commonly used by software development teams to manage tasks, track issues, and collaborate on projects. JIRA’s flexibility and adaptability make it suitable for a wide range of teams and industries.

JIRA: Key Terms

Projects: In JIRA, a project represents a collection of tasks, issues, and work items related to a specific endeavor. Each project can have its own set of configurations, workflows, and permissions.

Issues: An issue in JIRA represents a task, bug, story, feature, or any work item that needs attention. Issues are the fundamental units of work in JIRA.

Workflows: Workflows define the lifecycle of an issue in your project. They consist of various status transitions that an issue goes through, reflecting the steps in your team’s process.

Issue Types: JIRA supports different types of issues, such as Bug, Task, Story, Epic, etc. Each issue type can have its own workflow, fields, and attributes.

Boards: Boards are visualizations of your work items. JIRA offers Scrum boards for managing sprints and Kanban boards for visualizing work in progress.

Sprints: Sprints are time-bound periods in which a Scrum team works on a set of issues. They help plan and track work in iterative cycles.

Backlog: The backlog is a prioritized list of issues that are yet to be worked on. It’s a central place to organize and plan future work.

Epics: Epics are large work items that can be broken down into smaller tasks. They help manage and track big features or initiatives.

Versions: Versions represent specific points in time when a certain set of issues is planned to be released. They are used to track progress and manage releases.

How to Create Projects in JIRA?

Creating projects in JIRA is a straightforward process. Each project represents a collection of tasks, issues, and work items related to a specific endeavor. Here’s a step-by-step guide on how to create projects in JIRA:

Login to JIRA:
- Open your web browser and navigate to your JIRA instance.
- Log in using your JIRA account credentials.
Access the JIRA Dashboard:
- After logging in, you’ll be directed to the JIRA dashboard.
Navigate to the Project Creation Page:
- Depending on the version and configuration of your JIRA instance, the steps may vary slightly. Generally, look for a “Create” or “Projects” option in the main navigation menu.
Choose a Project Template:
- JIRA offers various project templates tailored for different use cases. Choose the template that best matches your team’s workflow. Common templates include:
  - Scrum: For Agile software development teams working in sprints.
  - Kanban: For teams focused on continuous flow and visualizing work.
  - Basic: For general task and project management.
Provide Project Details:
- You’ll need to provide details about your project, such as the project name, key (a unique identifier), project lead, and project description.
Configure Project Components (Optional):
- Some project templates allow you to define components, which are sub-sections of your project. Components help organize and categorize work items.
Set Up Project Permissions:
- Determine who should have access to the project. Configure permissions for different roles, such as project administrators, developers, and viewers.
Configure Workflow (Optional):
- Depending on the template you choose, you might have the option to configure the initial workflow. This involves defining the different statuses an issue can have and how it transitions between them.
Create the Project:
- Once you’ve provided all the necessary details, click the “Create” or “Save” button to create the project.
Access Your Project:
- After the project is created, you’ll be directed to the project’s overview page. Here, you can see the project’s summary, boards, issues, and other relevant information.
Customize and Configure Further (Optional):
- Depending on your project’s requirements, you can further customize your project’s settings, workflows, issue types, and more.
Start Adding Issues:
- With your project set up, you can start adding issues (tasks, stories, bugs, etc.) to the project. You can assign issues, set priorities, add descriptions, and more.

How to create Issues in JIRA?

Creating issues in JIRA allows you to track and manage tasks, bugs, features, and other work items within your projects. Here’s how to create issues in JIRA:

Navigate to the Project:
- From the JIRA dashboard, select the project in which you want to create an issue. You can usually find your projects listed on the dashboard or in the “Projects” section.
Access the Create Issue Form:
- Once you’re in the desired project, look for a button or link that says “Create” or “Create Issue.” Click on it to open the create issue form.
Select the Issue Type:
- JIRA supports various issue types, such as Bug, Task, Story, Epic, etc. Choose the appropriate issue type that best represents the work item you want to create.
Provide Issue Details:
- Fill in the required information for the issue. This may include:
  - Summary: A brief description of the issue.
  - Description: Additional details about the issue.
  - Assignee: The person responsible for the issue.
  - Priority: The importance or urgency of the issue.
  - Labels: Tags to categorize the issue.
  - Components: Optional categorization of the issue.
  - Due Date: If applicable, specify a due date.
Add Additional Information (Optional):
- Depending on your project’s configuration, you might have additional fields to fill out, such as custom fields, versions, linked issues, and more.
Attach Files (Optional):
- If you have relevant files, screenshots, or documents related to the issue, you can attach them to the issue.
Set Up Notifications (Optional):
- You can set up notifications to keep team members informed about the issue’s progress. This might involve mentioning team members or using @mentions in comments.
Submit the Issue:
- Once you’ve provided all the necessary information, click the “Create” or “Submit” button to create the issue.
Issue Created:
- The issue will be created and added to the project’s issue list. You’ll be directed to the issue’s details page, where you can view and manage the issue further.
Edit and Update Issues:
- You can always edit and update issues after they’re created. Simply navigate to the issue, click on the “Edit” or “Update” button, and make the necessary changes.

How to configure workflow in JIRA?

Configuring a workflow in JIRA involves defining the stages and transitions that issues go through in your project. Each workflow represents the lifecycle of an issue, from creation to completion. Here’s how to configure a workflow in JIRA:

Navigate to Project Settings:
- From the JIRA dashboard, select the project for which you want to configure the workflow.
- Click on the “Settings” or “Project settings” option, usually represented by a gear icon.
Access Workflow Settings:
- In the project settings, look for the “Workflows” section. Click on “Workflows” to access the workflow configuration.
Choose an Existing Workflow or Create a New One:
- You can either choose an existing workflow template that JIRA provides (e.g., “Basic Workflow,” “Agile Workflow”) or create a custom workflow from scratch.
Edit the Workflow:
- If you’re modifying an existing workflow, you’ll enter the workflow designer. Here, you can see the different statuses (workflow steps) and transitions between them.
Add/Edit Statuses:
- Click on a status (workflow step) to edit it or add new ones. You can give each status a meaningful name, description, and categorization.
Add/Edit Transitions:
- Transitions represent the paths an issue takes as it moves through the workflow. Edit existing transitions or create new ones between statuses.
- Define conditions, validators, and post-functions for each transition. These determine when a transition can occur and what actions are taken.
Set up Workflow Triggers (Optional):
- Some workflow transitions can be triggered automatically based on certain events or conditions. Configure these triggers if needed.
Configure Workflow Properties:
- Depending on your JIRA version and setup, you might have additional properties to configure, such as permissions, triggers, and notifications.
Save the Workflow:
- After configuring the workflow to your satisfaction, save your changes.
Associate Workflow with Issue Types:
- In some cases, you might want different issue types to have different workflows. Associate the desired workflow with the appropriate issue types.
Publish the Workflow:
- Once you’re satisfied with the configuration, publish the workflow to make it active for your project.
Test the Workflow:
- Create a test issue and move it through the workflow to ensure that transitions, conditions, and post-functions work as expected.
Apply Workflow Changes (If Necessary):
- If you’re modifying an existing workflow, consider how the changes will affect existing issues. You might need to migrate issues to the new workflow carefully.
Monitor and Optimize:
- Regularly review your workflow to ensure it aligns with your team’s process. Make adjustments as your project’s needs evolve.

How to create dashboard in JIRA?

Creating a dashboard in JIRA allows you to create a customizable view of key information, reports, and gadgets to monitor your project’s progress and health at a glance.

Access Dashboards:
- From the JIRA dashboard, locate the “Dashboards” option in the main navigation menu. Click on it to access the dashboard section.
Create a New Dashboard:
- In the dashboard section, you’ll typically find an option to create a new dashboard. Click on “Create Dashboard.”
Choose a Dashboard Name:
- Give your dashboard a descriptive name that reflects its purpose (e.g., “Project Overview Dashboard”).
Add Gadgets:
- Gadgets are the individual components that display various types of information on your dashboard. Gadgets can include charts, reports, filters, activity streams, and more.
- Click on the “Add Gadget” button to start adding gadgets to your dashboard.
Select Gadgets:
- Browse through the available gadgets or use the search bar to find the gadgets you want to add. Common gadgets include “Filter Results,” “Pie Chart,” “Burndown Chart,” and “Activity Stream.”
Configure Gadgets:
- After selecting a gadget, you may need to configure it by providing additional information, such as the filter or data source it should use.
- Some gadgets have configurable options to customize the data they display.
Arrange Gadgets:
- Gadgets can be moved around on your dashboard. Simply click and drag a gadget to rearrange its position.
Save the Dashboard:
- Once you’ve added and configured the desired gadgets, click the “Save” or “Create” button to save your dashboard.
View and Customize:
- You’ll be directed to your newly created dashboard. Here, you can view the information presented by the gadgets.
- Use the “Edit” or “Customize” options to further modify your dashboard’s layout, gadgets, and settings.
Share and Set Permissions:
- Decide whether you want to share your dashboard with other team members. You can adjust the permissions to control who can view and edit the dashboard.
Add More Gadgets (Optional):
- You can always go back to your dashboard and add more gadgets or rearrange existing ones to suit your evolving needs.
Access Your Dashboard:
- From the JIRA dashboard, you can access your newly created dashboard at any time.

Various Reports in JIRA

JIRA offers various built-in reports that provide insights into different aspects of your projects, teams, and work items. These reports help you track progress, identify trends, and make informed decisions. Here are some of the key types of reports available in JIRA:

Burndown Chart:
- Shows the work completed versus the work remaining over time in an Agile sprint.
- Helps visualize the team’s progress toward completing the planned work.
Velocity Chart:
- Displays the average amount of work completed by the team in previous sprints.
- Aids in predicting how much work the team can complete in future sprints.
Cumulative Flow Diagram:
- Visualizes the flow of work through different status categories over time.
- Helps identify bottlenecks and areas where work is getting stuck.
Control Chart:
- Displays cycle time (time taken to complete an issue) and throughput (number of issues completed) over time.
- Helps track process stability and predictability.
Sprint Report:
- Provides an overview of the sprint’s progress, showing the status of each issue and their completion.
- Includes burndown and cumulative flow charts specific to the sprint.
Epic Report:
- Shows the progress of issues within an epic, including the issues completed and those remaining.
- Useful for tracking the completion of larger features or initiatives.
Version Report:
- Helps track the progress of issues within a specific version or release.
- Provides insights into the status of work planned for the release.
Issue Navigator:
- Allows you to create custom filters and search for issues based on various criteria.
- Provides a list view of issues that meet the specified criteria.
Created vs. Resolved Report:
- Compares the number of issues created with the number resolved over a specified time period.
- Helps track work and identify trends in issue creation and resolution.
User Workload Report:
- Displays the number of issues assigned to each team member.
- Helps balance workloads and allocate tasks effectively.
Two-Dimensional Filter Statistics:
- Provides a matrix view of two selected fields, showing their intersection.
- Helps analyze relationships between different attributes of issues.
Time Tracking Report:
- Displays time logged against issues, showing the time spent by individuals or the entire team.
- Useful for tracking work effort and identifying areas for optimization.

JIRA Advanced Search Option: JQL (JIRA Query Language)

JIRA offers an advanced search option, also known as JQL (JIRA Query Language), which allows you to perform complex queries to search for specific issues based on various criteria. JQL is a powerful tool that helps you filter and find issues that match specific conditions. Here’s how to use the advanced search option in JIRA using JQL:

Access the Issue Navigator:
- From the JIRA dashboard, locate the “Issues” or “Search for issues” option. Click on it to access the Issue Navigator.
Switch to Advanced Search (JQL) Mode:
- In the Issue Navigator, you’ll typically find a “Basic” or “Advanced” search option. Click on “Advanced” to switch to JQL mode.
Write Your JQL Query:
- In the JQL search box, you can start writing your query using JQL syntax. For example:
  - To search for all open issues assigned to you: assignee = currentUser() AND status != closed
  - To find all bugs reported in the last week: issuetype = Bug AND created >= -7d
Use JQL Operators and Keywords:
- JQL supports various operators and keywords for comparison, grouping, and more. Common operators include =, !=, >, <, IN, AND, OR, NOT, etc.
Refine Your Query:
- Add more conditions to your query to refine the search results. For example:
  - project = "My Project" AND priority = High AND status = Open
  - assignee = "John Doe" AND (status = In Progress OR status = Open)
Execute the Query:
- After constructing your query, press the “Enter” key or click the “Search” button to execute the query.
View and Export Results:
- The search results will be displayed in the Issue Navigator. You can view the list of matching issues, sort them, and export them if needed.
Save Filters:
- If you frequently use specific JQL queries, you can save them as filters for easy access in the future.
Refine and Iterate:
- Experiment with different JQL queries to meet your specific requirements. Refine your queries based on the results and feedback.
Use Auto-Suggestions:
- As you type your JQL query, JIRA will provide auto-suggestions for fields, values, and operators to assist in constructing the query correctly.

Benefits of JIRA

Effective Issue Tracking and Management:
Customizable Workflows
Agile and Scrum Support
Real-Time Collaboration:
Custom Fields and Issue Types:
Insightful Reporting:
Centralized Project Management:
Integrations with DevOps Tools:
Automation and Workflow Triggers:
Enhanced Transparency:
Flexibility for Non-Technical Teams:
Scalability and Integration

JIRA Project Management Software: Complete Tutorial