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Atlassian Cloud Doesn't Mean Zero Administration - Keep It Clean

Atlassian Cloud


"Garbage in, garbage out" is often stated as a rule for many aspects of life: data quality, lifestyle choices around exercise and food, and yes - Jira instances.

As more organizations consider moving to Atlassian Cloud, it is crucial to have realistic expectations of what this means in terms of administration. Often a selling point is a reduced need for--or the elimination of--a System Administrator. Realize that this doesn't remove the need for a Jira Administrator. The "watchdog" role of Jira Administrator will continue to be needed. Taking out the "trash" and monitoring what is coming into the system is very important.  


As a Jira Administrator, here are some quick areas to keep clean:

  1. Workflow Back Ups - When updating a workflow, Jira will offer to make a back up. Saying "yes" to this may be a simple habit or fear of losing valuable information. Either way, saving copies of the workflow every time will cause a quick and unnecessary pile up. Consider making fewer back ups. Make a back up on the first change, and then again every few versions as significant changes are applied. Once the final version is in place, remove unneeded intermediate back ups. It is okay to keep the first back up, but define a retention policy to delete anything older than 3 or 6 months from the system. 

  2. Schemes -Review the Jira Schemes:

    • Inactive Workflow Schemes - Remove inactive workflows. Newly-associated workflows may cause original flows to become inactive.

    • Unattached Schemes - When Issue Type Schemes, Screen Schemes, Issue Type Screen Schemes, Field Configuration Schemes, Notification Schemes, or Permission Schemes are no longer in use, the Project column will show "none." Unattached schemes are typically orphans and candidates for removal.    

  3. Workflow Statuses - When a request for a new status is received, review what already exists to prevent redundancy through similar terms. For example, "Done," "Completed," "Finished," and "Closed" all pretty much mean the same thing. Often, equivalent terms like these are created because a user didn't like how a current status made them feel, or how it sounded. A maturing organization will standardize on a set of statuses for use across projects. Creating alignment will move the organization towards readiness to consider portfolio and reporting solutions as they grow and look for better insights. 

  4. Fields - Similar to statuses and schemes, look for redundant terms or unused elements in the system. "Email," "Reviewer Email," and "Contact Email" would be candidates for consolidation to a single email field. The use of field context allows for unique descriptions to be applied per project, as needed. Also, using field contexts to limit field scope to specific Jira projects where used will help overall performance.   

Having noted where a Jira Admin will still be necessary, there are also a couple of places where they will get a break:

  1. In Server and Data Center instances, a Jira Admin would run field Optimizer to find improvements for instance performance. With Atlassian Cloud, this is not available.

  2. Logs are a tool used to identify and correct issues in a Server instance. For Cloud customers, this is left to Atlassian to monitor and address concerns. If problems do appear, the Jira Admin will still need to open and track tickets with support.

A best practice is to clean up after any updates. Remove old objects as improved versions are defined. Do not create redundant fields and statuses. Moving to the Atlassian Cloud doesn't eliminate the need for a knowledgeable Jira Administrator to maintain the system and prevent problems. They are still critical to a healthy instance in the Atlassian Cloud.

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TAGS: Atlassian Cloud

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