Take Your Jira Document Management to the Next Level
The digital era has digested, transformed, and automated the majority of routine processes we were accustomed to. More and more companies are choosing digital products instead of traditional document management systems to efficiently run their projects and initiatives. In this article, we’ll explore how Jira document management can transform your project workflows by integrating efficient file handling solutions.
One of the most popular platforms for managing projects and tasks is Atlassian Jira software. Documentation is an essential component of the project development life cycle. The way it is organized is very critical for seamless company operations and project success within any work management tool.
Many companies prefer integrating their document management processes into Jira, enabling project teams, including Jira users, to always access the documents they need without leaving the context. Unfortunately, despite its strengths in project management, Jira itself does not provide sufficient capabilities to run efficient document management processes and organize documents neatly.
The Smart Attachments for Jira app is a tool that can reshape and facilitate your Jira workflow with great ease and convenience.
Categorize documents and attachments as needed
Jira does not provide any separate interface to store and manage attachments. Users just upload them to Jira issues and update these files upon need within issues. The situation becomes challenging when ten or more attachments appear in a single issue. This complicates the process of managing documents and locating the required document swiftly.
The Smart Attachments app introduces categories within Jira issues, enabling you to organize your files efficiently. You can assign documents to the relevant category for easy retrieval. With configurable access restrictions, confidential files remain secure and hidden within Jira.
It is no longer problematic to upload a file to the necessary category on any form or in any section of Jira. The automatic distribution rules accelerate the bulk upload of attachments to categories, ensuring they follow the essential components of effective organization.
Design the structure to store attachments
Storing attachments in hundreds of issues can become a real challenge once you need to find a specific document requested by your stakeholders. You may waste hours searching for a specific file among thousands of other files.
The centralized project storage simplifies storing attachments by offering a central hub similar to your local drive. Easily upload frequently used or approved documents and assets for your team to conveniently access. You can customize the storage structure to fit your needs and use automatic folder recreation for efficient file management.
Organize revisions under the parent document
While working on project documents and media assets, you can sequentially produce multiple revisions that are part of the ongoing content process. Several rounds of reviews and updates can lead to problems with identifying the last version of the document that was already approved by the customer.
Keep your document revisions in a tree-like view to quickly find the latest version. The app automatically maps files by name to the parent document, ensuring efficient organization. Alternatively, you can manually attach document revisions for streamlined management.
Execute bulk operations on documents and files
Removing multiple attachments from a Jira issue can be challenging, but what if you mistakenly uploaded hundreds of files? With the Smart Attachments app, you just need to select the required files or the entire category and choose the bulk operation. That’s done!
A variety of bulk operations allows you to delete, move, email, archive, or download multiple files in a Jira issue.
Automate file validation and routine operations
The human factor is a key contributor to mistakes in Jira. If you need to validate the availability of documents in a specific category, the supplied workflow validators can simplify this procedure during issue transitions. You can check up files against their names, the number of files in the specific category, or uploaders.
With the post-functions, you can perform routine operations on documents and files when closing issues, requesting approval from stakeholders, or requesting missing files from external suppliers.
Scale the document management in Jira
Jira Document Management can be efficient and easy-to-run. Just try a 30-day free trial of the Smart Attachments app and redefine your document management processes with the supplied features and automations.
