Atlassian Jira How To

Smart Attachments for Jira – Case Study

Smart Attachments plug-in is very useful and amazing software when integrated with JIRA.

Smart Attachments combine a lot of features found in different software in one plug-in, also their team is very professional and resolve any issue/inquiry in short time and this is personal experience with them.

Hany Reda

About the customer

Our customer, Information and eGovernment Authority (iGA) of Bahrain, develops government systems and applications including eServices on the national portal (Bahrain.bh) which provides individuals and business solution partners with a wide range of services including but not limited to:

  • Business and trade
  • Community welfare
  • Education
  • Employment
  • Health, safety, and environment
  • Housing and property
  • Legislation and courts
  • Personal documents
  • Utilities and infrastructure

Jira: to be or not to be?

The Kingdom of Bahrain’s Information & eGovernment Authority (iGA) is actively developing the national portal – extending it with functions requested by citizens, residents and business units of the country.

The Authority have been utilizing Jira for planning, task management, tracking requests and service incidents for nearly six years. Jira Software from Atlassian was not an accidental choice. It has proved to be one of the best solutions on the market due to its great flexibility and unlimited extensibility through the variety of apps distributed on the Atlassian Marketplace.

Additionally, our customer designed a project template that was widely used by different teams for project management in their Jira.

A better way to handle attachments

With all the advancements bundled within Jira, there is only one issue. Jira does not provide sufficient functionality for efficient management of attachments in issues. iGA wanted to improve the visibility of document versions and simplify the overall user-experience with files in Jira.

After evaluation of multiple attachment management solutions from the Atlassian Marketplace, iGA decided to choose the Smart Attachments app. It included most features they needed for managing attachments in their projects and provided the required integration with Jira interfaces. Thus, customer representatives were able to perform all necessary operations on attachments while browsing through projects, issues, viewing details of the issue or managing issues for a new sprint on the board.

Configuration of attachment categories

iGA has created a set of categories for storing documents produced at each phase of the project development, as follows:

  1. Initiation
  2. Planning
  3. Executing
  4. Monitoring & Controlling
  5. Closing
  6. Requirements
  7. Contracts
  8. Logs

Each category was intended to store project artifacts created for each opened initiative in order to introduce updates into the national portal and the related CRM System.

This way, the ‘Initiation’ category was used for storing documents with business cases; ‘Planning’ category for keeping project as well as development plans and roadmaps and the rest of the categories for storing other types of plans, artifacts along with development documents.

Upon creation of the issue, the person in charge uploads plenty of documents in each category. Such documents are further edited and updated in Jira by team members.

The Authority also configures visibility of some categories only in specific issue types. In such a way that they do not show categories where they are unnecessary.

To avoid accidental access to specific documents by users who do not intended to view them, iGA has defined access restrictions and hides the entire category with all documents stored within.

Document versioning in Jira

Our customer needed a more transparent way to store revisions of documents. The generic document usually undergoes a series of edits with the following upload of each revision into the related Jira issue.

The Smart Attachments app supplied them with an easy way to keep all revisions under the ‘parent’ document. When expanding the document, iGA is able to swiftly locate the appropriate version and review it – if required.

Workflow automations in use

The Information & eGovernment Authority used the workflow that required validation of availability of specific documents in categories when the issue transition is performed. Firstly, this was required to verify that the ‘Initiation’ category contained files required to begin work on the initiative. Within this software, different categories can be created for attachments to be utilized at a later stage for searching and classification.

On other stages of the workflow, they verify documents by specific file name. Now when users transition issues to another state, they can instantly receive a notification message that a required document is missing in the issue.

The app assisted iGA by sending attachments from the ‘Initiation’ category to the project manager who is able to review the initiative without accessing the corresponding Jira issue.

Challenges and benefits

The Smart Attachments app allowed the Authority to better integrate management of attachments into their project and portfolio management system as well as address the following challenges:

  • Management of different project attachments in an easy and efficient way in Jira Software.
  • Management of documents that possess multiple revisions appearing after their continuous edits throughout project phases.
  • Validation, by name, of required documents at each phase or in each process throughout their workflows.

The Authority has gained several benefits from using the Smart Attachments app, including:

  • Integration with other systems to handle and browse documents is unnecessary. Users are able to interact with attachments and documents through user-friendly screens.
  • No need to invest into development of integration with document management software or customize existing business processes for dealing with attachments.

We are looking forward to further collaborate with the Information & eGovernment Authority in the future. We also continue the development of the app and plan to deliver new as well as useful features for attachment management in Jira within the next releases of the Smart Attachments app.

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