Running Document Management in Jira Like a Pro

January 28, 2020
#How To#Jira#Document management
6 min

The digital era has digested, transformed, and automated the majority of routine processes we got used to. More and more companies are choosing digital products to run their projects and initiatives.

One of the most popular platforms for managing projects and tasks is Atlassian Jira. Documentation is an essential component of the project development life cycle, and the way it is organized is very critical for normal company operation and project success.

A lot of companies prefer integrating their document management processes into Jira, so project teams can always access the documents they need without leaving the context. Unfortunately, being powerful in project management, Jira itself does not provide sufficient capabilities to run the document management processes and neatly organize documents.

The Smart Attachments for Jira app is the tool that can reshape and facilitate your document management workflow in Jira with much 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 gets out of control when ten or more attachments appear in a single issue. This complicates the finding of the required document in a few seconds.

The Smart Attachments app brings categories into Jira issues. Now you can quickly place your documents into the relevant category and find them there after some time. With the configured access restrictions you can keep confidential files hidden from other users right within Jira issues.

It is no longer a problem 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 with their further sorting.

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 addresses this problem and provides a single point for storing attachments like on your local drive. You can quickly upload all the frequently used or approved documents and assets to the project storage and your teammates can access them at any time. Design the storage structure for your need and upload even folders with attachments with the automatic folder recreation.

Organize revisions under the parent document

While working on project documents and media assets, you can sequentially produce multiple revisions. Several rounds of reviews and updates can lead to a problem with identifying the last version of the document which was already approved by the customer.

Keep your document revisions in a tree-like view and always find the latest revision in a blink of an eye. The app maps files by their names to the parent document, otherwise, you can attach the document revisions manually.

Execute bulk operations on documents and files

Removal of multiple attachments from a Jira issue can be a pain, but what if you have 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 to making mistakes in Jira. If you need to validate 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 file 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

Document management in Jira 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.