Effective Attachment Management Solution in Jira by Stiltsoft

Have you ever wondered where your Jira attachment is? Or how to boost routine operations with files? And how to keep sensitive documents safe in Jira? Jira offers a variety of functions for project management and workflow automation. Yet attachments look like they are being lost in the space of your instance. They are chaotically moving in the Jira universe while you struggle to organize them. 

That is the problem Intergalactic Bank faced. The bank uses Jira to track daily employee activities, cooperate with customers, and develop new projects and initiatives. Their Jira issues undergo various multi-step workflows. At each step of any workflow, users add files and documents. So, you can imagine that the attachment section soon becomes a pile of files. Additionally, the documents can have several revisions and different levels of security.  

That's why Intergalactic Bank started looking for an effective attachment management solution in the Atlassian App-Galaxy. 

Attachment Chaos They Needed to Solve 

  1. Time-consuming browsing through the list of attachments. Bank employees actively use Jira as a single resource for their projects. They avoid switching between different services and keep their attachments directly in Jira. With that being done, looking for a specific attachment in the long list under each issue becomes a waste of time. 
  2. Revision control. Each stage of the bank workflow underlines the high feasibility of document edits. Multiple users work on the same document, and they need to be sure that they locate the latest revision. This becomes difficult with several files with the same name and requires additional effort and attention. 
  3. Bulk operations on attachments. Documents attached to Jira issues may become unnecessary as time goes by. Managers need tools to delete them in bulks to avoid routine operations. 
  4. Locking the documents against changes. After the multi-step validation process, Intergalactic Bank files must stay protected against changes so that users don't change anything by mistake. At the same time, edits of some documents should remain possible for separate Jira users. 
  5. Validation of attachments upon issue creation and at each workflow step. Many bank activities require specific files to be present before the issue is created or transitioned. If the files are missing, the project process fails or delays. 
  6. Restricted visibility for sensitive documents. Some attachments in the Intergalactic Bank Jira issues contain customer data or other sensitive information. They are required for certain employees but need to remain unavailable for others. 

A Solution for Stellar Attachment Management 

Intergalactic Bank headed to the Atlassian Marketplace for an easy-to-use solution for their use case. They wanted an effective attachment management tool with an intuitive interface for inexperienced users.  

Smart Attachments for Jira from Stiltsoft satisfied their requirements.

This app streamlines document management by enabling the creation of custom categories for organizing documents within issues. Attachments can be structured according to needs into separate categories. It also simplifies the editing process by allowing users to comment on files and create separate document revisions. 

Available workflow automation allows the use of Jira conditions, validators, and post-functions to validate file uploads and automate routine functions. Whenever an issue is created, the app validates the presence of required files; otherwise, the issue cannot be created.  

A Solution for Stellar Attachment Management 

Using the app, Intergalactic Bank creates a multi-step workflow for its projects. A series of document categories correlate with the processes of the bank departments and allow users to keep their attachments structured. Now, their Jira files are divided into document types. Users can bulk upload, update, and delete their attachments. They locate the required documents faster too. 

The app also allows Jira administrators to apply access restrictions for specific users, groups, and roles. Now, the team can keep private documents secure and visible only to certain employees. At the same time, post-functions allow bank employees to send attachments to their clients without leaving Jira. 

For cases when multiple documents attached to different Jira issues require actions, the Smart 

Attachments app has bulk operations. Users can delete or download many files simultaneously, whether in the same Jira issue or different ones. 

Securely Managing the Attachment Cosmos 

Intergalactic Bank has successfully engineered a robust and secure system for managing attachments in Jira. Embark on your own journey to streamline attachment management in your Jira instance today. 

"I strongly recommend Smart Attachments to Jira users. The app is a ready-to-go solution for document management in Jira with which you keep your attachments safe and structured." –  Intergalactic Bank Jira Administrator.