Smart Attachments for 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.

This is the problem Intergalactic Bank faced. The bank uses Jira for tracking daily employee activities, cooperation with customers, and developing 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 to look for an effective solution for attachment management in the Atlassian App-Galaxy.

The key problems they needed to solve.

  • 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.
  • 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 document revision. This becomes difficult with several files with the same name and requires additional effort and attention.
  • 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.
  • 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.
  • 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.

The solution 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. You can structure attachments according to your 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.

Using the Smart Attachments 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.

Not all projects and issue types require the same categories. With Smart Attachments, Intergalactic Bank defines specific categories based on the issue type and workflow stage. So, the attachment section looks concise having only the requirements for a particular issue type and development stage categories.

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.

To automate routine operations, Intergalactic Bank added workflow automation using validators and post-functions. Whenever an issue is created, the app validates the presence of required files; otherwise, the issue cannot be created. At other steps, it validates the availability of files with specific file names. Post-functions allow bank employees to send attachments to their clients without leaving Jira.

Intergalactic Bank has created the attachment management system in Jira. “I strongly recommend Smart Attachments to Jira users,” Intergalactic Bank Jira Administrator said.

“The app is a ready-to-go solution for document management in Jira with which you keep your attachments safe and structured.”

You can try the same for your Jira Data Center or Cloud on the Atlassian Marketplace.