• Why being a Jira Admin is a Tough Job

    28 July 2022
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    Estimated reading time: 5 minutes

    Thank you Jira Admins

    Do you know that July is the Jira Admin Appreciation Month, and 15th of July is the official Jira Admin Appreciation Day?

    As an Atlassian Solution Partner as well as a Marketplace Partner, we work closely with many Jira Admins and witnessed their passion, ingenuity and dedication on countless occasions.

    We would like to take the opportunity to share some wonderful Jira Admins we encountered

    • Kamar who worked with us to troubleshoot a mystery case on the sudden slowdown in Jira’s performance
    • Jun Xiang who set up a new service desk project all by himself, saving the money to buy an additional system
    • Hany who suggested improvements for a Marketplace app so that his team can work more effectively
    • Graeme who organised lunch and learn sessions for colleagues to share his Jira knowledge
    • Coral who stayed up until 5am so that Jira can be operational when her colleagues return to work on Monday
    • and many others who took time after work to attend Atlassian Community Events to beef up their knowledge

    What people think a Jira Admin do?

    How IT people see each other

    Going by the literal meaning, the Jira administrator is the person who administers the Jira web application.

    What a Jira Admin really do?

    However in the real life, the Jira Admins are responsible for everything that is related to Jira.
    This is a norm because many organisations do not have a team to manage Jira. Usually the Jira admin will have to wear multiple hats. More importantly, these roles also require knowledge of Jira.

    Here are some additional roles the Jira Admins are taking up:

    Jira System Engineer

    This role focuses on tasks related with systems. It requires competency in both inner workings of Jira as well as the backend systems. Some examples of the tasks are:

    • Handle Level 2 support by analysing Jira application or access logs
    • Work with Atlassian Support or App Vendors for complex cases
    • Using SQL on the database to generate reports or patch data
    • Perform Application/Server Performance Tuning
    • Perform upgrades and Disaster Recovery (DR) planning
    • Work with Security to conduct Vulnerability Assessment & Penetration Testing (VAPT)

    Jira Solution Engineer

    This role focuses on the business aspect. By providing solutions using Jira to deliver new capabilities, it increases the ROI. Some examples of the tasks are:

    • Create Jira project templates for new use cases
    • Build Jira workflows that help to improve the flow
    • Design Jira dashboards or BI reports to give visibility to the stakeholders
    • Select Marketplace apps to fulfill business requirements or improve productivity
    • Write scripts to automate some tasks
    • Or even coding Jira plugins for customised features

    Jira Coach

    This role focuses on the people aspect by helping fellow Jira users to use Jira more effectively. Some examples of the tasks are:

    • Conduct training
    • Answer questions related on the usage
    • Write KB articles on Confluence
    • Promote the use of Jira within the organisation
    • Analyse statistics to identify trends and area for improvement
    Additional roles taken up by the Jira Admins. In dedication to all the Jira Admins

    How to help your Jira Admins?

    In some scenarios, the Jira admin might even be a part-time responsibility in additional to their official job description.

    The workload will pile up until the company will engage a Solution Partner or an Atlassian Technical Account Manager for additional support.

    We have listed 9 ways to reduce the workload for your beloved Jira Admins

    1. Give up on your Jira admin rights (if you are not trained in Jira)
      • That can reduce unnecessary fire-fighting due to mistakes
      • Otherwise get proper training to be a Jira admins
    2. Look for the Jira project admins instead of the Jira admins for project permission requests
      • It can be death by a thousand paper cuts with 1 request from every user
    3. Standardize your project workflows
      • It can be messy when every project have a different workflow and different set of custom fields
    4. Raise your requests in Jira
      • That will facilitate tracking and fulfilment by the Jira Admins
    5. Use apps
      • They can automate some of the manual tasks taking up the Jira Admin’s time
    6. Use a LTS version to reduce the upgrade cadence
      • Every upgrade consumes time and effort
      • It is easier to patch an LTS version
      • It helps to minimise the turnaround time in event of a security advisory
    7. Upgrade at least once a year 
      • The risk, complexity and technical debt increases over time
    8. Host Jira behind the firewall
      • Use VPN or Zero Trust Network to access if your team are working remotely
      • That will reduce a lot of work on security
    9. Use Jira Cloud if it is suitable for your organisation
      • Atlassian will take over some of the workload

    Hopefully with more time, the Jira admins can make Jira better for everyone.

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  • Win free copies of the newly published JIRA 6.x Administration Cookbook

    Readers would be pleased to know that we have teamed up with Packt Publishing to organize a giveaway of the new JIRA 6.x Administration Cookbook that we have reviewed recently (See Book Review: JIRA 6.x Administration Cookbook).

    Three lucky winners stand a chance to win a digital copy of this book each.

    JIRA 6.x Administrator Cookbook


    How to Enter?

    All you need to do is head on over to the book page and look through the product description of the book and drop a line via the comments below this post to let us know what interests you the most about this book. It’s that simple.

    The first 3 valid respondents will get an e-copy of the Book.


    The contest will close on till 17th Sep 2014. Winners will be contacted by email, so be sure to use your real email address when you comment!

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  • Book Review: JIRA 6.x Administrator Cookbook

    JIRA 6.x Administrator Cookbook

    I was excited to receive an invitation from Packt Publishing to do a book review on JIRA 6.x Administrator Cookbook.

    Being an Atlassian Expert, it can be scary to see such books coming into the market because the tricks of the trade are being wiki-leaked. However, it also means JIRA has matured and is getting increasing adoption.

    I think the tagline for the book “Quick answers to common problems” is quite apt. It contains a lot of recipes to questions that we encounter day-to-day. Some of the answers are similar to what we are doing for ourselves or have done for our customers.

    The book is well structured with clearly illustrated steps and notes to highlight salient points. The e-book also contains coloured screenshots that makes it easier to see the highlighted text.

    Some interesting topics include:

    • How to reset the JIRA administrator password
    • Using Javascript with custom fields
    • Creating custom fields with custom logic
    • How to migrate JIRA to another environment

    There are also chapters covering:

    • JIRA workflows
    • JIRA security
    • JIRA customizations
    • Integration JIRA with other applications

    This book has a lot of practical recipes and is useful for those who want to administer their own JIRA instance.

    For those who are keen to pick up JIRA add-on development, you can also check out the JIRA 5.x Developer Cookbook

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  • How to protect your JIRA from viruses, missing files and performance issues

    5 May 2014
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    We have just released v2.0 of the Attachment Checker for JIRA plugin. The 2 key features introduced in this version are

    • virus scanning of uploaded attachments (JRA-8626)
    • restricting of attachments with duplicate filenames (JRA-2169)

    While it is already possible to install an anti-virus scanner on the JIRA server, there are some implications:

    • Attachments are deleted unknowingly by the scanner without notifying the author that his file is infected. Other users will be unable to download the file later.
    • As mentioned in https://confluence.atlassian.com/display/JIRAKB/Anti-Virus+in+JIRA, some of the users have reported slowness with JIRA when anti-virus software is installed. This is because of the dramatic increase in disk IO and CPU usage as JIRA creates many temporary files. The Attachment Checker only scans the attachments once when they are just uploaded, thus addressing the security concerns.

    The checking for duplicate filename improvement also helps to alert the user if there is already another attachment with the same filename. This solves the scenarios where a copy of the attachment has been uploaded before or the user forgot to rename the file to include the updated version number. This saves time on identifying the correct attachment to work with.

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  • Publishing a knowledge Base Article with a wiki workflow

    7 September 2010
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    Last month, I shared a blogpost (How to enable active collaboration with your wiki) to share the benefits of using workflows together with wiki.

    Recently, Roberto from Comalatech, the creators of Adhoc Workflows plugin for Confluence has also contributed a guest post too. In his post, he shared how people can use workflows to streamline the process of publishing Frequently Asked Questions into a knowledge base.

    For details, check out Wiki Workflows: Publishing a Knowledge Base Article

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  • Happy Chinese New Year

    13 February 2010
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    Happy Chinese New Year

    We wish you a Prosperous and Happy Chinese New Year.

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  • A piece of great news to start the year

    9 January 2010
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    Atlassian Confluence was chosen by Elearning! Magazine to be the “Best Social Learning Tool“.

    Here’s what some of the voters said:

    • “It can be done from an IT enterprise system”
    • “It provides excellent integration with LMS”

    As a side effect of collaboration within the enterprise, Confluence is a large knowledge-base that can be tapped upon to enable social learning and reuse of knowledge & experiences. The knowledge continues to grow and yet up-to-date because it is so easy to add and search knowledge in Confluence.

    Congratulations to Atlassian for this deserving awards.

    For more, please visit Elearning to read about Confluence and all the winners.

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  • Merry Christmas & Happy New Year

    22 December 2009
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    Season Greetings

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  • Enterprise 2.0 Executive Forum 2009

    25 February 2009
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    The Enterprise 2.0 Executive Forum 2009 is ongoing at Sydney. And here are some of the good stuff to share around.

    What’s the latest trends in enterprise Web 2.0 use and how other organizations are using them for? Check it out at State of the Nation by Ross Dawson

    Messenger, Youtube, MySpace, and all the new things that will emerge on the web cannot be stopped. We must not fear them but learn how to embrace them” –
    Giam Swiegers, Deloitte CEO 

    Find out more on how Deloitte successfully tamed Web 2.0 in their office with Deloitte case study by Peter Williams

    You may want to visit their blog for more information

    And Ross Dawson has authored a book “Implementing Enterprise 2.0 Report which contains very good advice on how to create business value with web technologies. You can check out the table of contents and the sample chapters

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  • Sun Tech Days 2009

    Last week, I attended Sun Tech Days 2009 which made its round in Singapore. For the past few years, I always made it a point to attend this event as it allows me to have a glimpse of the latest technology development and the roadmap ahead. More importantly, it enables me to see whether they can be matched with any of the business needs. And I would know what and where to search for more details.

    Sun Tech Days

    Sun Tech Days

    I have written down my notes at our wiki:

    • JavaFX – The New Platform for Rich Internet Applications
    • Building Social Applications using Zembly
    • MySQL – The Database for Web 2.0
    • Developing Web Applications using Comet and Ajax
    • Lightning Talks – A tour with OpenSolaris – end user perspective
    • Achieving Better Performance For Your Java Applications

    One piece of good news is that Jira is bundled within Project Kenai as one of the issue trackers. Project Kenai is Sun’s initiative to provide a collaboration site for the open source community.

    The Lightning Talk sessions which are newly introduced to this year’s agenda seemed to be a great idea. It allows end-users of Sun technologies to speak for a short period on how they utilized the technology and share tips and tricks. I do hope this will remain as a regular feature and I would be able to share my experience and knowledge on how to collaborate better with Confluence and Jira which are running on Java 🙂

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