newbie jira admin -setup question

[heider.souza]

Hi team, 

How do you start with a new client setting up jira? 
Should I create an specific Jira_client_documentation?
Should I trace how the setup is done?
What is the good practice?

The client has "some" configurations but there is no documentation on what was done and how. I am working in cloud platform, for a client that has aroung 150 ppl. 

Thank you for any help... 

[Lucas Modzelewski _Lumo_ · Accepted solution]

Hi @heider.souza , welcome to the Atlassian Community!

There are plenty of resources here, you can check this to see what challenges might come: https://community.atlassian.com/t5/App-Central-articles/Everything-You-Need-to-Know-about-Being-a-Jira-Administrator/ba-p/2692077

As for the documentation, at some stage you will see it as a waist of time, but later you will regret that you don't have it at hand, of course it will have to be maintained... In case of any handovers (or delegation) keeping things tidy will make sure that the process goes smooth.

In 150ppl there is probably another admin, or power user in place - so collaboration and being aware of the other person changes is crucial (I've experience other admins changing my workflows, configuration etc.) 

If you don't have clear tasks - you can start with some change management project, that would help you in keeping track with all of the changes. Especially if there are multiple requests. At some point you can be asked "Who told you to do this?" so there is a potential to establish some approval process for 'big' changes. Dedicated project will also help you to showcase your work not related to direct requests. It's good practice to keep everything in Jira & Confluence :) 

[heider.souza]

Yes! That was my point. Without a proper follow up of the activities that are happening in the application we will end up in a "Spaghetti".
Yes, I am working with another PMO setting up the WoW for the company. They have something in place so I need to review

[Lucas Modzelewski _Lumo_]

It reminds me there was a community challenge about writing down some tips for future admins, check comments: https://community.atlassian.com/t5/Community-Kudos-Feedback/Announcing-the-first-ever-user-generated-content-challenge/td-p/2752360  

[Valerie Knapp · Accepted solution]

Hi @heider.souza , welcome to the Atlassian Community and thanks for your question.

I would recommend that the client complete some of the free training in the Atlassian University which can help to understand the context - https://university.atlassian.com/student/collection/850385-learning-paths 

Typically I wouldn't prepare specific materials for a customer but instead signpost to the product documentation, unless they want a demo of something.

If you have other questions or doubts, please write to us again here.

Cheers

[heider.souza]

 Interesting, I understand, so we don't create a Jira_client_document with their, let's say UI changes? I would imagine only do changes if there is a business need for it, and not for any request, because that would lead to a little mess, like please do this, please do that. Correct if I am wrong. 

[Staffan Redelius]

Hi @heider.souza 

If you are a seasoned administrator you often can find your way around.

There are no real reason to document the workflows in general for example but there is a value to define how the different statuses relates to i.e the development or incident process.

Other things that might speed up fault-finding:

• User groups, what are they used for and if they are related to any specific permissions.
• Any installed plug-ins and what they are used for
• Any Tokens used for integrations with external apps
• Automations if you have any in place
• Any workflow conditions, validations, post actions etc
• Any custom fields that has been set up. 

Changes tend to add up over time and after a while nobody remember why the custom field was created or a new status was added to the workflow.

I have created a specific jira project for the LCM of the Atlassian platform to keep everything in one place.

Documentation of important stuff is done in Confluence (of course)