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Can Jira handle large amounts of stored documents in Stories/Subtasks?

Markus Lindberg

Hi!

We have set up a project/workflow/board that we want to try. Our workflow consists of one Story that consists of 3-15 subtasks, depending on the complexity/nature of the project. However, our projects (Stories) can imply an ample amount of documents, documents that we would like to store in Jira. The functionality of storing files in both Stories and Subtasks exists, but is it appropriate to do so (for example with regards to searchability)? Or is there some kind of limitation when it's NOT appropriate to store documents? And if so - what is the "critical mass"?

Reaching out for input on this, perhaps even experience from using Jira as a documentation tool. Thanks in advance!

Accepted answers

Christos Moysiadis

Hello @Markus Lindberg ,

About the first part of your question i would like to tell you that we have issues which have more than 15 sub-tasks. And even a more complex structure sometimes. So it's not a big deal if Jira is correctly configured.

About the second part. For documentation you can use Confluence. Its the knowledge base of Atlassian! You can have the docs,files,images etc. there (amount can also be increased too) and then create a link in Jira Software & Confluence.

Regards

Tarun Sapra

Hello @Markus Lindberg

Just to add to the answer by @Christos Moysiadis

- You can easily have 15 sub-tasks (or even more), that's not an issue.

- Jira is for project tracking and management and confluence is for content management. Hence use Confluence for managing and creating content and you can easily link content with Jira issues.

- Very large files (like video files etc) don't go that well with confluence, especially space exports etc. Thus, even if you have large doc files (xls,doc,pdfs etc) you can use easily use confluence

As per docs (Search)

https://confluence.atlassian.com/doc/search-139528.html

It also looks at the content of some attached file types (Word, Text, PowerPoint, Excel, PDF, and HTML).

Hence in confluence it's also possible to search contents of attachments which comes in very handy.

All comments

Christos Moysiadis

Hello @Markus Lindberg ,

Regards

Tarun Sapra

Hello @Markus Lindberg

Just to add to the answer by @Christos Moysiadis

- You can easily have 15 sub-tasks (or even more), that's not an issue.

- Jira is for project tracking and management and confluence is for content management. Hence use Confluence for managing and creating content and you can easily link content with Jira issues.

- Very large files (like video files etc) don't go that well with confluence, especially space exports etc. Thus, even if you have large doc files (xls,doc,pdfs etc) you can use easily use confluence

As per docs (Search)

https://confluence.atlassian.com/doc/search-139528.html

It also looks at the content of some attached file types (Word, Text, PowerPoint, Excel, PDF, and HTML).

Hence in confluence it's also possible to search contents of attachments which comes in very handy.

Markus Lindberg

Thanks for your and @Christos Moysiadis answers!

Actually, my main concern is not the amount of subtasks, but the amount of documents that can be stored on Jira in a way that's easily manageable. We can absolutely think of using a mix of Confluence and Jira in the future, we have thought in that direction earlier, but to start with we would like to just use Jira and see how it goes.

So, back to my main question. If excluding Confluence for now, is it appropriate to upload potentially many (100+) documents (pdf's, xls's, etc, no heavy media files) in Jira, given our tentative setup (1 Story with 3-15 Subtasks)?

/ Markus

Tarun Sapra

Hello @Markus Lindberg as you said

"(100+) documents"

That's not an issue at all. Jira can easily handle large number of attachments. The instance I am managing, has over 100 thousand(100K) attachments and things are running pretty smooth.

Markus Lindberg

Wow! Looks like a green light for us then And is it easy if you want to search for a specific document in a case/project that was finished ~one year ago?