Questions about Jira

Question

Hello, good morning!

I am considering using Jira for project management and have a few questions. Below, I detail the specific features I am unsure about regarding their availability in Jira:

* Project template: Creating a reusable base template.
* Replication: Creating new projects from the template while preserving structure, fields, automations, and documents whenever possible.
* Document library: Organizing project documents, links, files, and references.
* Meeting minutes: Recording or integrating meeting minutes, assignees, decisions, and pending items.
* Status Report: Generating/structuring periodic status reports using a replicable standard.
* Executive report: Consolidating progress, risks, milestones, pending items, and decisions for leadership.
* BI / Power BI: Connecting to or exporting data to BI tools and updating information.

This item is particularly important, as we wish to create custom dashboards to monitor progress in real-time.

* Alerts: Setting up alerts for due dates, delays, changes, and critical events.
* Permissions: Controlling access based on project, team, role, and/or information type.
* Template governance: Maintaining an official template, preventing the use of outdated copies, and managing template evolution.

I would greatly appreciate your help with these questions.

Tomislav Tobijas · Answer

Hi @Johnny Gonçalves ,

Sami already covered a lot of it. I'd maybe just like to add a couple of things on that:

* You can check official docs about it here. That 'template picker' experience and having custom templates there is only available in enterprise plans. 📚
* Yeah… shared settings will only copy specific things. If you really want to copy things like automation and some other elements, you could use REST APIs to get that experience, but that takes some time. I'd better suggest to make a checklist or something in that direction for all those things that you'd need to do after new space is created (e.g. change automation scope) 💡
* Mentioned previously, but you can check this guide: Tutorial: Using Confluence Cloud and Jira together
* This is Loom functionality > see Record meetings with Loom AI for Meetings and I can just say it's a blast! 🙌 You can then integrate it with Confluence and have meeting minutes in seconds.
* Go with this 👉👉 What is a project?

Awesome app/set of functionalities + it's free :)

There's much more to all of it, but this is kinda free community and we do this for a living 😅 If you'd like to know more, feel free to reach out.

Lastly, I'd also recommend checking Atlassian's free learning catalog. There are a lot of good resources there and things you can find from those interactive lessons, courses and learning paths 📖

*one more thing (this is the end I promise): by the looks of it, you could really benefit from Teamwork Collection rather than just Jira alone, so it would be worth exploring that

Cheers,

Tobi

Sami Shaik · Answer

Hello @Johnny Gonçalves ,

Welcome. Good news: all ten items are covered natively in Jira Cloud plus Confluence Cloud, with one caveat on BI that depends on your plan. One heads-up before you start a trial: Jira Cloud now calls projects spaces in the UI and docs (same thing, renamed in late 2025), so the menus will say “Create space”. Taking your list in order.

1. Project template and 2. Replication. Use a company-managed space as your base. When you create a new one, choose Share settings with an existing project: the new space reuses the base space’s workflow, issue type, field, screen, permission and notification schemes. Structure and fields carry over that way. Automation rules do not copy, but you do not need them to: set the rule scope to multiple projects, project type or global and one rule serves every space created from the template. Documents live in Confluence (next point), so pair the Jira template with a Confluence space template.

3. Document library. That is Confluence, not Jira. One Confluence space per project (or one space with a page tree per project), with Jira work items embedded on pages via the Jira issues macro. Links, files and references attach to pages and are searchable.

4. Meeting minutes. Confluence ships a Meeting notes template. Action items are tasks on the page: @mention the owner to assign it , add a due date, and the Task report blueprint rolls up open items per project or team. Decisions are tracked the same way with the Decision template.

5. Status report and 6. Executive report. Two layers. In Jira, a dashboard per space (filter results, created vs resolved, pie and two-dimensional gadgets) gives the live view. In Confluence, a status report page template with the Jira charts and Jira issues macros gives you the replicable periodic report, and the exec summary is one page pulling from all spaces at once. On Premium, Plans adds cross-project milestones and dependency views for the leadership roll-up.

7. BI / Power BI. This is the plan dependent one. Atlassian’s native BI layer is Atlassian Analytics on the Atlassian Data Lake, and Atlassian states it is available for Cloud Enterprise customers; the Data Lake also supports data shares into your own environment. On Standard or Premium, the options are a Marketplace Power BI connector app for Jira (several exist and handle scheduled refresh) or your own pipeline against the Jira Cloud REST API. Data Center is a different story, so make sure anything you read is Cloud.

8. Alerts. Jira Automation. A Scheduled trigger with JQL such as due <= 2d AND statusCategory != Done covers due dates and delays; field value changed and transition triggers cover changes and critical events; actions include email, Slack or Teams messages and comments. Monthly rule runs are capped per plan (Enterprise is unlimited) and multi-project rules count against the site pool, so check the limits page for your tier before designing hundreds of rules.

9. Permissions. Three layers: roles (who is in the space), permission schemes (what each role can do, shared across all templated spaces) and issue security schemes (which work items inside a space a role can even see, for the “information type” part of your question). Confluence has its own space and page restrictions.

10. Template governance. This is where shared schemes pay off: every templated space points at the same scheme objects, so you change the scheme once and all of them follow. Restrict scheme editing to a small admin group, keep the base space as the only “golden” source, and give it an obvious name and category so nobody clones a stale copy.

Happy to go deeper on whichever item is the deciding one for you.

Docs

* Share settings with an existing project (KB):

https://support.atlassian.com/jira/kb/cant-see-existing-project-to-share-settings-when-creating-a-jira-project/

* Projects are now spaces (Atlassian announcement):

https://community.atlassian.com/forums/Jira-articles/Jira-Spaces-have-landed/ba-p/3117620

* Automation rule scope:

https://support.atlassian.com/cloud-automation/docs/what-are-rule-details-in-atlassian-automation

* Automation limits vs usage:

https://support.atlassian.com/automation/kb/difference-between-automation-service-limits-and-automation-usage-limits/

* Confluence meeting notes and tasks:

https://www.atlassian.com/work-management/project-collaboration/team-meetings/meeting-notes-agendas

* Atlassian Analytics (Enterprise):

https://www.atlassian.com/platform/analytics/what-is-atlassian-analytics

* Atlassian Data Lake:

https://support.atlassian.com/analytics/docs/the-atlassian-data-lake/