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Using JIRA for Getting Things Done (GTD)

Ben Newport

This atlassian blog article comments that i can use JIRA as a task list for work(team) tasks and personal tasks.

https://www.atlassian.com/blog/add-ons/6-ways-to-be-more-productive-to-do-list

(6. (JIRA users) Distinguish your JIRA issues from your personal to-dos.
If you’re a JIRA user, you’re familiar with using issues to plan, track, and report on your work. Your JIRA issues are items set for the whole team to view. But, your to-dos are personal items you set yourself in order to record an idea, achieve a goal, or finish a project. If you incorporate a to-do list with JIRA, you can write to-dos, ideas, reminders, and steps that only you need to know about, and still directly connect them to an issue in JIRA.)

How would i do that? Create a seperate project and only assing myself permissions?

Comments

Thomas Schlegel

Hi Ben,

yes, exactly. We have these "personal projects" in our Jira.

Maarten Cautreels

Hi Ben,

I've created a TODO project within my Company's JIRA which can be used by everone but only the reporter and assignee can see the issue. Somehow the project is a personal TODO list :-)

This is just a plain project with a simple workflow (TODO - In Progress - On Hold - Done), the special thing lies in the Permission Scheme. Here I've given most of the permissions to the Reporter and Assignee only. This makes sure only them have access to the issues.

Here's a screenshot of the Permission Scheme:

Project TODO Project Permissions De Persgroep JIRA.png

I've also setup a simple Kanban board with 4 columns to match the workflow and a simple filter:

project = TODO

The Permission Scheme takes care of the fact that only the reporter and/or assignee can view their issues on the board.

You could even take this a step further by including the TODO project in the filter of your current board. Every user using the board will only see his/her issues.

Hope this helps.

Best,

Maarten

Ben Newport

Thats actually genius!

Way easier than creating a seperate project for every staff member!

Maarten Cautreels

To be honest I "stole" it from somewhere else, but can't remember where I've read about it. :-)

Ben Newport

If im correct, this scheme would work well for personal tasks (pay my home water bill) and work related tasks (create contract). ?

Ben Newport

Is there a way I can use this permission scheme (only assignee or reporter access issues), but also have some issues that everyone can access?

Maarten Cautreels

Hi Ben,

You could achieve these things with Issue Level Security. This way you can configure permissions on an issue-by-issue basis.

I suggest you read through the documentation I shared and give it a try (probably best on a TEST environment or project first).

Best,

Maarten

Peter Dobson

Will this work with Jira Cloud, or do you need to have your own server for Jira?

Dave LIAO

This works in any version of Jira - server or cloud - as long as you have the administrative privileges to set up the proper permissions.

See Seen

A bit late to the party, but this scheme is great! Thanks for sharing @Maarten Cautreels. Just want to ask, does it matter what type of issue is created? e.g. story or task?

Maarten Cautreels

Hi See,

You can use any issue type. The permission scheme works for all of them.

Best,

Maarten

See Seen

Thanks. Unfortunately my admin decided that this is not a project that should be there... So it's being taken down. I really enjoyed using it, while it lasts. Maybe I just didn't sell it well.

hob_7sxmp0

Jira would make the ultimate personal todo list. Unfortunately, other than the above trick which can only be done if you are the admin (none of us are), jira remains a pure project tool.

I am amazed that jira dont release a personal todo list version (e.g. with 100 items that only you can see), to get everyone hooked and familiar with jira, to then help bring it into their workplaces.

A huge wasted opportunity for atlassian. I work for an organisation which has probably 1000 users in their jira along with a multitude of plugins probably costing hundreds of thousands a year in license fees, but we all have to use google sheets or pieces of paper to track our daily todo lists and GTD lists.

Crazy no?

I did consider using a private license to track todos, but atlassian doesn't let you switch between users, so I would be constantly logging in and out of the work one the private one, perhaps 30 times a day. This is untenable.

See Seen

I’m using Microsoft planner within Microsoft Teams right now. It’s one of the allowed apps. Not as powerful but does the job. I have something that looks like a kanban within the planner.

Thorsten Eller

I handle this task via issue security. You can add this label/input field optional to any issue type e.g. private (the issue is only for reporter etc.), team-specific, and so on.

The only requirement would be clean user groups and role management...

Advantage: No need for private projects :-)

Gokhan OZER

Jira is a very powerful tool. There are many options to differentiate items: creating a special project like suggested here, labels, filters etc.. However I think it is very important to keep every work related task; personal or team related in the same source. You may be working on some team tasks and also need to review designs documents sent out by other engineers. Reviewing a document may be considered as a personal todo since you will likely do it alone and others may not be interested in your progress. However it still requires time and resources. It is still valuable to store metadata like when it started, ended etc. The metadata can be used to predict when more resources might be needed for such personal todos. Hard to understand why this blog is telling users to use other tools rather than empowering their customers with their own product.

Anastasia Andriyanova _Teamlead_

If someone is still interested in this topic:

To organize your work efficiently, you can create a separate project, manage access, and use advanced tools like reminders and automations.

One useful solution is the integration of Getting Things Done (GTD) with JIRA, which allows you to separate team tasks and personal to-dos. For example, you can:

Create a separate project for personal tasks and set up access only for yourself.
Use reminders so you don't forget important to-dos.
Automate processes, for example, using built-in JIRA Automation rules.

There's an interesting breakdown of this approach that may be useful:
How to increase productivity in Jira with GTD and reminders. It describes in detail how tasks can be effectively managed in JIRA, including personalized to-dos.

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