Don't get attached too quickly ... to your Jira files
If you are anything like us, many of your projects will need documentation that can’t always be handled on Confluence. Whether it’s legal files from Google Docs, analysis from Excel, PDF forms, or marketing multimedia, there’s a boatload of documentation that will regularly need incorporating into your Jira issues.
The obvious solution is to simply attach these documents, right? Well…. yes and no. While attaching documents might seem like an easy fix, it comes with definite drawbacks.
Documents become out-of-date quickly
Documents are always changing—the design for the MINI first hit the streets over 60 years ago and they’re still making changes to it. The same principle applies to your project’s documents, which your team will no doubt be constantly adjusting and refining.
When you add Google Sheets reports with periodically updated charts to the equation, it’s not uncommon for users to accidentally work with data that is well past its sell-by-date. To stay updated, you have to continually attach the latest files throughout the entire lifecycle of your project. And is that really the best use of your time?
A bit like operating in the Wild West
When you attach a document to a Jira issue, it instantly becomes accessible to everyone on your instance—which means it’s open season for anybody who wants to access that data. While that may not be a problem most of the time, it can raise security issues for sensitive legal or confidential documents.
GDPR compliance is an increasingly important part of data management, so if your attachment contains any PII (Personally Identifiable Information), you may find yourself in deep water very quickly. Even if it doesn’t contain personal data, attachments often include ideas and works-in-progress that you may not wish to share with everyone right now. In short, attachments aren’t nearly as straightforward as they seem.
When attachments are on the heavy side
If you are regularly attaching large files, you may also encounter problems with the maximum capacity attachment limit related to your Jira plan. Learn more about these limits in this Atlassian article:
Configure file attachments | Atlassian Support
Link it up!
A much simpler and safer solution is to connect Jira to your Google Drive account and post links to your files and folders instead of attaching them. This way, your team is always accessing the latest data while maintaining security with Google permissions.
Here’s a brief overview of solutions available on the Atlassian Marketplace:
Disclaimer: This features analysis was made in May 2024 and constitutes only an overview of the core features. If you think it contains inaccuracies, feel free to contact us.
Connectors for Jira - Free by Okapya
The simplest (and newest) solution to the above problems, Connectors for Jira is free. For zero cost, you can enable Google Drive integration, among others. The app allows you to link any files or folders you like, keeping everything up-to-date while maintaining security through Google permissions.
Google Drive by Bilith
A mid-range choice, Bilith’s Google Drive offers features such as the ability to create files directly from Jira. While that’s most certainly useful, you do have to pay for the app.
Google Drive by IkuTeam
The most advanced choice, you get a host of features and configurations including layout customization and custom permissions. That said, it's also the most expensive on the list. If cost is not an issue for you, this may be your best option.
DISCLAIMER
My name is Yves, and I am part of Okapya, the team behind Connectors for Jira. While we’ve tried our best to present multiple solutions without bias, it’s only fair that you know where our allegiance lies. If any of the above information is incorrect, let us know, and we will rectify the situation.
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Yves Riel _Okapya_
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Founder
Okapya Software Solutions
Quebec, Canada
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