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Sharing Time Reports in Jira with External Users

If you illustrate how external users expect you to report on various time metrics from the work results in Jira, it looks something like this ⬇️.

giphy (23).gif

Time in Status, Average Time, and other vital metrics are essential to measuring. They help you to qualitatively inspect workflows and find opportunities to optimize and improve them. 

Often, such reports must be shared with external users - stakeholders, customers, process consultants, etc. Not all users can be safely added to your Jira instance:

  • First, there are privacy issues and possible data leakage from projects that you want to keep private.
  • Secondly, there is a point that by adding an infinite number of users to Jira, you can significantly raise the price tag for paying for an instance, and the cost of other applications will increase for you because their price is calculated according to the size of the instance.

This is the moment when most Jira users are stumped. How do I upload everything correctly? How do I make these reports dynamic and update them in parallel with Jira changes?

Let's examine how the Time in Status for Jira app can help us solve this problem.

Save&Load Presets of Frequently Used Reports

The first step is to create presets for the reports you want to share with external users.

Customize the report to include all the data you want to share. Choose one of the report types (Time in Status, Average Time, Status Entrance Date, etc.), and use Column Manager to configure all the necessary columns to be displayed and the status groups. 

Please note that if you want to monitor the status of tasks remotely via Google Spreadsheets, you should not set the time range to be strictly limited to specific dates. For example, select the Last Month setting instead of February 1-29.

feed 1.png

Next, save the preset:

feed 11.png

You can use the preset within the Time in Status app in the future. Click the Play icon next to the preset you want to use, and the data will load with the settings you previously saved.

Connecting Presets with Google Spreadsheets

So, first, you need to copy the TIS Data Feed template

You continue to operate with your Google Drive, and all your data is safe until you share the file that is only accessible to you.

To connect, you need a JSON Data Feed link, which you can copy from the presets menu:

feed 2.png

Detailed step-by-step instructions can be found in the documentation of this feature

The setup will take up to 10 minutes of your time.

Time in Status Reports in Google Spreadsheets

As a result, you will get a report identical to the preset in the Time in Status app but in Google Spreadsheets.

feed 3.png

That's it; your report is ready to be shared with external users

Then, the person you shared it with can perform any operations with this content. According to your settings, this file will dynamically update the data.

An external user can perform any operations in the file by analyzing the data over time in the status.

For example, create histograms for visual evaluation of data:

feed 4.png

Generate timeline:

feed 5.png

Or create pivot tables for a deeper analysis of team performance:

feed 6.png

For you to fully appreciate this functionality, we are offering you a 30-day free trial for the Time in Status for Jira app.

See you soon, and have a great time with your report sharing! 🙂

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