House Keeping Best Practices (Jira/Confluence Clou instance)

[Sofia Aranzubia]

Hello there, please can you share best practices for house keeping Jira & Confluence tools in cloud instance? Thanks

[Lorenzo Phillips]

@Sofia Aranzubia welcome to the community. I always instruct my team/clients to setup reusable schemes in Jira to reduce the amount of clutter that can grow over time. I also instruct them to not use team-managed projects unless they do not have an adequate Atlassian admin team. While team-managed projects are great and have their place, they can quickly clutter up Jira with duplication and one-off items (ex. Statuses, custom fields, etc.). Confluence can be a bit tougher to control but you have to routinely monitor it and archive old spaces and pages. 

To help my team and our clients maintain healthy cloud instances, I wrote a couple of apps that are in the marketplace to help monitor and cleanup when needed. The biggest advantage my apps have is that both allow you to bulk delete in both Jira and Confluence so cleanup is fast and easy. Feel free to check them out and provide feedback for any bugs, improvements or enhancements. 

Instance Auditor (Jira)

Instance Auditor (Confluence)

[Ree Kent]

Hi @Sofia Aranzubia We have a free course for that! 

Jira Governance & Housekeeping: Skillbuilder course description 

Hope this helps.

[Miriam Hopton]

This is great - thank you for providing this! Registering now.

[Sam Nadarajan]

I took this course and can say that it was very useful for me and shifted my thinking in going from a "Wild West" perspective to a more mature perspective.

[Kristján Geir Mathiesen]

Hi @Sofia Aranzubia and welcome to the Community

Bunch of stuff out there. Here is one Clean Up Guide. Like @Ree Kent says, there is also a great course. I took it last fall and really benefited from it.

If you have the acli plugin, then here is a great article. Automation can also be used to help in governance of your instance. One more article :)

Best of luck,
KGM

[Sofia Aranzubia]

Thanks so much all!!!

[Kalin U]

Hello, @Sofia Aranzubia 

You may find the advice from this question and the related discussion quite enlightening: JIRA - Advice request: administration, maintenance and housekeeping. 

I also suggest a free Atlassian University course: Jira Governance & Housekeeping: Skillbuilder course description 

For even more resources on that subject:

• Jira admin best practices (tips from Atlassian)
• Jira Housekeeping for Admins (an agency's tips)
• Jira Cleanup with Rachel Wright (video)

In many cases, you'll want fewer unused custom fields and inactive users.

Kalin

[Johnny FromCanada]

Like dental hygiene, Jira maintenance is best achieved via prevention.

[Aron Gombas _Midori_]

For cleaning-up a cluttered Confluence Cloud site, or even better preventing that (continuously in the background), I suggest using the Better Content Archiving app.

It helps you tracking the state of your site, notify content people to update or archive their stuff, etc.

(Discl. It is an app our team has been developing for ~15 years, it became very popular on self-hosted Confluence and we just released it for the cloud.)

[Hubert Kut]

Hi @Sofia Aranzubia 

For housekeeping and management of data in Jira I would recommend to give a try to our app. Which was designed as comprehensive tool for Jira administrators like you.
Doctor Pro: Audit, Optimize & Manage Configuration for Jira https://marketplace.atlassian.com/apps/1231705/doctor-pro-audit-optimize-manage-configuration-for-jira?hosting=cloud&tab=overview

If you have any questions feel free to reach out to us!
Best
Hubert