Create filter for managers that shows all their people that report to them

[melissa_cheney]

Trying to create filters, queues, dashboards.... with a shortcut of sorts where in the assignee there is a list of their reports/employees. I tried Groups but I, or the person creating the queue/ filter, it seems has to be added to the Group to see it as available to select. This person should not be in the Group as the Manager does not want to see tickets assign to the person creating the queue, but only their reports/ employees.

Is there a way to create a named list/group that can be used over and over in filters, queues, dashboards.... without the person using it being a part of it?

[Brant Schroeder]

@melissa_cheney Welcome to the Atlassian community

When creating a filter you are able to use any group in a JQL query regardless of if you are in the group or not.  Issues that an individual sees in a filter a limited to what they have permission to view.  If they do not have access to a project or issue security to see issues and the team does then that would prevent issue from being returned.  

If you have a queue that is shared between multiple managers there would not be a way to only show each managers teams issues when they view the queue.  You would need to make an an individual queue for each manager and the filter would need to be associated with their group.  You would also need to use similar JQL for filters as there is not a dynamic way to associate the manager with a team.

If you share the filter or queue you are trying to create with a screenshot of what you have I could review and provide additional information.

[melissa_cheney]

Thank you so much for your response. I have site admin and I tested this with service desk role and project admin role and had the same results. 

I cannot see the Group as a choice in the Assignee drop down when I am not a member. 

Here are some screen shots

As you can see, when I, Melissa Cheney, am a member of the group Andrea Assessors, I can see the group, but when I remove myself from the group, I can no longer see that group as a choice in Assignees. 

So I just found another question with part of the solution that may help. It says

Groups - For organizing users together who should have the same permissions

Project roles - For associating a project function (example: editing an issue) to a user or group of users

Permission schemes - used so you only have to match groups to their project roles once, then apply to scheme to multiple projects.

I'm not trying to manage permissions, so maybe Group is not the right solution.

Thoughts? Ideas? Suggestions?

Thank you for any feedback!

Melissa Cheney

[Brant Schroeder]

@melissa_cheney I am not a member of several groups on my instance. I can type them in and select them in the search filter assignee.  Are you able to type them in?

[melissa_cheney]

Hi Brant @Brant Schroeder  No, I tried. In the screen shot I typed Andrea Assess and it doesn't show. I tested it with 2 other team members that had Service Desk and Project Admin, I have Site Admin, and none of us could see the Group unless we were added as members.  In the screen shots you can see, when I was a member, the Group name showed, but when I removed myself from the group, even typing it in, I could not see it to use it.  

I did not test it with a top level access person, so maybe that is the difference. It seems though, that a Project Admin, or at least a Site Admin, at least should be able to add and remove group members, although maybe not create them. As Site Admin, I created the group.

Really do appreciate your help on figuring this out.

[Brant Schroeder]

@melissa_cheney I am not running into that issue but I am also an org admin.  I did not think that made a difference but maybe it does.  What happens if you make the filter and save it then remove yourself from the group, does the search still work?

[melissa_cheney]

@Brant Schroeder  - That's an interesting work around. In the first few testing it did work. It seems the process will require the project or site admin to add their name to the group, then create the filter and save it, then go back in and remove themselves from the group.

It seems like there should be another method to "group" together users, or even other fields, in a centralized means allowing for one place to manage the items in the lists/groups and then that group name be used in filters, queues, dashboards and other areas where listing or groups of information are needed. When you have multiple filters using the same group/list of data repeatedly there is a high risk of your data being reported incorrectly because one of the filters with the lists gets missed in the updates. 

Another potential use of something like this would be Zip Codes in a Region or Zone. I could create a Custom field for Zip codes, then create a "group" of them for a particular Region or Zone and in my filter select the Region/Zone name and it would include all the zip codes I've grouped together. 

[Brant Schroeder]

@melissa_cheney I believe that you could add it via JQL if you know the exact team name.  This way you would not have to add yourself to the group to create the filter.

[Brant Schroeder]

@melissa_cheney can you accept this to help others?