Time-Tracking Options

[Elif Alverson]

Hello, 

I am looking for a method for my team to capture their time for the JSM issues they work on. I am aware of the Jira time-tracking functionality but I would like to use another option so that they do not have to login their time. Any apps, ideas? Thank you.

[Rudy Holtkamp · Accepted solution]

Hi @Elif Alverson ,

You can take a look at the time tracking features of e.g. Timecamp or Tempo Timesheets 

You can also use post-functions (or better Jira Automation) to record the start time when a user transitions a status from To do, to In progress (or whatever status you like). Then you can record when it goes from In Progress to Done. The difference is the time spent.

There is a big caveat to this method, and that is when you start on a ticket, but not continue with it. Then your time tracking is not correct. But this is with every method you come up with the same. 

Cheers,

Rudy

[Dave Rosenlund _Trundl_]

Hi, @Elif Alverson. To add just a little to what @Rudy Holtkamp has already suggested, this search will show you all of the time tracking add-ons that work with JSM/cloud.

Apologies in advance if this is something you already know how to do and you were looking more for actual user recommendations.

You can/should tweak the search criteria I used to suit your needs.

Full disclosure: I work for Tempo, the company that makes the top-selling time tracking solution for JSM. However, this search also shows you the others.

Best,

-dave

[Elif Alverson]

@Rudy Holtkamp , thank you so much for your quick response. Could you please provide me a sample /documentation of how to create workflow post functions to capture the time of the agents. I was looking into the post functions but did not see the post function to automate it. 

I also find this one for the automations ( I am not sure how to figure out the coding since I am not familiar with it, especially when it comes to maintaining it )

@Dave Rosenlund _Tempo_ , thank you for providing the App options. I am checking all my free and paid options so that I can come up with a solution which does not require any work on the agent side. 

[Rudy Holtkamp]

Hi,

I think it is better to use Jira automation instead of post-functions. Because it is more flexible and you can maintain it more easily.

So here are the steps:

1. go to your project > Project settings > automation > Create rule
2. Add the 'Issue transitioned' trigger & select a from and to status
3. Now you should have a place were you can keep the time you want to capture. I advice you to use Jira issue properties. One for start time, one for total time spent.
   Create an action of type 'set entity property'
   property key: startTime
   property value: {{now}}
   See for smart time based values: https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time/
4. Save the rule
5. Create another rule with an 'Issue transitioned' trigger, but now when you move out of the status
6. For now, use a Log action, to see if things are working. Later you can use the variable in a Jira field to store it (or automatically create a worklog of it).
   In the log add smart value:
   {{issue.properties.startTime.toDate.diff(now).minutes}}
7. Save the rule

Now transition an issue to the status which you choose at step 2.

Wait a bit, then transition to status chosen in step 5.

Go to the second rule and see the audit log, there should be your time in status.

Note, you can change minutes at step 6 also to seconds, hours, etc.

[Elif Alverson]

@Rudy Holtkamp , I am at the issue actions section and not sure which one to pick to create an action of type 'set entity property'. Do you mean to create a new custom field called "set entity property"? and pick the "Edit Issue"? Please see below. Thank you.

  

[Rudy Holtkamp]

It's called Set entity property, you can search for it by typing 'set'.

[Elif Alverson]

@Rudy Holtkamp , this automation works. Thank you so much!

Is there a way to receive email/slack DM or any type of notifications (preferably weekly) to create reports with this data? Where can I gather this data for a project?

[Elif Alverson]

@Rudy Holtkamp , please let me know, if you have any idea to gather the data from the automation you provided above. Thank you.

[Rudy Holtkamp]

Hi @Elif Alverson ,

You can create another automation rule, with:

Trigger: Scheduled, run rule every 1 week on e.g. Monday

Action: Lookup issues, with JQL: worklogDate >= startOfWeek(-1) and project = <YOUR PROJECT KEY>

Advanced compare condition: 
{{lookupIssues.size}} does not equal 0

Action: You can Send a Slack message, Twilio notification, Microsoft Teams message (as long as you have integrated them. For now use the action Send email.

Add recipients for the email.

Add a subject: These worklogs were created last week (or whatever serves your needs)

Add the body:

<b><u>List of issues:</u></b>

<ul>
{{#lookupIssues}}
<li><a href="{{url}}">{{key}} </a> | {{#=}} {{fields.timespent}}/60 {{/}}m | {{status.name}}</li>
{{/}}
</ul>

 This should do the trick.

You might need to change the minutes for the time spent to hours, but you can figure that one out, I guess.

Rudy

[Elif Alverson]

I set the automation as you recommended above and created a couple of test ticket test it. Unfortunately I have not received any emails even though audit says success no emails received.  Any idea why it does not send emails? Thank you!

Ived an e 

[Rudy Holtkamp]

Hi @Elif Alverson ,

In the rule WorkInProgress_Done you only have an audit (~debug) log. 

You should add an action to log work.

Next to that, the Send email rule, will only send an email when it finds worklogs created last week. This is the -1 in startOfWeek. For testing things you can remove the -1, which leaves startOfWeek(), this will give you all the worklogs from the beginning of this week until today.

[Elif Alverson]

Thank you so much! I will test this and let you know. You are very kind!

[Chaitanya B]

Hi Rudy Holtkamp, I Followed your 7 steps from above its working fine, may I know how to get the data ( time spent ) to a particular field( field type) using log work or a variable

Thank you

[Karolina Wons_SaaSJet]

Hello @Elif Alverson 

As for me, using the app which can provide you with this data without additional effort is the best way. 

I can suggest the app developed by my SaaSJet team - Time in Status for Jira Cloud. Why it can help in your case?

1. No need to log time.

2. You can generate 7 types of status time reports (Time in Status, Assignee time, Average time, etc). I guess, the Assignee time one will help you to get the data you need. So you can easily track how long it takes each team member to solve the task.

3. Add-on allows monitoring time in status data directly on the issue card layout.

4. There is the ability to share reports with others or export them to CSV (or XLSX) files.

and much more

You can check a 30-day free trial version or ask me if you have any questions.

HOpe it helps

[João Pedro Costa Ramos]

Hey Karolina.

I really liked Time in Status, but can it connect with Trello?
I'm still learning about Trello, Atlassian and Jira.
Can you help me?

[Mariana_Pryshliak_SaaSJet]

Hello

Unfortunately, no. Time in Status for Jira Cloud can't connect with Trello.

Hope you find a solution that fits your needs the best

[Katarina Harbuzava _ Planyway]

Hey @Elif Alverson :),

Try Planyway team planner for your daily needs, it's free for the teams of up top 10 members. It has a timer inside, but you don't need to log in time manually, because you can just drag'n'drop tasks on time tracking calendar and then monitor workload. 

I hope it can help.

[Emre Toptancı _OBSS_]

Hello @Elif Alverson ,

I should say upfront that the most healthy way to get this data is by making users enter worklogs. 

If you don't want your users to enter worklogs manually, the next best thing is to try to do the same through issue workflow statuses. You'll need to use a marketplace app for that. Our team at OBSS built Time in Status for this exact need. It is available for Jira Server, Cloud, and Data Center.  

Time in Status mainly allows you to see how much time each issue spent on each status and on each assignee. This way, you can see how much time each issue spent on statuses that represent work. You just need to make sure that issue statuses are updated on time.

       

The app has Consolidated Columns feature. This feature allows you to combine the duration for multiple statuses into a single column and exclude unwanted ones. It is the most flexible way to get any measurement you might want. Measurements like Issue Age, Cycle Time, Lead Time, Resolution Time etc.

For all numeric report types, you can calculate averages and sums of those durations grouped by the issue fields you select. For example total in-progress time per customer (organization) or average resolution time per sprint, week, month, issuetype, request type, etc. The ability to group by parts of dates (year, month, week, day, hour) or sprints is particularly useful here since it allows you to compare different time periods or see the trend.

The app calculates its reports using already existing Jira issue histories so when you install the app, you don't need to add anything to your issue workflows and you can get reports on your past issues as well. It supports both Company Managed and Team Managed projects.

Time in Status reports can be accessed through its own reporting page, dashboard gadgets, and issue view screen tabs. All these options can provide both calculated data tables and charts.

And the app has a REST API so you can get the reports from Jira UI or via REST.

  

Using Time in Status you can:

• See how much time each issue spent on each status, assignee, user group and also see dates of status transitions.
• Calculate averages and sums of those durations grouped by issue fields you select. (For example, see average InProgress time per project and per issue type.)
• Export your data as XLS, XLSX, or CSV.
• Access data via REST API. (for integrations)
• Visualize data with various chart types.
• See Time in Status reports on Jira Dashboard gadgets

https://marketplace.atlassian.com/apps/1211756/

EmreT

[Elif Alverson]

@emre , thank you for your honest response. I will be checking this App.

[Adaeze_Jude_HEROCODERS]

Hello @Elif Alverson 

I would suggest you try out the Clockwork Automated tie tracking & Timesheet Pro or free.

Clockwork provides you with the ability to track time automatically.

When Automatic timers are enabled, clockwork will record the time that an assignee has an issue in an active status, and use this with the set working hours to calculate the time worked. Automatic timers ensure that all work is logged, without users having to take any actions.

To control which statuses are considered active, go to Project Settings > Clockwork and click on the Active Statuses tab.

Please see this documentation for more context.

[Elif Alverson]

@ADA , thank you for your response. I will be checking this option.