How do you know how many users use the instance's apps?

María Ferreño March 26, 2024

Hello,
I am currently in a migration to Jira Cloud of a very large instance (more than 800 projects, more than 30 apps). After the migration, we want to split the instance to make it more manageable and to better control the licensing cost. Do you know if there is a way to see who actually uses the apps? Some apps used in workflows for example, are easy to see, but many others associated to functionalities I don't think there is any way. Do you know any "quick" technique for this, or any app that does this?

Thank you very much

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Valerie Knapp
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March 26, 2024

Hi @María Ferreño , thanks for your question.

Unfortunately, I think there is not a quick fix for this. My advice would be to talk to any Jira admins and look if you have any internal tracking, for example, from who requested to add new apps. In the cases where there is this traceability, you can go back to the person who asked for the app, let's say it was XRay for testing, and see who is using the app.

It is also possible, for example, depending on the app to do, again in the case of XRay, a JQL search for issue types like test, test case, etc, and from there, you can see in which projects the testing app is used. The same thing applies for example for BigPicture, you can see which projects have a BigPicture created for them and go to the project managers or admins to ask them who is using the app.

I think the first step is to get this list of apps and try to assign an owner, for who you think is internally managing the app or who might have asked for it to be installed. Once you have this information, or at least some of it / concentrating on the most expensive apps to start, you can approach those individuals and start to unpick which apps are still in use, how much and by whom.

I hope this helps.

Cheers

María Ferreño March 26, 2024

Thanks @Valerie Knapp  💓

Yes, that's what we are doing, but it's very tedious for so many people... there are more than 800 projects and 6600 users :S That's why I was thinking about an alternative :S
Thank you very much for your help ;)

Bill Sheboy
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March 26, 2024

Hi @María Ferreño 

Yes, and...to Valerie's suggestions:

You may want to take this opportunity of the site instance split to improve documentation. 

For example, for apps which do not have built-in tracking, create your own change management process for apps, features, etc., such as in a Confluence space or Jira project specifically for tracking administration work.  We did that at my last role, allowing the use of automation rules for scheduled activity reminders and Jira issues to track requests for app changes.  This also helped close some of the gaps from missing tracking in the global administration logs.

Kind regards,
Bill

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María Ferreño March 27, 2024

Thanks for the suggestion @Bill Sheboy  ;)

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