What product in JIRA can I use to create data integrity checks within JIRA?

[Richard]

I have been tasked with ensuring that the data in our work requests are properly completed as well as work request being properly dispositioned.  Meaning every month that we close the month in JIRA where all the fields that are suppose to be populated are populated.  How do I go about doing this?

[Bill Sheboy]

Hi @Richard -- Welcome to the Atlassian Community!

Disclaimer: When I see a request like this, I wonder how the information is being used.  I suggest investigating that to see what value that info provides.

Okay, how do you define "properly completed" and "properly dispositioned"? 

For "properly completed", if you just want to check that there is *any* data in fields, you could check for the converse: missing data in the fields using a saved filter, subscribe, and receive an email monthly.  For example, substituting in your project and fields:

project = myProject
 AND resolved >= startOfMonth(-1)
 AND resolved < startOfMonth()
AND (
        myField1 IS EMPTY
     OR myField2 IS EMPTY
    )
ORDER BY key ASC

This would provide a list of the issues with incomplete information.

Best regards,

Bill

[Richard]

Thank you Bill for our prompt response.  What I mean by "properly dispositioned" or "properly completed" is "implemented" and "closed" status.  What I am doing is running a query using a filter and then downloading to excel then using nested if then statements to find data inconsistencies.  In other words we are finding a lot of JIRAs that are not closed or implemented properly.  For example if a JIRA is to be closed it must have both implementation data and close date populated.  As well as all respective subtasks must be addressed accordingly. And I know that JIRA has the capability of accomplishing this.  I just didn't know what the best or most effective and efficient way.  Using excel is definitely not the right way.  I know that I could probably create a filter that is a nested if then I think.  But I was thinking building a dashboard to reflect all my checks.  But I'm not sure if that is the best way either.

[Bill Sheboy]

Thanks for explaining, Richard.

Unfortunately, out-of-the-box Jira does not handle many possible nested queries for parent/child checks.  Customers often buy a marketplace add-on for JQL to enhance those features.

For checks on status and the date fields you note, you certainly can test for those with JQL queries.  And, you probably can use out-of-the-box dashboard gadgets to visualize some of the information.  You may even be able to dynamically build queries for some conditions using the Automation for Jira (A4J) rules to send you reporting.

The key, as often is the case, is in the details of the specific information you want.  If you review what you are doing with your spreadsheet and reporting needs, please try to list those use cases, and then the community can give you more concrete ideas about what is/is not possible.  Thanks!

[Richard]

Thank you for your reply.  My use cases are as follows.  Each one is what we like to call "Data Hygiene" within JIRA.   The first statement is my check within JIRA.

1-If the work request contains an "Implementation Date" and the "Status" is not "Closed".

Then you will need to change the status to "Closed". And Ensure Subtasks are adjusted accordingly.

2-If the work request contains a "Close Date" but the "Implementation Date" is blank.

Then input "Close Date" in the "Implementation Date" field.

3-If the "Close Date" is NOT the same month as the "Implementation Date".  

The input the same date into the "Implementation Date".

4-If "Tech Release Required" is Yes then "No of Tech Changes" should be greater than 0.

5- Every JIRA/work request should have a "Seal ID" populated.

These are just 5.  I have a total of 17.

[Bill Sheboy]

Thanks, Richard.  As you want to do these checks/updates on a regular basis, I suggest you could either:

1. Create JQL queries for each condition, save the queries, and subscribe to them to get emails.  Using the reports you could manually update them.
2. Using the same queries and automation rules on schedules, you could automatically update some of the issues as needed.  One tip for success on this is testing and validating your queries first, defining any order of precendence for the rules, and then writing/testing the rules.

Other than the nested queries you noted earlier, you should be able to achieve all of these with JQL.  Here are a couple of references to help you get started.  I recommend making a simple query and build onto it for each case.

• https://www.atlassian.com/software/jira/guides/expand-jira/jql#jql-syntax
• https://support.atlassian.com/jira-software-cloud/docs/use-advanced-search-with-jira-query-language-jql/

And if you are interested in automation some of these with scheduled rules, please take a look at these examples and documentation.  If you get stuck creating a specific rule, please post back here and the community can help you.

• https://www.atlassian.com/software/jira/automation-template-library#/label/all/1453
• https://community.atlassian.com/t5/Automation-articles/Jira-Automation-all-the-resources-you-need-in-one-page/ba-p/1388465

Best regards,

Bill