Structure: Group by Worklog Authors Filter by Team

Phillip Heslin July 24, 2023

I have a Jira Structure that is used to determine where time logging is going. The basis for this structure is 10+ folders each labeled by a team name and within each folder is an insert statement that has JQL to pull Jira tickets back specific to that team (assignee in (membersOf("Team1")). Then there are multiple columns to determine the sum of time logging per day/week/month to give us an overview of where effort is being logged. One thing that I noticed is the time logging I see is not matching up to what users are indicating they are logging time to. To set up the scenario, here is an organization sample:

Team1:

User1

User2

User3

 

Team2:

User4

User5

User6

 

The issue I am having is if User1 helps User4 with a Jira, User1 will log time to the Jira, Ticket1, that is assigned to User4. So when analyzing the time logged by Team1 (where User1 is assigned) it does not show User1 logged time to Ticket1. This is because Ticket1 is not assigned to anyone in Team1 but rather assigned to someone in Team2. Now Team2 is reporting time logged incorrectly  as well because it is adding the time User1 logged to a ticket assigned to User4.

I then tried to approach this by looking at the Worklogs.Author. This will correct the time on an individual user level but a different issue arises. For the above example, what happens is if my JQL states worklogAuthor in(membersOf("Team1")) it will then return all worklog authors that touched that ticket to Team1. So now Team1 not only consists of the 3 users above but now User4 is appearing in Team1 because User4 logged time to his own ticket that User1 also logged time to. I also tried to use the filter option to remove User4 from Team1 but can't seem to get that to work as it's like I am trying to filter worklogs and not Jira tickets.

Hopefully my issue is more clear than mud... But if more clarity is needed please let me know. Otherwise any help in solving the above issue for correctly tracking time logging on a team basis would be greatly appreciated.

5 answers

0 votes
Michał Kowalewski
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July 26, 2023

Hi @Phillip Heslin and welcome to the community!

 

You might consider the Worklogs - Time Tracking and Reports app that allows you to monitor the tracking time for your teams, labels etc. 

The report is highly comprehensible and user-friendly. Moreover, it offers the capability to generate an Excel file corresponding to your report Additionally, you have the flexibility to apply various filters to the report to suit your specific requirements.

 work logs.png

You can try our interactive demo to see if this is something that would meet your expectations.

 

Furthermore, we are delighted to address any inquiries you may have regarding our application. Don't hesitate to get in touch with us by following this link.

 

Kind regards,
Michał
SolDevelo Team

0 votes
Stepan Kholodov _Tempo_
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July 26, 2023

Hello @Phillip Heslin 

You can try a different approach here and replace the grouping by the Team field by another Attribute grouper, which will create teams on its own: 

1. First add the Group by Attribute generator with this formula: worklogs.author.unique()

It will group all issues by users who logged any time on them.

2. Add another Group by Attribute generator with a formula for defining teams. For example:

if summary = "user1" or summary = "user2" or summary = "user3" : "Team1" else
if summary = "user4" or summary = "user5" or summary = "user6" : "Team2"

This formula will simply check the names of already created groups and organize them in teams. The second grouper's configuration should have the 'Consider other groups' option enabled and you might need to flip the order of both groupers on the list at the top of the structure to achieve the right grouping order.

I hope this helps. If you need further assistance, please reach out to us directly at our support portal and we'll take a closer look at your setup.

Best regards,
Stepan Kholodov
Tempo

Phillip Heslin July 27, 2023

Shoot I see where this is going and this is the closest I have gotten! With the second option, I run into the issue that it becomes a maintenance burden to explicitly list user names (Over 200 employees and there are about 12 active directory groups containing them). So I use JQL to connect with AD ' IF JQL {worklogAuthor in (membersOf("XYZ"))} : 1 ; Team1 '. So it is like I need to be able to say the user name in the Summary listed by the function, if that itemtype is a user and the summary is in that active directory group, then team 1. But that cross communication between JQL and expression I cannot quite get and this may not be possible.

Stepan Kholodov _Tempo_
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July 27, 2023

There is no combining the two, I'm afraid - the Formula's JQL{} function contains a fixed JQL function which in this case should be dynamic for the described to work - the function should reference Group names created by the first grouper and it can't do that. It can only reference worklogAuthors or assignees of issues themselves, which won't give the required results here if more than one person worked on each issue(issues will simply match to multiple usergroups at the same time and you need a more specific point of reference which Group names can provide). And there is no other way for the Formula to access existing user groups and to somehow filter through them.

Best regards,
Stepan Kholodov
Tempo

0 votes
Phillip Heslin July 25, 2023

I appreciate the thoughts! Right now we have to jump through a lot of hoops to have our IT department add tools to Jira so I was hoping to not have to go that route just yet... It seems structure is extremely close to giving me what I am looking for just maybe missing the syntax to filter out sub-item type of user when it is not contained within the parent folder filter.

0 votes
Wojciech Wardaszko _HeroCoders_
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July 25, 2023

Hi @Phillip Heslin

Welcome to the community!

It looks like you're trying to build a solution my team at HeroCoders has already built - a time tracker. I encourage you to give Clockwork Free a try - it will let you easily report on all the time tracked by your users. Like this:

Clk Free timesheet.png

In addition, you're getting a way to automatically track time spent on issues based on the issue's status, so it's a two-for-one! And at the best price, which is free for all teams.

I'm happy to share more details or make a demo for you. Demos are made for Clockwork Pro though - which is - as you can imagine - the same app but with a richer feature set and without some limitations.

Please note - Teams in Clockwork are a Pro feature.

If this sounds interesting to you, you can reply here or talk to us directly through our service portal.

Cheers!

0 votes
Dave Mathijs
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July 24, 2023

Hi @Phillip Heslin welcome to the Atlassian Community!

Have you ever considered a time tracking tool like Tempo that allows you to create reports of logged time?

You can group the time spent by team, then by user, then by issue.

But you can have another view and group by project, then by issue, then by team, then by user.

There are so my ways of filtering and grouping logged time reports, something that would be more difficult to achieve by Structure alone if you ask me.

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