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Project Management Toolbox we use

Tasks, Tickets, Pings, Pokes - it's all end up either in Trello or in Jira, here you will find a set of useful information how we use this toolbox.

Our funnel of communication around projects is a mix of tools like Trello Jira Confluence and Notion.

The intake of the tasks starts from Client Facing Trello Board where Clients are monitoring the progress of the projects we working on together, each Trello Board following same Template.Internally our core team use Jira that also contains tasks comming from Canny (our Roadmap tool) and we plan the weekly workload there using Planyway.While we can separately take a Zoom-in on each aspect and topic I want to use this post to collect general hints and nuggets of lifehacks and other wisdom we were able to accumulate so far.

Move Messages from Slack to Jira Task

One of our most important rules is to make from Jira a single source of truth, main goal here is to be able to get a full overview and context about a specific task in one place, and eventually go from there to Pull Request, or to Feature Description in Confluence, while a lot of communication take place in Slack we can get important decisions and insights there and it’s very easy to get it burried there.Having a paid slack account also gives a false feeling of safety that no messages are lost and “everything is there” but when you really need it finding is a challenge by itself.Based on that we require pushing all the information from dedicated project slack channel to Jira task using Slack app that stitches Jira and Slack.Below is a step by step guide how to make it happen.when got an additional context from Client use Share message menu in Slack to send info to a Jira task


Then in a following modal add it to the issue


The outcome would be a success message in Slack:


Inside specific Jira task you should ensure that a comment with content of a message is shown up properly and add more context to it.


Jira - Display time in project in decimal

The way how we work with Clients on their ecommerce projects is defined by a bulk of hours per month they purchased, usually it’s 50h or 120h a month, inside this bulk we still estimating time on each task just to provide a perspective on how difficult something would be to achieve and Client can make a decision either go with implementation further, use an app or cut off some functionality.Time tracking and timesheets are delivered via Clockify that tracks time in Decimal format, however Jira needs an extra touch to start displaying time spent on tasks in decimal format.To display time in Decimal not in Days Weeks hours and minutes go to Settings > Issues > Time tracking > Edit global settings


Jira Keyboard Shortcuts

There is a term from coding - Technical Debt, however while I was not found smth similar for Jira there is definitely tasks debt where things tend to pile up and Jira becomes very cluttered, while it’s a great tool, interface is painfully slow so making things with clicks make it a forever task which additionally impacts ability of it to be postponed…To make things a bit faster we need some Keyboard ShortcutsTo display a sheet of shortcuts like the one below you would need to click SHIFT+/


Ability to Delete Issues in Jira

Moving further into the cleanup topic for Jira we need to touch deletion of the tasks, as mentioned Jira is advanced tool and provide a great extended permissions scheme this way we can ensure that only designated team members in our workspace allowed to delete issues.

Sometimes even being a Jira Admin do not allow to perform all possible operations on a project because user is not added to the project roles as an admin, so to make it possible for someone to Delete issues and see actual Delete button in the Jira task screen you need to open:

Project Settings - People and add yourself as an Admin of a Project

The fact that you are a Jira admin, it does not mean that you can delete any issue in Jira. You need to have the Delete Issues permission in the project permission scheme either directly or via a group or a roleMore about permission schemes:


Copy paste content from Confluence with images

We migrated recently from one Confluence instance to another and while WYSIWYG editor of Confluence is a nice tool with advanced editing capabilities copy paste of content with images not working in a nice and straight forward way, here is how to make the content more accessible in case we need it to be moved. To make it work you need to open a page in a View Source mode below is how to do it:


API token for Jira

Some of our automations we develop for internal use would require some data from our own Jira or other Jira instances to be pulled for this purpose you will need to have your own Jira API access token. It is possible to be obtained inside your Atlassian profile here is the URL where interface that allows to generate new token is currently located.

Same is valid for Trello below is

How to obtain API token for Trello

Confluence templates

information on technical and design decisions should be centralized and be stored in Confluence for the core team to reference and get a path when working on a project that was implemented by somebody else.

We don't have for now any templates in Confluence that are pre-defined but planning to utilize this feature, here is more info on how to create templates

Enable or hide specific fields in Jira based on issue stage using field configurations

Templates for Jira Issues

We use an app that allows templates for Description fields on Jira issue but there is an approach for the use case where it's required to make it work using Jira Default Capabilities


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