Loading Data in Jira Cloud

Owned by Julia Wester
Last updated: Nov 05, 2024 by Eloise Vinson
7 min read

 

In the header, you’ll see a Data Loading Dropdown. From here you can create new data sets and then find or load data sets you’ve previously created.

Please note that the Legacy Loaders have now been removed.

Create a new data set

We now separate the creation of data sets from managing previously created ones.

Step 1: Define the data you want to analyze

When you create a new data set, you can

  • Give it a meaningful name so you can recognize it when managing or loading data sets later

  • Select the Jira data (board, filter or project) you want to configure

  • Add optional filters

Name your Data Set

This name will appear in your Data Set dropdown and the Manage Data Sets dialog so give it a meaningful name that helps you know what data it contains.

 

You cannot use the same name for different data set.

Select your Jira Data

By default, the dropdown will show available boards, projects, and filters. You can uncheck up to two of those types to filter the available options. You can type in the field and the list will begin to filter down as you type. Once you select an option, you’ll see how many Jira issues were found for that selection.

If the data set you’re looking for has spaces, use an underscore in place of the space e.g. very_important_data_set.

If many of your data sources have the same name, it can be difficult to list them all, so please use the full name of your data source.

For our search function, we use Atlassian’s Search API which currently only supports partial matches.

Add Optional Filters

You have options to filter down the items we pull from your selected board, project, or filter. As you choose to filter by created date, resolved date, or other available filter, you will see that the number reflecting matching Jira issues for your search will change to reflect your choices.

All set? Click the LOAD ISSUES Load Issues button in the bottom right-hand corner of the dialog.

 

Step 2: Map your workflow statuses

This is the most critical step of all! We pull some initial status mapping information from Jira.

  1. Boards: We pull the board column configuration with mapped statuses shown. If we find any statuses in an issue history that don’t currently exist in the board workflow then it will appear in unmapped statuses.

  2. Projects or Filters: The left-most column shown will contain all statuses with the status category “not started”. The right-most column will contain all statuses with the status category of “completed”. All other statuses will be in their own columns in between.

Adjusting the workflow

If you’d like to make changes, here are some things you can do:

  • Use drag and drop to move a Jira Workflow Status (the white items with a name and number) from one ActionableAgile Workflow Stage to another

  • Combine two ActionableAgile workflow stages by dragging one on top of another.

  • Delete an ActionableAgile workflow stage using the trashcan icon.

  • Click on an ActionableAgile workflow stage name to change it.

  • Add an ActionableAgile workflow stage using the + button above the unmapped workflow stages. It will be created at the very left. Drag it right to the correct location.

When you feel like your workflow is properly mapped and in the right order, press NEXT

Why do I have unmapped statuses?

  • There are statuses in your current workflow sitting in the unmapped status area in your board configuration. Suggested solution: map these statuses in your board so your analytics match your board.

  • Your workflow has changed or issues have moved from one workflow to another. Certain statuses no longer exist in today’s workflow but exist in your issue’s history. This will likely be less of an issue as you generate new data and filter out older data. Suggested solution: map unmapped workflow statuses to existing workflow stages in our workflow mapper.

Unmapped statuses can mean missing information in your analytics
We suggest you map all workflow stages - either in existing columns or new columns - as leaving unmapped statuses can cause some issues with data rendering. You can always uncheck columns you don’t want to use from the workflow stages control in ActionableAgile!

 

Step 3: Additional fields

See the default data fields we pull for each issue and choose additional fields to import for your dataset.

  1. Click on the dropdown to see a list of available fields for your dataset.

  2. Click on a desired field to begin creating a list of items to add.

  3. Once you have the items you want to load, click on the Add fields button to the right of the dropdown.

  4. When you’re satisfied that all fields have been added to the payload, click the FINISH button in the bottom right-hand corner of the dialog box.

Please note there is no more “Select All” option. There are significantly more options available now and adding them all can cause performance hits. You’re also not likely to really use all of the data available to you. Therefore, take a few seconds to choose the items you really want because, with saved configurations, you don’t have to choose this every time! Once you are done you can press FINISH

Can’t find a custom field?

ActionableAgile support the most commons custom field types, here is the full list:

jsw-story-points
float
labels
multicheckboxes
textfield
multiselect
radiobuttons
userpicker
multiuserpicker
gh-sprint
gh-epic-label
gh-epic-link
select
multiversion
rm-teams-custom-field-team
sd-customer-organizations

If you have a field which does not show in the drop down, it could be because it is not currently supported. In this case, please reach out to our support and confirm which custom field type you are missing. This information can only be accessed by your Jira admin in the Custom Field Configuration.

 

At this point, your data should be loaded. To confirm, the header now shows you the name of the data set that is currently being viewed:

If you hover over the information icon you will see more details about the data set you loaded - specifically, whether it is from a board, project, or filter, and it’s name as well as details about any optional filters used:

 

This data set is also now saved and is displayed in the the Data Set dropdown assuming that you don’t already have the maximum number of data sets saved and marked with a star:

The starred Data set will show in “My Data Sets”, the unstarred will show in “Other”.

Choose your default data set

When opening ActionableAgile, you can now decided which data should be your default data set. You have the choice to either load the example data or the last data loaded.

Load a saved data set

To load a saved data set you can simply click on the desired choice directly from the data set dropdown.

Please note that the Legacy Loaders have now been removed.

Find A Data Set

You can currently save up to 10 configurations. Once you have 10, the next time you create a new data set, by editing or creating one from scratch, the oldest one will be removed to make place for the new one.

If you want to ensure that certain configurations never get removed, click the star icon to make them a favorite. This ensures it won’t be replaced. You also can’t delete an item while it is a favorite.

You can currently do 3 things with these saved configurations:

  • Update the name - Click on the name and you will be able to update it.

  • Edit - save time by using a saved filter as a starting point. Change what you need. The result will be a new saved configuration (it doesn’t override the one you edited).

  • Delete - Delete configurations you no longer need so that they don’t take up one of 10 available slots by clicking the bin icon. If you want to delete a favorite configuration, click the star to remove it from your favorites and you will then be able to delete it.

We are getting ready for bigger changes in the coming months… Sharing is coming.

Load external data

You still have the opportunity to load a csv file as normal. This function hasn’t changed. However, with the folder icon gone you’ll find the option here in the data set dropdown.

 

 

Load example data

You can always load the example data from the data set dropdown as well.

Have questions or experiencing problems?

Reach out to us via our support portal and tell us as much as you can about your question or issue and include screengrabs or videos whenever possible.