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How to create and manage filters in Jira?


Posted by
Dimitrios Ballas

June 11, 2019

Filters are a very useful Jira feature: they allow you to execute common searches without having to recreate the same search over and over. Filters are visible in the user interface and are commonly used to display certain information in Dashboard gadgets, Project Boards, and Project Reports. You can also use filters to create user notifications and keep them updated about issues matching a filtered search.

Creating Filters in Jira

In order to create a filter, go to Issues > Search for Issues to define your search. Make sure to execute it to confirm that the syntax is correct. Finally, click Save as and choose a name for your new filter. That’s all there is to it!

 

 

You can also create lists for your favorite filters. To add a filter to your favorites, just click on the star icon next to the filter name.

To view the filter you just created, click on Issues.

If you also use Confluence and have it connected to your Jira, you can display search results on a Confluence page by copy-pasting the filter URL to the page. Confluence will automatically add the Jira issues macro.

Configuring filters in Jira

To access your filters, navigate to Issues > Manage Filters. From there, you can edit your filter’s details as well as work on filters that other users have shared with you.

Users can also Manage Viewers and Editors and Manage Subscriptions for their filters.

How to manage Viewers and Editors

By default, a filter is set to Private, which means only the user who created the filter can see it. In order to make it visible to other users, you have to share it with them. Viewers and Editors can be set to Public, Groups, Projects (including specific Project Roles), or any logged-in user.

Users with View permission can see the filter, use the filter in Dashboards, Project Boards etc. and see the filter’s query search. Users without View permission will not be able to do any of the above. They also won’t be able to see any Dashboard gadgets based on those filters.

Users with Edit access to a filter will have all the permissions viewers have, plus the ability to edit the filter by changing the query. They can also edit filter details like its name and description, and edit the filter’s view and edit permissions by adding or removing users.

 

 

Filters used in Project Boards are shared with all users who have access to that Board. If you create a Project Board based on a saved Private filter and share the Board, the filter will also change from Private to Shared.

How to manage subscriptions

Issue Filter email subscriptions are used to keep users informed about updates to the filter. Set a query, define a run time interval, and Jira will send emails with search result snippets at each interval. To access your subscriptions, navigate to Issues > Manage Filters > Subscriptions.

Both the filter owner and any users who can see the filter will be able to add subscriptions. You can also define different subscriptions and run time intervals per group. Subscriptions are not just a great way to stay informed about new incoming issues; they also allow you to keep track of high-stakes issues for your business. Be aware that the subscription email will only include the first 200 search results, though.

 

 

Every filter has one owner. By default, this will be the user who created the filter. Only the owner can change filter ownership or delete the filter altogether. Filter ownership can only be changed for shared filters, and only by the Jira administrator (even though they are not the owner). To configure ownership, go to (top right corner) > System > Shared Filters. Use the cog next to each filter to change the owner.

Best practices for using issue filters

Beware of the change

Filters are application-level items. That means changing a filter will change the results of the search for every element using that same filter. Make sure to check for shared users and subscriptions to that filter before making any changes, so you know who will be affected by it.

Write efficient JQL queries

Creating queries for filters can be tricky: Jira provides many different ways to filter to get similar results. Filters should always be based on projects, so they focus on information relevant to you. It can be useful to start with a more general search (e.g. by Project or Status) and then narrow your scope to the specific information you need (e.g Priority, fields values). It’s also highly recommended to create queries that will require minimal updating. Be consistent in the way you create searches, so they will be easier to understand. The basic concepts behind creating JQL queries are listed here. If you want to try something more complex, try the functions provided here.

Keep it consistent

Similarly, you will need to be consistent when naming filters. Since all users can create and share their filters, your Jira instance may be dealing with a great many number of filters. If there is no naming convention, it will eventually be difficult to find the filter you’re looking for. There’s also a major risk of duplicate filter names. That’s why it’s highly recommended to define a naming convention for all users to follow.

Be sure to check shared filters for any users whose access needs to be deactivated (e.g. when they’re leaving the company) and their filter ownership transferred to an active user. The most efficient way would be to have one designated user managing and editing these.

 

Need help managing your filters? Contact our support team or get in touch with your local sales executive.