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Section 2 - Setup for the APPMAPPING project

Objectives

This section is to set up the Jira project to store the mappings between the Application to the Data Owner, System Owner and System Admins.

The App Mapping project is only an example. You can use another Jira project with a different issue type as a replacement.

Steps

Overview

This section has more steps

  1. Set up the Lookup Mapping issue type

  2. Create a new project using a template

  3. Modifying the issue types

  4. Updating the screens

  5. Granting access by updating the project roles

  6. Populating the entries as issue

  7. Creating a search filter to facilitate reference

1. Set up the Lookup Mapping issue type

  1. Go to Settings > Issues

    Jira Settings - Issues.png


  2. Select Issue Types from the left side menu

    Jira Settings - Issue types.png


  3. Click on Add issue type button on the top right corner

    Add issue type.png


  4. Fill in the info

    1. Name: Lookup Mapping

    2. Description: Stores the mapping which is used for the Lookup

      Add new issue type 2.png

  5. Click on the Add button


2. Create a new project using a template

We use the Task Tracking as a template and modify the schemes to speed up the process

  1. Select Settings > Projects

    Jira Settings - Projects.png


  2. Click on Create project

    Create project.png


  3. Select Work Management from the left menu and then Task Tracking

    Create new project 02.png


  4. Click on the Use template button

    Screenshot 2022-04-13 at 9.35.02 PM.png

  5. Fill in the details for the mapping project

    1. Name: Application Mapping

    2. Project type: Company-managed

    3. Key: APPMAPPING

      Screenshot 2022-04-02 at 11.04.01 AM.png

  6. Click on the Create project button


3. Modifying the issue types

  1. Click on the Project settings on the left sidebar of the newly created project

    Project Settings 01.png


  2. Select Issue types from the left sidebar

    Project Settings - Issue Types.png

  3. Click on the Actions dropdown menu and select Edit issue types

    Project Settings - Edit Issue Types.png


  4. Rename the Scheme Name to APPMAPPING: Lookup Mapping Issue Type Scheme

  5. Remove the Task and Subtask issue types and add in the Lookup Mapping issue type by dragging the issue types across the 2 columns

  6. Change the Default Issue Type to Lookup Mapping

    Update Issue Type Scheme.png


  7. Click on the Save button at the bottom to save the change

4. Updating the screens

We need to add the fields into the project by updating the Screens

  1. Go back to the Application Mapping project from the Projects menu

    Recent project menu.png


  2. Click on the Project settings on the left sidebar

  3. Select the Issue types from the left sidebar

    Project Settings - Issue Types.png


  4. Click on the Screen scheme on the rightmost column (e.g. APPMAPPING: Task Management Screen Scheme)

    Edit Screen Schemes - 01.png

  5. It will display the screens associated with various issue operations

    Edit Screen Schemes - 02.png

  6. For simplicity, we will use 1 screen for all operations. So you can click the Delete link for the APPMAPPING: Task Management Create Issue Screen. If you want to hide certain fields in the Create issue screen, you can retain this and configure the fields.

  7. Click on APPMAPPING: Task Management Edit/View Issue Screen to configure the fields to display in that screen

    Edit Screen Schemes - 03.png

  8. Update the fields to include those fields used for the lookup and remove those unwanted fields

    Update Screen Fields.png



For good Jira admin practices, you can also rename the following items from Task to Lookup Mapping to facilitate future administration

  1. Screens

  2. Screen Scheme

  3. Issue Type Screen Schemes

Renamed Screen elements.png


5. Granting access by updating the project roles

We need to update the project so that it is possible to add issues into this project

  1. Go to Project Settings > People

    People menu item.png


  2. Click on Add people button on the top right

    Update project roles.png


  3. Add jira-software-users to the Users role and click on the Add button

For this case, jira-software-users is the group of licensed users.

Actually there is no need to grant access to all users. The Lookup Manager app has BROWSE access for this Jira project to perform the lookup. So you only need to grant access to those who need to browse/update this project.

6. Populating the entries as issue

You can create the 3 issues

Summary

Application

Data Owner

System Owner

System Admin

Bitbucket

Bitbucket

Hudson

Stella

Leon

Confluence

Confluence

Simon

Ian

Leon

Jira

Jira

Hudson

John

Leon


  1. Click on the Create button at the top menu bar

    Create Issue top menu.png


  2. Fill in the fields as per the table above

    Create mapping issues.png


  3. Click on the Create button to save

  4. Repeat until all the rows of the table above are populated


7. Creating a search filter to facilitate reference (Bonus)

You can create a search filter and add it as a project shortcut so that all the users can view the mappings in a tabular view conveniently


  1. Click in the search bar at the top menu bar

  2. Select Advanced issue search

    Selecting advanced search.png


  3. Enter the JQL below and click on the Search button to find all issues in the APPMAPPING project

    project = APPMAPPING
    Select all appmapping issues.png

  4. Click on the Save as link to save this search as a filter

  5. Enter APPMAPPING - All issues as the Filter Name and click on the Submit button

    Save filter.png

  6. Click on the Details link to update the permissions to grant all project users access

    Filter Details.png


  7. Click on Edit permissions

    Edit permissions.png


  8. Add all roles for Application Mapping project to have view access

    Edit Filter Permissions.png

  9. Click on Save button

  10. Click on Columns and select Filter tab in the popup

    Select filter columns.png

  11. Configure the fields to be displayed in the filter to something like this

    Mapping table columns.png


  12. Once it is done, you can copy the URL of the page
    (e.g. https://<yoursite>.atlassian.net/issues/?filter=<some numbers>

  13. Go back to the Application Mapping project from the Projects menu

    Recent project menu.png


  14. Select Add shortcut from the left sidebar

    project settings - Add shortcut.png

  15. Fill in the details and click on the Add button

    1. Web address: Paste the URL from step 12

    2. Name: Mapping Table

      Add shortcut.png

  16. Now all the project users can click on the Mapping Table link on the left sidebar to access the tabular view

    Updated project settings.png


Next

Now you are ready to proceed to the next section: Section 3 - Setup for the SD project