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Large Scale JIRA Administration

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  • 1. Large Scale JIRA Administration David McCutcheon • LinkedIn Matt Doar • ServiceRocket
  • 2. JIRA and LinkedIn SOME CONTEXT OUR JIRA JOURNEY Y O U R TA K E A W AY S
  • 3. Behind the Scenes •  JIRA •  Git, Subversion •  Artifactory •  Ant, gradle •  Many local tools •  About 15 people
  • 4. What do we use JIRA for? JIRA replaces email and spreadsheets •  Engineering issues bugs •  Operations tasks •  IT helpdesk, HR helpdesk, Accounts helpdesk … •  Purchasing •  Data recording for automated tests (starting)
  • 5. “It’s corporate glue”
  • 6. JIRA at LinkedIn SOME CONTEXT OUR JIRA JOURNEY Y O U R TA K E A W AY S
  • 7. We have more than … •  500K issues •  1000 custom fields •  200 workflows •  And 10K LDAP users and groups ... who all want their JIRA their way
  • 8. Too many administrators
  • 9. Leads to unexpected changes •  Lots of changes to JIRA are requested •  More than we can handle •  For a while we gave out admin privileges like free candy •  That makes JIRA unstable
  • 10. New features? It’s upgrade time!
  • 11. Upgrades happen once a year •  JIRA is integrated with at least a dozen other systems, testing needs coordination •  Lots of email template changes exist •  There are many JavaScript snippets in field descriptions •  It’s hard work!
  • 12. JIRA Spam
  • 13. Email - a necessary evil •  People need to know about changes •  They want to know in minutes not hours •  But they can’t handle the volume anyway •  Neither can our mail server sometimes
  • 14. We got help. •  Went to an Atlassian User Group •  Met people from ServiceRocket (aka CustomWare) •  They’re a local Atlassian Platinum Expert •  Matt Doar works for them and onsite for us
  • 15. JIRA at LinkedIn SOME CONTEXT OUR JIRA JOURNEY Y O U R TA K E A W AY S
  • 16. Growth Where do we go from here? •  Federated JIRA instances is the current plan •  Archiving would be even better since SOX prevents deleting issues •  Use schemes to make some older projects readonly or hidden •  Provide a simple set of scheme choices for project admins
  • 17. TA K E AWAY S Growth Takeaways •  Create custom screens rather than using the default screen to avoid “surprise fields” •  Use custom issue type screens, since the default issue type scheme changes as new types are added •  Prefer roles over groups in schemes so you can delegate to project administrators
  • 18. Governance Chaos grows with the number of administrators •  For any tool you need at least one admin plus a spare •  “Double digits denotes danger” •  JIRA’s project Administrator role is the way to go •  But set expectations to avoid frustrating project administrators
  • 19. Make JIRA your metatracker
  • 20. What’s a metatracker? It’s where you track issues about the issue tracker •  Use a project to create issues for changes to JIRA •  Use a Kanban Agile board to track work •  Handle the small Tasks every day •  Larger requests can be Epic issues
  • 21. Upgrading a large JIRA Lots of planning and testing •  Thoroughly prepare the list of tasks •  Testing is assigned to project leads and owners of other integrated systems •  Must upgrade in staging to be able to test •  Test issue create and edit, attachments, all status changes, searches, dashboards and all add-ons
  • 22. That isn’t just for JIRA
  • 23. TA K E AWAY S Upgrade Takeaways •  Document every file change for the next time •  Version control may be even more useful than automated deployment •  Use #include to minimize changes to standard email templates •  Avoid custom JavaScript in field configurations
  • 24. Is Email even the right tool?
  • 25. Outgoing Email [ J I R A ] ( S U M M I T- 1 2 3 ) Yo u h a v e m o r e t h i n g s t o d o … •  Monitor the length of the mail queue •  Some problems are due to long timeouts •  Some may be due to rate limiting at the mail server •  Best practice is to use authentication when sending but not always …
  • 26. Incoming Email JIRA reading email from many people and apps •  Poll for email less often than once a minute if you have many aliases and a few mailboxes •  Tell people what JIRA expects in an email, e.g. Subject, From address •  With more than a dozen projects receiving email use the JEMH add-on instead
  • 27. TA K E AWAY S Email Takeaways •  Use an email address dedicated to JIRA, with no people using it directly •  Regularly check the JIRA log for problems with contacting your email server •  Check for subscriptions to groups •  Check user has chosen to receive email about their own changes
  • 28. A Few Good Ideas •  Use a subscription to find dodgy workflows: status != Closed and resolution is not empty •  Having a consistent way of naming JIRA schemes really makes maintenance much easier, e.g. “Project X : Bug : Create Screen” •  If an administration needs to be automated or fast, try Jamie Echlin’s Script Runner add-on first
  • 29. TA K E AWAY We’re Nearly Done •  JIRA does 80% of what is wanted out of the box •  This leads to rapid success •  Getting the next 10% for an enterprise is more work, but is definitely possible
  • 30. “It’s corporate glue”
  • 31. Thank you! Matt Doar • matt.doar@servicerocket.com David McCutcheon • LinkedIn