Exalate - Issue Sync for Jira and More
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Making the case for cross company issue tracking. Stop copying data when exalating issue and task information between you and your partners.
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Exalate - Issue Sync for Jira and More
- 2. Who am I • Francis Martens – founder at iDalko, product manager exalate • https://www.linkedin.com/in/francismartens • Idalko • Atlassian Platinum Solution partner in Belgium and France • Premium add-on developer • Established 2011, 28 colleagues • Providing multiple addons on the marketplace
- 4. Everything is connected to everything
- 5. Challenges of working with different systems Challenges of working with separated environments Information gets lost Status overview is lagging What is happening !?
- 6. Collecting data = complex Aligning statuses = nightmare Coordinating projects = impossible Email is evil - really
- 7. YOUR issue tracker or MY issue tracker?
- 8. Challenges of working with different systems Information clutter equals Business clutter Loosing track of: WHAT? WHEN? HOW? WHO? WHY?
- 10. Why is real-time synchronization a solution?
- 11. Always keep crucial information up-to-date Trusted work environment and workflows Keep track of your project
- 12. Demo time
- 14. Synchronisation in action • Create an issue on blue • Exalate to red • Synchronise any information
- 16. • Operation • Post Function – to integrate in the workflow • JQL for automated triggers • API
- 22. Issue Synchronisation requires Field Level Synchronisation • Fine grained synchronisation capabilities is a must • Ability to map the incoming data according to local configuration
- 24. Workflow orchestration • Agree on how you work together • Take care of local process validations and side effects
- 28. Synchronise all objects • Versions, Components • Users • Epics (and all stories), Sprints, Issue links • Subtasks • Worklogs, Time tracking information • change history • Workflow orchestration • Impersonation of comments • Attachments
- 29. Characteristics of a good issue tracking synchronization solution FLEXIBILITY AUTONOMY RELIABILITY SUPPORT
- 30. Flexibility Look for a future proof solution
- 33. issue.customFields."Remote Assignee".value = replica.assignee ? replica.assignee.displayName + " (" + replica.assignee.email + ")" Flexibility through scripting
- 34. Future proof • Start simple with Synchronisation Templates • Add additional functionality as required thanks to the scripting capability • Exalate allows to sync anything • Scripting engine allows to access the whole Jira process space (on server) ie. Synchronisation of Insight objects • Some limitations on Jira Cloud and HP QC/ALM • New trackers coming up • ServiceNow, Sales Force, Sysaid, Autotask, …
- 35. World class support (Modestly)
- 37. Implement almost any sync case • Status to comment • Single Service Desk project to multiple Software projects • Service Desk replication • Agile Board sync • Multi level escalation • … “As flexible as Jira Itself”
- 38. Reliability !
- 42. Transaction based sync engine • All synchronisation operations are transaction based • Change Order is respected • Any operation can be paused and resumed whenever required • Engine supports Exalate, Unexalate, Clean-up operations
- 43. Autonomy
- 44. Avoid to be “painted in a corner”
- 46. The most flexible synchronization tool on the planet
Editor's Notes
- I would like to make the case to you today for automatic synchronization between issue-trackers. More precisely what pains get created for you when you're using separated issue-trackers or task management systems. And how resolving them creates so much more efficiency and productivity in your work-process, I'll run you through a couple of different use cases relevant to you. And show you exactly how synchronization will solve these problems. And of course, we'll also run you through a demo of exactly how to synchronize multiple issue-trackers. *Suggestions & notes Stefaan: I would like to make the case to you today for automatic synchronization between issue-trackers. More precisely, what pains get created for you when you're using separated issue-trackers or task management systems. Some of these pains you’ll be “painfully” aware of and others you might not have been conscious of, but nonetheless have been causing you a ton of head-aches. We’ll discuss how resolving them creates so much more efficiency and productivity in your work-process, I'll run you through a couple of different use cases relevant to you. And show you exactly how synchronization will solve these problems and save you tons of time in the process. And if you stick around to the end, we'll run you through a live example of exactly how you can synchronize multiple issue-trackers.
- We assume that you are using an issue tracker like Jira on a daily basis to organize your day to day work. Tasks and stories get raised whenever required. These get assigned to users and progressed as agreed internally. At last you have a good grip on the day to day operations. As long as all your colleagues are working on the same environment, managing these activities is a breeze. *Suggestions & Notes Stefaan We assume that you are using an issue tracker like Jira or HP ALM on a daily basis to organize your day to day work. These issue trackers allow us to have a good grip on the day to day operations. Tasks and stories get raised whenever required. These get assigned to users and progressed as agreed internally. Managing these activities is a breeze… As long as all your colleagues are working on the same environment that is. And, as it turns out, that is not always the case.
- The fact is that all of us are working increasingly with other organizations and companies to achieve common goals. Changes are high that these remote teams have their own environment to track the operations, and there lies the friction that we want to solve with a synchronization solution. Working on different systems introduces a completely new set of challenges * Requests need to be tracked on two environments * Whenever someone has a comment that information might get lost or not reach the remote side * Establishing a status overview is always lagging reality. * Data collected through email, by phone or during a conference call will not be a reflection of what is happening at that moment We can imagine there are many other reasons why working on multiple systems results in lost efficiencies and wasted times And we’ll discuss them briefly here.
- We all know the pitfalls of exchanging information through email - email is evil after all. Not all stakeholders are up to date. -Preparing for a status meeting takes ages as you have to collect - manually - from different parties what the status is. -Some of us are using different definitions of done. Aligning different statuses can become a nightmare because 'Resolved' for one person means something completely different for another person. -It is already a PITA for small projects, but it gets more and more complex with the number of tasks in a project, the number of projects to coordinate and the number of parties involved. In conclusion “Email is a real pain”. *Suggestions & Notes Stefaan *Creative “evil Email”. *Screenshots use cases?
- One approach to overcome this challenge would be to decide to track your project from the same place. Either on your own issue tracker or on the issue tracker of your partner. Of course this is the simplest approach, as there is no need to exchange information. as all information resides in a single place. Still this requires from at least one of the teams to work in an environment which is different than where they work on a daily basis. Workflows might be different, ways of categorizations, statuses ... And if gets increasingly complex when you have to work on multiple projects with multiple parties. Can you imagine that you have to access multiple systems to participate in each of the different projects?
- To be able to manage complex projects with many tasks which are dependent one on another, and executed by multiple remote teams, it is important to have a good grip on the information which is being exchanged. Lacking a proper structure on the how, what and when information is exchanged between the different stakeholders results in information clutter. This leads to huge inefficiencies which are in many cases costly to resolve as they require a lot of meetings to ’get on the same page’ A solution where all relevant information is provided in the right context is a major step toward clearing this clutter *Suggestions & Notes Stefaan Creative clutter & chaos of tasks Copy: Losing track of How? What? When?
- We are living in the 21ste century after all. The internet allows us to get the information we require in the environment we daily use. A typical example is your contact list. Whenever you make a change to a telephone number, this information will be synchronized with your contact list on your phone. There is no manual interaction required to ensure you have the most up to date information whenever you need to dial that person You might wonder why we are still reverting to manual data copying whenever exchanging information in our professional environment. Having a straightforward way to integrate your issue tracking system with your partner environment makes a lot of sense *Suggestions & Notes Stefaan Title: A. How synchronization declutters the world. B. The proficiency of synchronization Creative synchronization and screenshot synchronized contact list in phone
- Synchronize all relevant issue data from your subcontractors into your own environment, giving you a complete view of progress status without affecting your own workflow and environment. And keeping your confidential data secure.
- Your customer-facing team logs issues in one system and external subcontractors do the same in another system. These subcontractors play an important role in resolving these issues and you need to collaborate regularly. How can your team deal with multiple issues efficiently when some of the issue information is maintained into 3rd party systems? There is the risk that you miss details and need to manually interact to resolve every issue. Opening up your own issue tracker to collaborate creates additional problems, like having to configure privacy configuration and workflows. Furthermore - how do you ensure that the SLA's are respected when raising an issue through telephone or email. When was the call placed or the email received by the third party. Having a way to know when the issue has been raised in the remote system, will help to check the service level agreements Synchronizing the information between your issue tracker and those of your subcontractors will ensure that the information is always up to date on both ends. No need to manually copy data to establish the status of your project Better customer satisfaction\ *Suggestions & Notes Stefaan Let’s say you have a customer-facing team who has to collaborate with external subcontractors. (add example?) You’ll need to collaborate regularly with these subcontractors since play an important role in resolving issues. Both teams log issues in separate systems. How can your team deal with multiple issues efficiently when some of the issue information is maintained into 3rd party systems? There is the risk that you miss details and need to manually interact to resolve every issue. Opening up your own issue tracker to collaborate creates additional problems, like having to configure privacy configuration and workflows. Furthermore - how do you ensure that the SLA's are respected when raising an issue through telephone or email. When was the call placed or the email received by the third party. Having a way to know when the issue has been raised in the remote system, will male checking service level agreements so much easier. The solution: Synchronizing the information between your issue tracker and those of your subcontractors will ensure that the information is always up to date on both ends. No need to manually copy data to establish the status of your project Better customer satisfaction --> Add smiley face