Administrator's Guide


App Installation

At first, the Subscriptions application should be added to your Jira and enabled. Read how to find, add and manage the Server apps (Atlassian documentation).

After installation you will be able to manage the filters and subscriptions.

Admin subscriptions


Duplicates Search Service Management

One of the app's features is duplicative filters search. As the search can be slow and heavy due to the number of filters in the system, this search to be performed not in the real time but on timer.

The default timer settings are: once a day at 1 a.m. (server time)

These settings can be changed in Administration > System > Services section. Check and change the settings if required.

service

service management


Filters & Subscriptions Management

Navigate to Administration > Manage Apps > Subscriptions section – the grid with five tabs will be displayed.

The grid contains information about saved filters and subscriptions to these filters distributed between the following five tabs:

  1. All filters
  2. All subscriptions
  3. All filters with invalid JQL
  4. All objects with inactive owner
  5. Duplicates filters



All filters

The tab contains the list of the filters saved by all Jira users with the following information available for each entry:

  • Filter name

  • Filter owner

  • Filter sharing info

Use this tab to find all filters of the particular user or understand the typical filters the users create – great tool for the optimisation and ideas for new boards.

filters


All subscriptions

The tab contains the list of subscriptions of all Jira users with the following information is available for each entry:

  • Filter name
  • Filter owner
  • Subscribers (user group or particular user)
  • Subscription schedule

Find the popular filters here: see how many users subscribed to a filter. Here you can also reveal the number of subscriptions of the particular Jira user.

If you already checked the filters with invalid JQL – check who is subscribed to such filters.

subscriptions


All filters with invalid JQL

The tab contains the list of invalid filters saved by Jira users with the following information is available for each entry:

  • Filter name
  • Filter owner
  • Warnings – the reason why the filter is invalid.

Find all filters that don't work for a reason and check this reason. The typical reason of filter invalidity is that a field the filter depended on was deleted. Ask if the filter owner and filter subscribes need the filter to be fixed and delete the filter otherwise.

invalid JQL


All objects with inactive owner

The tab contains the list of filters and subscriptions of the users who don't have access to Jira anymore. The following information is available for each entry:

  • Filter name
  • Filter owner
  • List of subscribers
  • Subscription schedule

This tab is convenient to manage the filters and subscriptions of the user who don't work in Jira. Check if someone subscribed to their filters and delete the subscriptions of the inactive users if any.

inactive owner


Duplicates filters

The tab contains the list of filters with their duplicates. The duplicative filters returns the same information no matter who uses it. They don't contain queries like "Reporter = CURENT USER" or other that may the filters work differently depending on conditions.

Go to the filter results by clicking it name – you will see the results and be able to check the JQL in a new tab.

Decrease the number of unnecessary filters in the system by deleting the duplicates (but check the filter subscriptions before).

Note that the duplicative filters search should be set up at first.



duplicative filters

Actions available for the filters and subscriptions

The app provides the Jira admin ability to perform different actions to the filters and subscriptions of all Jira users. If you are going to delete or manage user filters and subscriptions ensure the user was acknowledged in advance. Each tab (excluding the Duplicates filters one) allows user to perform the different kind of actions to the tab entries.


Filter validation

Check if the filter query is valid by selection the Validate option in the entry action menu.

Following are the examples of validation results (for valid and invalid filters). For a valid filter you will see the pop-up that disappears automatically. For an invalid filter you will see the pop-up with the message describing the reason of the filter invalidity. Such message won't disappear automatically to allow you to investigate the problem.



validate



Subscription management

Go to the filter subscriptions by selection the Manage option in the entry action menu.

You will be redirected to the page containing the filter subscription and will be able to add a subscription, manage the existing ones and/or delete them.

manage

manage the subscriptions


subscription management


Filter name and owner editing

Change the filter name and/or owner by selection the Edit option in the entry action menu.

This option may be useful when the filter belongs to an inactive (check the All objects with inactive owner tab) user but still being in use by others.

edit filter



edit filter


Filters and subscriptions deleting

Delete the filter / subscription (depends on the selected entry) by selecting the Delete option in the entry action menu.

When deleting a filter the relevant subscriptions will be deleted automatically, so check the subscriptions first by selection the Manage option.

delete


deletion confirmation


Mass deletion

The mass deletion is available both for filters and subscriptions. Tick the checkboxes for the entries you'd  like to delete and select the Delete selected option in the right upper menu. You can select all page entries at once by ticking the upper panel checkbox.

When deleting a filter the relevant subscriptions will be deleted automatically – check the subscriptions first by selection the Manage option.

mass deletion

mass deletion confirmation