Sharing and Collaborating on Views in Jira Plans

Sharing views in Jira Plans allows team members to access the same project information, facilitating collaboration and improving communication. This guide provides step-by-step instructions on how to share views, collaborate effectively, and best practices for teamwork in Jira Plans.

Step 1: Access Your View in Jira Plans

1. Log in to Jira: Open your web browser and log in to your Jira instance.
2. Navigate to Plans: From the main navigation menu, click on “Plans.”
3. Select Your Plan: Choose the plan that contains the view you want to share from the list of available plans.
4. Open the Desired View: Use the “Views” dropdown menu to select the view you want to share.

Step 2: Sharing Your View

• Open Share Settings:
• In the view, look for the “Share” button or option, usually located near the top of the screen or in the view settings.
• Select Users or Groups to Share With:
• In the sharing settings dialog, you can specify which users or groups you want to share the view with. You may have options to:
• Add Individual Users: Type in the names or email addresses of specific team members.
• Add User Groups: Select from existing user groups within your organization.
• Set Permissions:
• Determine the level of access for the users or groups you are sharing with. Common permission levels include:
• View Only: Users can view the shared view but cannot make changes.
• Edit Access: Users can make changes to the view and its settings.
• Adjust permissions based on the needs of your team.
• Save Sharing Settings:
• After selecting users and setting permissions, click the “Share” or “Save” button to apply the changes.

Step 3: Collaborating on Shared Views

• Using Comments:
• Team members can leave comments on specific issues within the shared view. To add a comment:
• Click on the issue you want to comment on.
• Use the comment section to provide feedback, ask questions, or discuss details.
• Mention team members in comments by using the “@” symbol followed by their username (e.g., @username) to notify them.
• Reviewing Changes:
• If you have granted edit access, team members can make changes to the view. Regularly review these changes to ensure the view remains aligned with project goals.
• Use the “History” or “Activity” log (if available) to track changes made by team members.
• Conducting Regular Check-ins:
• Schedule regular meetings or check-ins to discuss the shared view, review progress, and address any issues or questions.
• Use the shared view as a reference during these discussions to keep everyone aligned.

Step 4: Managing Shared Views

• Updating Permissions:
• If team dynamics change, you may need to update sharing settings. To do this, return to the share settings and adjust user access as needed.
• Removing Access:
• If a user no longer needs access to the view, you can remove them from the sharing settings. This ensures that only relevant team members have access to sensitive information.
• Archiving or Deleting Views:
• If a view is no longer needed, consider archiving or deleting it to reduce clutter. Ensure that all team members are informed before making such changes.