Price adjustments Atlassian

Atlassian Cloud: Price changes in October 2023 and product changes in November 2023

Atlassian Cloud is at the center of many teams' minds when it comes to effective collaboration. There are now some changes coming to the pricing structure and individual products in October 2023. These pricing adjustments affect the Atlassian Cloud products, among others Jira, Jira Service Management, Confluence and Access.

The adjustments are made for the Atlassian Cloud on October 18, 2023 and for the Jira Cloud Products on November 1, 2023 come into force.

In this article we will give you an overview of the price and product adjustments.

The most important at a glance

  1. The increase in list prices concerns:
    • Jira Software and Confluence (5 %)
    • Jira Service Management (5-30 %)
    • Access (for more than 1,000 users 10 %)
  2. Cloud pricing increases for renewal subscriptions to Jira Software Premium, Jira Service Management Standard, Jira Service Management Premium, and Atlassian Access.
  3. New automation limits for Jira Cloud products go into effect on November 1, 2023.

Why do the prices change?

These adjustments underscore Atlassian's commitment to developing innovative products that better connect teams and increase their efficiency. Over the past year, Atlassian has introduced various security updates and new product features, including guest access for Confluence, progressive deployment and improved security features in Jira Software, and advanced incident and change management in Jira Service Management.

Detailed information on pricing adjustments for the Atlassian Cloud

In this table you will find all the information about the price adjustments and how the changes will affect your existing licenses.

Increase in percent (%)
Jira Software Cloud
Standard, Premium, Enterprise
5 %
Jira Service Management Cloud
Standard, Premium, Enterprise
0-250 agent tier: 5 %
251-500 agent tier: 30 %
All other agent tiers: 20 %
501 - 1,000: 25 % (JSM standard)>1,000: 20 % (JSM standard)
501 - 2,500: 25 % (JSM Premium)>2,501: 20 % (JSM Premium)
Confluence Cloud
Standard, Premium, Enterprise
5 %
Access1.000+ users<1,000 users: 0%
1.000+ User tier: 10%

In addition, Atlassian is increasing the preferential pricing/pricing on renewal of existing subscriptions to its cloud products. This applies to Jira Software, Jira Service Management and Jira Access.

You can find more information about the price adjustments on the Atlassian website.

Product customizations for automations in Jira Cloud products

In addition, Atlassian announced changes for performing automations for Jira software, Jira Service Management, Jira Work Management, and Jira Product Discovery. These will come into effect on November 1, 2023.

In the previous model, customers receive a single, common limit across all Jira Cloud products. For example, if a customer has Jira Software Free and Jira Service Management Standard, they receive a total of 600 executions of automation rules per month (100 from Jira Software Free and 500 from Jira Service Management Standard) that can be used in both products.

In the new model starting November 2023, each Jira Cloud product has its own usage limit. Each automation rule will use the limit of a specific product when it is run. The limits for the Atlassian Free and Standard plans will increase to reflect this. The automation limits in the new model are as follows:

Product and tariff New Automation Limits / Month 
Jira SoftwareFree100
Standard1.700
Premium1.000 per user/month
EnterpriseUnlimited
Jira Service ManagementFree500
Standard5.000
Premium1.000 per user/month
EnterpriseUnlimited
Jira Work ManagementFree100
Standard1.000 
Premium100 per user/month
Enterprisen/a
Jira Product DiscoveryFree200
Standard500
Premiumn/a
Enterprisen/a

Here you can find more information about limits for automations.

More updates from Atlassian: Improved support for cloud migration

The pricing adjustments are just a few of Atlassian's recent changes. The company has also revised its support and testing options for migration projects to make it easier to move to the cloud.

Server customers who have not yet migrated to the cloud can now test the cloud for six months. The test phase now also includes support for selected Marketplace applications.

Dual licensing for large server customers has been extended through February 15, 2024, and for enterprise customers through February 15, 2025.

Why is it worth considering a migration to the Atlassian Cloud now?

For Enterprise customers who want to move to the cloud but cannot complete the migration in time for the end of Server Support in February 2024, Atlassian offers an extension of Server Support in the form of Dual Licensing*. (*For all customers who purchase an annual cloud subscription of 1,001 or more users on or after September 12, 2023).

Wondering how the price adjustments will affect you, or already thinking about migrating to the cloud?

Contact us - our experts will check which options are worthwhile for you. We offer you a free cloud assessment: Within a very short time, you will receive a detailed cost calculation for your migration.

Together with you, we will conduct a cloud assessment and tell you what your options are and how to get to the Atlassian Cloud the fastest.

Click here for your personal cloud assessment and for the path to the cloud.

Jira vs Jira Service Management vs Jira Work Management

Jira vs Jira Service Management vs Jira Work Management

In today's fast-paced digital world, effective project management is the cornerstone of successful business operations. But how do you choose the right tool to manage your projects, streamline your workflows, and increase your team's productivity? Dive into the world of Jira - a set of powerful tools that will transform the way you work. In this comprehensive guide, we'll look in detail at the different products, Jira Software, Jira Service Management, and Jira Work Management. At the end of this article, you'll be able to make an informed decision about which Jira product is the best fit for your team.

Jira Software

Jira Software Board
Source: Atlassian

Have you ever wondered how software development teams manage complex projects, meet tight deadlines, and deliver high-quality software? The secret lies in Jira Software, a project management tool designed specifically for software teams.

Key features of Jira software

Designed to support agile methodologies, Jira software provides a flexible platform for planning, tracking, and releasing software. With Jira Software allows you to create user stories, plan sprints, and distribute tasks within your software team. It offers multiple boards (Kanban & Agile) to track work, swimlanes to streamline project view based on predefined filters, and Agile reports to track project progress and address issues.

What sets Jira software apart, however, is its deep integration with other development platforms. It connects seamlessly with popular platforms like Bitbucket and GitHub, allowing developers to view relevant Git commits, branches, and pull requests directly in the context of a Jira software story or bug.

The benefits of Jira software

The benefits of Jira software extend beyond the development team. By streamlining the software development process, Jira shortens time-to-market and helps your company stay competitive. It facilitates collaboration by allowing team members to share information, discuss tasks, and resolve issues quickly. This not only improves the quality of the software, but also increases team productivity.

In addition, agile reports provide valuable insights into your team's performance, helping you identify bottlenecks and make data-driven decisions. Whether you want to track sprint completion with a burndown chart or understand the team's velocity over time, Jira software gives you the data you need to optimize your processes.

Is Jira software right for your team?

If your team is in software development and uses agile methodologies like Scrum or Kanban, Jira is the ideal tool for you. It's designed to support the unique workflows of software teams, making it an excellent choice for developers, testers, and project managers in the technology industry. But remember, Jira's strength lies not only in its features, but also in how well it fits into your team's processes and workflows.

Bonus Tip: If you use Jira software, you can also use Jira Work Management projects.

Jira Service Management

Source: Atlassian

Next we turn to Jira Service Management a platform that optimizes interaction between departments or between the service support team and customers.

Key features of Jira Service Management

Jira Service Management is an IT service management (ITSM) solution that brings together IT support and project management. It has a user-friendly customer portal where users can submit requests, a powerful SLA tracking system, and a knowledge base for self-service support.

One of Jira Service Management's standout features is its built-in ITIL-certified processes. ITIL, or Information Technology Infrastructure Library, is a set of best practices for ITSM that focuses on aligning IT services with business needs. With Jira Service Management, you can leverage these best practices to deliver high-quality IT services.

The benefits of Jira Service Management

Implementing Jira Service Management can lead to significant improvements in your IT service delivery. By providing a centralized platform for request management, it ensures that no request falls through the cracks. The SLA tracking system helps maintain a high quality of service, while the knowledge base reduces the burden on your service desk by enabling users to resolve common issues themselves.

In addition, Jira Service Management facilitates cross-divisional collaboration between IT and other departments. This not only leads to faster problem resolution, but also promotes a culture of transparency and collaboration within the organization.

Another important advantage of Jira Service Management is the asset management (database). This can also be used well internally.

An example: A new employee needs work equipment

The employee fills out a form, whereupon a ticket is created. HR approves this ticket and the laptop is shipped. The laptop is then documented as an asset in JSM.

Link with Confluence

Jira Service Management can be directly linked to a Confluence Knowledgebase . When employees submit a service request and the requested topic already exists in the knowledge base, the system provides articles from the knowledge base that address the issue based on the request. This often allows service requests to be resolved in advance without having to open a new ticket or call in a service representative.

Is Jira Service Management right for your team?

If your team is responsible for delivering or supporting IT services, Jira Service Management is an indispensable tool. It's designed specifically to meet the needs of IT service teams, making it the ideal choice for IT managers, service desk agents, and anyone involved in delivering IT services. Whether you're a small business with a single IT support staff or a large enterprise with a dedicated IT department, Jira Service Management can transform the way you deliver IT services.

Jira Work Management

Source: Atlassian

Jira Software and Jira Service Management focuses primarily on software and IT teams. But then what tools should other teams in an organization use? This is where Jira Work Management into play.

Key Features of Jira Work Management

Jira Work Management is a project management tool designed for business and operations teams. It offers a number of features, such as a work tracking board, built-in calendar, forms, and pre-built project templates. Whether you're planning a marketing campaign, tracking HR tasks, or managing a finance project, Jira Work Management is the right tool for the job.

One of the unique features of Jira Work Management is the customizable workflows. You can customize the workflows to your team processes to ensure that the tool fits seamlessly into your existing processes.

The benefits of Jira Work Management

Jira Work Management can significantly increase your team's productivity. By providing a single platform for scheduling, tracking, and managing work, it eliminates the need for multiple tools, reduces complexity, and saves time. Customizable workflows ensure that the tool adapts to your team, not the other way around.

In addition, Jira Work Management promotes transparency and accountability in the team. Everyone has a clear overview of their tasks, deadlines and responsibilities, which leads to better coordination and collaboration.

Is Jira Work Management right for your team?

If your team works in business areas such as HR, Marketing, Finance or Design, Jira Work Management is the right tool for you.
Atlassian developed it to support the specific workflows of business teams. That's why it's a great option for project managers, team leaders, and anyone involved in managing business projects. Jira Service Management is also used by teams outside of IT, such as human resources and materials management.

In addition, Jira Work Management can be used without much configuration effort. However, the functional scope of JWM is significantly more limited compared to Jira, which is why many of our customers prefer to use Jira software.

Take action: Talk to our Atlassian consultants

Now that you've gained a comprehensive understanding of the various Jira products, it's time to act. Our Atlassian consultants are ready to help you choose the right Jira product for your team, assist you with setup and customization, and provide ongoing support to help you get the most out of your Jira tool. Don't hesitate - contact us today and revolutionize the way your team works!

A comparison: Jira Software vs Jira Service Management vs Jira Work Management

Finally, let's take a look at a comparison table that highlights the key features and benefits of each Jira product:

Jira SoftwareJira Service ManagementJira Work Management
Best forSoftware development teamsIT Service TeamsBusiness and operations teams
FeaturesAgile boards, user stories, sprints, Agile reports.Customer portal, queues, SLAs, formsWork tracking board, calendar, forms, project templates
Business AdvantagesEfficient software development, improved collaboration, data-driven decisionsStreamlined IT service delivery, improved customer satisfaction, improved operational efficiency.Effective project management, improved team collaboration, timely delivery of work
TeamsDeveloper, tester, project manager in the tech industryIT managers, service desk agents, IT service delivery teamsProject manager, team leader, HR, marketing, finance, design, legal, sales, and more.
A comparison of Jira, Jira Service Management and Jira Work Management

Remember, the right Jira product for your team depends on your specific needs and workflows. By choosing the right tool, you can empower your team, optimize your workflows, and drive business success.

Use Jira, Jira Service Management or Jira Work Management efficiently

You want to use Jira, Jira Service Management or Jira Work Management efficiently in your company and need support with setup, integration into existing tools or consulting on a specific use case?

Talk to our Jira expert.

Tobias Koch

Atlassian Consultant

Atlassian product news Team23

Atlassian product news Team23

Atlassians' recent Team23 event in Las Vegas was an impressive showcase of innovative products, integrations and powerful updates aimed at redefining the future of the workplace. In this article, you'll learn which Atlassian product innovations were unveiled at Team23. Among them Atlassian Intelligence, Confluence Whiteboards, Databases, Atlassian Together, Atlassian Analytics, Beacon, BYOK, Jira Product Discovery, OpenDevOps and Compass. 

From revolutionizing data management to improving team collaboration with artificial intelligence. Read on to learn more about the potential of these new solutions and how they can benefit your teams.

Atlassian product news

Atlassian Intelligence - AI in Confluence and Jira

AI is on the rise and is already being used in numerous products. It was only a matter of time before Atlassian introduced it into Jira and Confluence.

What is Atlassian Intelligence?

No matter whether you work with ConfluenceJira Software or Jira Service Management, Atlassian Intelligence helps you with your daily tasks: Meeting summaries, defining new tasks, and even writing responses.

Source: Atlassian

One of the main benefits of Atlassian Intelligence is that it provides institutional knowledge for Atlassian Cloud products, so users don't have to wonder what certain terms or concepts mean. Atlassian AI finds them if someone has already explained them in your Confluence knowledge base.

Another interesting feature of Atlassian Intelligence is that it understands natural language queries and provides instant answers. As a user, you can ask questions just like you would ask a teammate, and the AI will respond with helpful information. Basically, ChatGPT for your Confluence.

Atlassian Intelligence also lets you perform queries, or searches, like a human. It converts queries from natural language to JQL or SQL, which makes it easier to work with Jira Cloud products.

Atlassian Intelligence also provides virtual agents for Jira Service Management that are available 24/7 on Slack and Microsoft Teams to help employees immediately, at any time. This means less waiting and less work for users who need help quickly.

Learn more here: https://www.atlassian.com/software/artificial-intelligence

Confluence whiteboards

Everyone loves whiteboarding to gather ideas and collaborate with colleagues on new ideas or pressing issues. Until now, we had to resort to a physical whiteboard or digital solutions like Miro use

Atlassian product news: Confluence Whiteboards
Source: Atlassian

But now this (and more) is possible with Confluence.

Just like Miro, you can collaborate in real time, illustrate your ideas with stickies, lines, sections, and more, and share stamps, polls, and timers with your teammates.

With Whiteboard in Confluence, you can now turn your ideas into actions. This is done through the deep integration of Whiteboard functionality in Jira and Confluence.

Let's say you found a new set of tasks in your brainstorming session that you want to work on and track. With Confluence Whiteboards, you can now turn your stickies into Jira essues and/or Confluence pages, link Jira essues together to schedule tasks, and edit Jira essues and Confluence pages without leaving your whiteboard.

Learn more here: https://www.atlassian.com/software/confluence/whiteboards

Confluence databases

Who doesn't love to manage all their work in one place? With Confluence Databases, it's not just a dream, it's a reality.

Work aspects like Jira tasks, Confluence pages, due dates, statuses and much more are under your control in one place. It's the perfect solution to stay on top of all your work and make sure it's organized and under control.

What makes Confluence databases special is the live synchronization feature between databases and pages. Imagine always having the most up-to-date information at your fingertips, without tedious manual updates. A time-saver that guarantees you're always up to date.

Confluence Databases gives you the possibility to display your databases as tables, maps or boards. In addition, you can create a personalized view. Simply filter and sort the entries as you like. This makes your data easier to interpret and keeps you informed and up to date.

If efficiency and practicality are your top priorities, Confluence Databases is the right solution for you. User-friendly, powerful, and packed with features that help you get more done in less time, it's time to try Confluence Databases.

Sign up for a trial subscription: https://www.atlassian.com/software/confluence/databases

Atlassian Together

If you're looking for a tool that improves team collaboration and workflows across your organization, Atlassian Together could be just what you need. This powerful platform is designed to increase productivity by supporting team-oriented workflows and enabling seamless collaboration between decentralized teams, business and software units. Atlassian Together supports a flexible and efficient work environment that ensures remote working is as effective as on-site working.

Atlassian product news: Atlassian Together
Source Atlassian

One of the coolest features of Atlassian Together is its support for flexible task management and cross-team collaboration at scale.

This means you can combine structured and flexible working methods to create the best system for your team. What's more, Atlassian tools connect business and software teams to support alignment from development to launch.

Another benefit of Atlassian Together is corporate-grade security. The platform continuously tracks high-risk activities to monitor potential threats to the organization and ensure your team's data is always protected.

Atlassian Together includes a number of useful tools, such as Confluence, Jira Work Management, and Atlas. These tools help with task management, project management, and clear communication, making it easier for your team to collaborate effectively so they can get more done.

Learn more here: https://www.atlassian.com/solutions/work-management/together

Atlassian Analytics

Are you looking for a tool to visualize data from multiple sources and gain insights into your team's performance? Then Atlassian Analytics might be just what you need. With this powerful tool, you can create comprehensive visualizations of data from various sources (e.g. Excel, Google Sheets), including Atlassian products.

Atlassian product news: Atlassian Analytics
Source Atlassian

Atlassian Analytics includes preset templates for service management, asset management, content management, and DevOps use cases, making it easy for users to get started. It also provides a powerful SQL visual interface for custom data analytics and multiple data visualization options so you can create the perfect visualization for your needs.

Atlassian Analytics supports database links to query non-Atlassian data sources such as Snowflake, Amazon Redshift, Google BigQuery, Microsoft SQL Server, PostgreSQL, and others. This means you can use data from a wide range of sources to create comprehensive visualizations.

Atlassian Analytics also provides collaboration features that allow users to embed and comment on diagrams and manage permissions at the diagram level. This ensures that your team can collaborate effectively and make data-driven decisions.

Atlassian Analytics leverages data from multiple Atlassian products to accelerate decision making across DevOps, IT service management and business teams. The service connects seamlessly with the Atlassian Data Lake for data sources, allowing users to configure which products and instances to pull data from.

Learn more here: https://www.atlassian.com/platform/analytics/what-is-atlassian-analytics

Beacon

Atlassian has unveiled Beacon, a software solution to detect, investigate and respond to risky activity in its cloud products. Beacon uses automated alerts, comprehensive investigation tools and response mechanisms to protect organizations from threats such as unauthorized data leakage, unauthorized access and insecure configurations.

Atlassian product news: Atlassian Beacon
Source: Atlassian

Key features:

  • Automatic alerts for unusual activity in Jira, Confluence and the Atlassian Admin Hub.
  • Detailed risk assessment capabilities, including user location, past alerts, and recent activity.
  • Optimized threat management through alert detail information, status tracking and SIEM forwarding.
  • Integration with Teams, Slack and SIEM to route alerts directly to the appropriate teams.
  • Protect against unauthorized information leakage with alerts on bulk exports, audit log exports, and external synchronization risks.
  • Identify high-risk user behavior at scale, with alerts for suspicious searches, unusual logins, policy changes and more.
  • App access monitoring with alerts for app installations and unsafe configurations.

Beacon by Atlassian provides a comprehensive enterprise security solution that enables instant detection, investigation and response to potential threats across Atlassian cloud products.

Learn more here: https://www.atlassian.com/software/beacon

BYOK - Bring-your-own-key encryption

Atlassian's cloud products already have world-class security measures in place, and customer data is protected at all times by Atlassian-managed keys in the WS Key Management Service (KMS).

As part of Team23, Bring your own key (BYOK) encryption was announced. An upgrade that gives you the ability to encode your Atlassian Cloud product data with keys that are securely stored in your own AWS account. This means you can manage your keys and revoke access whenever you see fit, whether for your end users or for Atlassian systems.

The advantages of BYOK:

  • Less risk: BYOK is like an additional security lock for your sensitive data, giving you an extra layer of protection.
  • Improved data management: Because your encoding keys are hosted in your AWS account, you can log and monitor access through AWS CloudTrail.
  • Increased control: Say goodbye to vendor dependency when it comes to blocking access. With BYOK, you're in charge.

Learn more about the release date and pricing here: https://www.atlassian.com/trust/privacy/byok

Jira Product Discovery

As a product manager, Jira Product Discovery is an invaluable tool that helps you organize, prioritize, and communicate your product ideas and insights.

Atlassian product news: Jira Product Discovery
Source: Atlassian

Imagine having all your ideas, user feedback, and product opportunities from different sources collected in one place and being able to evaluate them effectively.

With this tool, you can say goodbye to shared spreadsheets and presentations. Instead, enjoy the simplicity of custom lists and views to prioritize ideas based on impact, effort, and targeting.

Another outstanding feature of Jira Product Discovery is that it promotes seamless team collaboration. You'll appreciate the clear communication facilitated by custom roadmaps and views that change the way you think about product roadmaps.

And thanks to seamless integration with Jira software, you'll be well-informed from development to delivery and can link your product roadmaps and ideas to Epics for a holistic view.

Essentially, Jira Product Discovery combines the features of spreadsheets and PowerPoint into one easy-to-use tool that saves you from using third-party integration tools. It's your all-in-one solution for efficient product management.

Learn more here and get in for free: https://www.atlassian.com/software/jira/product-discovery

Compass

Compass provides a unified platform for developers to simplify and optimize their work on distributed software architectures. Imagine having a single platform where you can monitor your technical architecture through the catalog feature and apply technical best practices at scale using DevOps Health. This supports your team's autonomy and ensures that the components you work on are secure and reliable.

Atlassian product news: DevOps Compass
Source: Atlassian

Compass improves the user experience for development teams through its extensibility engine that connects information across your entire development toolchain. With real-time updates on component activity and dependencies, you get a consolidated view across development tools. Compass also provides an overarching view of all the components your team is working on, showing their dependencies and responsibilities.

The platform's extensive integration capabilities give you options for customizing components, teams, or global systems. Compass is more than just a tool; it is your partner in creating secure, compliant and efficient software architectures.

Learn more here: https://www.atlassian.com/software/compass

Creative examples for Jira announcement banners

11 creative Jira announcement banner examples

As a Jira user, you know how important clear communication and collaboration between team members is to ensure successful project completion. That's where Jira Announcement Banners come in - a powerful tool to communicate important information and updates to your team members.

Jira announcement banners are a great way to grab your team's attention and let them know about important changes, upcoming deadlines, and new releases. Whether you're a project manager, a team leader, or a developer, the right announcement banner can help you communicate effectively with your team and keep everyone on the same page.

In this article, we'll introduce you to some of the best examples of Jira announcement banners and show you how you can use them to improve communication and collaboration within your team. We'll also discuss the benefits of announcement banners and give you tips on how to create effective banners to get your message across. So, without further ado, let's explore different examples of Jira announcement banners!

Read this articlel to learn how to add a Jira announcement banner to your Jira and add links.

Jira announcement banner example

Jira announcement banner examples

Project updates

Keep your team informed about the latest project updates and changes with an announcement banner. Whether it's a new release, a critical bug fix, or a change in project scope, an announcement banner lets you communicate these updates to your team in a timely and effective manner.

Example: "Attention team members: next week there will be a new version. Please complete all necessary testing and bug fixes by Friday. Let's work together to ensure a successful release!"

Announcements for new team members

Has a new team member joined your project? Or is a team member leaving you? An announcement banner is a great way to introduce new team members and say goodbye to departing ones. It's a great way to build team cohesion and make sure everyone knows who's on the team.

Example: "Welcome to our new team member, John! John will be working with us as a developer, taking care of the backend infrastructure. Let's give him a warm welcome and help him get up to speed."

Critical problems

Sometimes urgent issues can arise that require immediate attention. An announcement banner can be used to alert team members to these issues and give them guidance on how to resolve them. This can help prevent further problems and keep your project on track.

Example: "Urgent: We have identified a critical security issue with the login. Please review and implement the suggested fixes immediately to prevent further security breaches."

Deadlines

An announcement banner can be used to remind team members of upcoming deadlines. This can ensure that everyone is aware of the schedule and can work together to achieve the project goals.

Example: "Just a friendly reminder that the final deadline for the UX redesign project is coming up. Please complete all necessary tasks by the end of Wednesday so that we can stay on schedule with the project.

Company updates

In addition to project-specific updates, an announcement banner can also be used to communicate company-wide updates, such as policy changes or new initiatives. In this way, team members are informed about the broader context of their work and a sense of connection to the entire organization is fostered.

Example: "Attention team members: effective immediately, we are implementing a new work hours policy. Please review the policy and adjust your work hours as necessary."

Training and development

Do you have a new training or professional development opportunity that your team members can attend? An announcement banner can help publicize these opportunities and encourage team members to sign up and improve their skills.

Example: "Exciting news! We've partnered with a leading training provider to offer a series of professional development courses to all team members. Check out the course catalog and sign up for the courses that interest you!"

Product updates

If you are working on a product development project, an announcement banner can be used to inform customers or end users about updates. This way you can keep them informed about new features, bug fixes and other important changes to the product.

Example: "Great news for our users! We've just released a major update to our mobile app that includes some new features and bug fixes. Check it out and let us know what you think!"

Safety warnings

Suppose there is a security vulnerability or other security-related issue. In this case, an announcement banner can be used to alert team members to the problem and provide guidance on how to resolve it. This can help prevent further damage and ensure that everyone is taking the necessary steps to protect the project and the organization.

Example: "Important: We have detected a phishing scam targeting our organization. Please read the warning and take the necessary measures to protect your accounts and data."

Success Stories

Sometimes it's important to celebrate the successes of your team and project. An announcement banner can be used to share success stories and recognize team members for their hard work and contributions. This can boost morale and create a positive team culture.

Example: "Congratulations to our team for completing the project on time and under budget! This was a true team effort and we are grateful for everyone's hard work and dedication. Let's celebrate our success!"

Opportunities for collaboration

Finally, an announcement banner can also be used to highlight collaboration opportunities such as hackathons, design sprints, or other cross-functional projects. This can help break down silos and encourage team members to work together on innovative solutions.

Example: "Calling all designers, developers and project managers! We're launching a design sprint next week to come up with ideas for our next product release. Sign up to be part of the team and help us create something great!"

System updates or downtime

If you're planning a system upgrade or maintenance shutdown, you can use an announcement banner to communicate the details and minimize disruption to team members or end users. This way, you can ensure that everyone is aware of the schedule and can plan their work accordingly.

Example: "Attention team members: we will be performing a scheduled system update on Saturday, March 20 from 12pm to 3pm. During this time, the system will be unavailable. Please plan your work accordingly and contact the IT team with any questions or concerns."

Summary: Jira announcement banner

Overall, Jira announcement banners are an effective tool for improving communication and collaboration within your team. By using clear and concise wording, highlighting important information, and placing the banner in a highly visible location, you can ensure that your message is seen and heard by everyone who needs to know. Try it out and see how your team and project can benefit from an announcement banner.

11 Steps for better code

The 11 XALT steps to Better Code

Wondering how we code and develop software at XALT? In this blog post, we share some of our guiding principles when it comes to software development of any kind. We were inspired by none other than Joel Spolsky (former CEO of Stack Overflow, one of the creators of Trello, among other things), who described the most important steps of programming back in 2000.

Some things have changed and become simpler since then, but the core principles still apply in 2021 and are a quick and easy way to find out if your SaaS business model is actually as good as you think it is, or if it's reaching its full potential. 

If you are in a management or team leader position in a software development company, you should ask yourself the following questions and answer "yes":

(From the point of view of job seekers in the software sector, it is of course always good to know whether your potential employer has its finger on the pulse of the times. (wink))

1. version control - do you use it?

Of course we do, we don't live in the 90s anymore after all. If you want to track changes to your code, manage them, and enable your programmers to collaborate more effectively, version control is critical.

For us, a Git workflow is the be-all and end-all, but depending on the type of project, we use feature branching, continuous delivery, sometimes even Gitflow. Among other things, we use Atlassian's own Bitbucket, as well as GitLab and GitHub Cloud. We place the greatest value on automation.

2. can you create builds in one step?

Yes, and we can even go one better; by using Docker and Bamboo, GitHub Actions and GitLab Pipelines, this is always automatically built for our projects. By using such tools, you can easily automate the integration of code from multiple stakeholders into single builds (keyword Continuous Integration, Continuous Delivery).

You can find more information about our approach here: https://stackshare.io/xalt/xalt and https://www.xalt.de/life-at-xalt/

3. do you create daily builds?

Yes, daily builds are your friend in identifying problems. But why stop there? With CI/CD and automated testing, you can even deploy multiple builds per day! 

We always create daily builds for our customers and also keep test servers ready for them.

4. do you have a bug database?

Yes! Instead of writing bugs on stone tablets, sticky notes, or just from memory, we chose Jira for effective, powerful, and versatile bug tracking. We even went so far as to Integrate Jira with other bug-tracking solutions and never lose sight of a bug. Another great thing about Jira is the easy integration with knowledge bases like Confluence, where you can document all bugs and issues in detail. 

5. do you fix bugs before writing new code?

Yes, we always maintain our technical debts. What are technical debts? Glad you asked! We'll go into more detail about what technical debt means to businesses and programmers alike; you can here read all about it.

Essentially, it's very useful to fix bugs before writing new code. Among other things, this avoids having to go back in time in a software project to figure out why the code doesn't work today. The more time passes, the harder it becomes to remember where and when a bug first occurred. Therefore, the methodology of continuous documentation is a great way to achieve this, apart from fixing bugs as soon as possible 

6. do you have a current schedule?

Always. We live agile software development every day, so the notion of an actual schedule inherently applies to everything we do.

Our tool of choice on this topic is Jira, which can make planning and managing projects as simple as possible and as complex as necessary. 

7. do you have a specification?

You betcha. A product specification is basically a blueprint that describes exactly what the finished product will do, what its core features are, who it's for, and so on. 

To make this easily editable and shareable, we use Confluence and easy integration with JIRA issues, as well as a team of highly skilled and smart cookies who can write technical specs for a given issue like it was your grandmother's cookie recipe. 

8. do your developers have quiet working conditions?

Oh yes, you should provide your programmers (and all other employees of your company) with pleasant and quiet working conditions.

Whether it's in one of our great offices or at home - if you're work for Team XALTyou have the choice of where you work from.

Even after the pandemic, enjoy the benefits of home office and remote working. Still too noisy? We can also outfit you with noise cancelling headphones to help you stay in the "zone" even better. 

Nine. Do you have any testers?

It's important to have testers on your team. How else are you going to notice a bug or a missing feature in your product? When your customers tell you there's a problem? Yes, that's something to avoid, and testing your software can really help.

At XALT, we use automated tests for our builds in addition to unit tests, for example with Jira and Bamboo from Atlassian. With XRAY, tests can even present in beautiful front ends. You can read all about it here: Automatic test management with XRAY. Also, Selenium is another tool of choice to test solutions from the user perspective. 

10. do you do QA testing?

We do that, with the help of Jira and XRAY. You can read more about it in this Blog post read.

11. do you use the best tools money can buy?

Always. Choosing the equipment and tools of your choice is the best way to make everyone in your company feel comfortable. And let's face it - what better way to bribe programmers than to give them all the tools, software, and hardware they need to be happy (aside from decent compensation)?

So when you work with Team XALT, all you have to do is tell us what kind of gear you need and we'll take care of it.


Do you agree with our principles and the way we work? Let us know, and if you're interested, learn firsthand how your company can leverage a few core principles to stand out from competing companies in software development and beyond.

If you are a developer looking for a new challenge in a company that makes working with and on software a pleasure. By following a few basic but very important and strong principles like the ones above, feel free to send us your resume and enjoy a smooth and no obligation hiring process.

Become part of the team!

Work with us on exciting projects and solutions for current, important IT questions in the areas of Atlassian, DevOps and Cloud technologies.

Process digitization and automation with Jira

Digitization and automation of processes with Jira

Are you currently considering digitizing and automating the processes of your sales teams? But you're not sure why or how to go about it? Then ask yourself if this scenario sounds familiar to you:

Someone finds an interesting product online, has a question about getting started or about pricing, and sends the company an inquiry. At this point, it happens all too often that the question is not followed up by an answer.

It seems relatively easy to send a customer or prospect a response to their inquiry. But it often happens, especially with SMEs, that inquiries get lost.

This article explains how we have automated and digitized our sales process with Jira.

Status quo before the automation

We also had to deal with exactly this challenge in our team.

Inquiries about our services and products accumulate through many different channels. These include contact inquiries via our homepage as well as via social media or by telephone.

After an extensive rebranding and search engine optimization of our homepage at the beginning of 2021, these inquiries as well as the interest in our services increased rapidly. While we had established internal responsibilities to create and manage an overview of incoming inquiries. However, due to the number of questions, our channels were overloaded, which meant that individual customer inquiries were lost and often answered weeks later.

Find out why you should digitize your business processes and what benefits you can expect here: Read the article.

Define goals together

As a team, we believe in offering the best possible service to interested prospects and potential customers. That's why we decided to fundamentally restructure and improve our process and implement it with Jira.

To implement our project, we defined 3 basic goals in advance, which we wanted to achieve with the Jira project:

  1. Collect all requests from the different channels in one place (Kanban board) in order to be processed mutually by several team members.
  2. Setting a deadline of 24h until the first contact occurs with a new contact or a new request. For this we have set a SLA of < 24h in the Jira project.
  3. Reduce the manual workload via automations in Jira and automate certain intermediate steps. Since we currently don't have our own sales department, this is particularly important for us.

Using Jira to digitize a sales process

To achieve these goals, we needed an established, digitized sales process that could be easily automated. Jira offers numerous advantages for the implementation of sales processes. Jira makes it possible to integrate all content into one platform and one board. Teams can continue to work efficiently because all necessary customer information as well as information about the communication that took place is stored in the system and can be easily accessed.

In this article, we would like to show you what the concrete implementation with Jira as a basis for sales processes looks like and how we use Jira and workflows for our own sales process.

Jira is a versatile project management tool for departments such as finance, marketing, human resources, and sales. Sales managers can use Jira to channel incoming leads, send automated responses, track processes, or manage quotes.

In Jira, tasks and processes are managed via workflows. A workflow represents the steps of your process and the status that a task (here the request) goes through.

Managing existing and new customer inquiries becomes noticeably easier when you visualize your sales workflow and respond directly to questions about your products or services.

Learn more about Jira and our consulting services

Design of our sales process

At the beginning of our project, we created a conceptual workflow and the individual steps in the process.

The first steps to set up the workflow were:

  1. Brainstorm about the different types of requests.
  2. Evaluating the channels of which requests are coming in.
  3. Detailed discussion, planning, and description of each step in our workflow for new requests.

To create a workflow that meets our requirements, our company's IT and business development experts pooled their content and knowledge. The result represents a flexible workflow with individual processes as well as intermediate steps and partially automated processes.

Even with the most precise planning, it will happen that further adjustments have to be made at a later point in time or additional optimization potential is discovered. This is where a major advantage of Jira comes into play: Changing workflows and automations is uncomplicated and quick, without having to adjust the entire project.

Creation of a Jira project

After defining your own workflow, it is time to integrate it into Jira. To do so, a new project must be created first.

  1. To do this, click on Projects > Show all projects
  2. Then click in the upper right corner on Create project
  3. Select base project* >Enter the name and the project key.

We recommend using the base project template as it provides the best way to track, prioritize, and resolve requests.

Creating the Kanban board in Jira

  1. Next click on Boards > Show all boards
  2. And then in the upper right corner click on Create board
  3. Select Canban board > Select board from an existing project.
  4. Enter the name and select the project that was just created

After the board and project are created, click the Project Settings button to configure preferences such as automation, workflows, SLAs, and users and roles.

Sales Process Kanban Board
Kanban Board in Jira

Digitization and automation in 6 steps

The following tasks and settings must be adjusted after the project and Kanban board have been created:

  1. Automatic conversion of requests into tickets by linking the various channels
  2. Creation of a workflow and the individual statuses
  3. Defining the SLAs
  4. Creation of automations for different process steps
  5. Kanban board configuration including columns and swimlanes
  6. Definition of responsibilities and notifications

This section provides a rough overview of how we implemented our sales process concept into Jira using workflows and automations. Due to the scope, the following points are only a small insight into the project. If you are interested, we would be happy to discuss the project in detail in a separate meeting.

1. Automatic conversion of requests into tickets

To begin with, it must be ensured that all incoming e-mails containing inquiries are automatically processed by the system. To achieve this, Jira needs to integrate the email system. This setting can be changed under Project Settings > Email Request . Make sure thatÔÇŽ

  • you have the authorization to manage the project.
  • public registration or adding clients is enabled for your project to ensure that you receive new requests.
  • have your email channel enabled so that you can use your sales email address to create new requests.
  • have set up an appropriate request type and selected it, so that the requests created from emails are assigned this request type.

After the setup, the incoming requests are transferred and automatically converted into tickets. All requests are thus on one board, which enables the team to work together on these requests without having to keep an eye on the various inboxes.

2. Creation of a workflow as well as the individual statuses

Furthermore, a workflow must be created. For a flexible workflow, it is important to select a Software Simplified Workflow Scheme and to create a link between the individual statuses so that the status of each ticket in this workflow can be transferred to any other status. This creates high flexibility and ease of use. Using the Simplified Workflow, the contents in the Kanban board (including columns and statuses) can be changed at any time.

The workflow for the sales process can then be adapted to an individual, personalized workflow based on the requirements collected during the conceptual design phase. A sales workflow structure can look like the following:

Defining the SLAs

Good customer service ensures that customers remain loyal to you. An important part of good customer service is responsiveness. With Jira, you can achieve good responsiveness and keep your sales team on track by setting SLAs on how quickly requests should be handled. We set the SLA in our workflow to 24h. If the SLA time remaining to review a request is <60 minutes, our assigned team members will be notified.

SLAs can track the following properties:

  • Respond to all inquiries within X hours.
  • Completion of high-priority requests within X hours.
  • Warning about the expiration of an SLA at X minutes before expiration.

Creation of automations for different process steps

In addition to SLAs, additional automations can be created. You can add "When" triggers, "If" conditions and "Then" actions. These parameters define the process and create the automation. For example, for the initial meeting with a new contact, we implemented the first step of our sales process with automations. Thus, a new contact receives an automated mail in advance that we have received his inquiry and are taking care of his request. The status of the request is changed from New to Confirmed.

Free Resource

Case Study - Digitized Sales Process

Fill out this form to download our case study for a digitized sales process.

Additional options for automations

As a next step, we would like to set a first meeting with the interested party to talk about their request and to present our services and way of cooperation. For this, a specific assignee from the team must be associated with the ticket. Furthermore, the ticket must be given either the label lead-de or lead-en.

If, for example, the user XY is set as assignee and the label lead-en is set, the contact will receive an automatic email from the user XY with his meeting link in English. To kick off this automation, the ticket in the Kanban board only needs to be dragged to the Schedule Appointment status field.

Example: Automation Rule

WHEN: status changed > IF: issue matches status = Schedule appointment AND assignee = User XY AND label = lead-en > THEN: send email = Template "Answering contact" AND transition issue = Waiting for appointment AND add comment = 'XALT Bot: Invitation to phone conversation sent'.

Other automations include simple acknowledgement of receipt, a reminder to the customer if there is no response within 72 hours, and an update of the ticket status to Appointment if the customer has signed up for a time slot via the meeting link.

Conclusion - Jira, automation and reporting

In our automated Jira project, we can now answer and process requests easily and flexibly. Due to our SLAs and the bundling of all requests on a project and Kanban board, no requests are lost anymore and we can provide a good service to all contacts. Through tracking and document management in Jira, it is still possible to easily provide all stakeholders with information about the customer, their interests, and relevant documents such as quotes or contracts.

Additional benefits of the implementation are Jira's extensive reporting feature, which gives us insight into how many requests have arrived at the board and how their process flow has taken place.

"Anything that can be digitized will be digitized." - Carly Fiorina, CEO of Hewlett-Packard

Our Best Practices

Our sales process works without an extensive sales team. There are two project owners who have the task of processing the existing requests and ensuring that none of them are lost. The workflow is designed flexible and open, so that consultants who want to process a request themselves have the opportunity to do so according to the workflow. For the various steps in the workflow, from the initial contact to the preparation of the offer, internal contacts with the necessary knowledge are also stored, which can be contacted in the event of a blocker.

In our internal projects, we always follow the philosophy of creating a holistic system consisting of the input of different stakeholders, which in turn creates output and value in different directions, such as customer service or marketing. For this very reason, we have kept our workflow flexible and merged different departments, such as Marketing and Sales, for the project. This ensures that different teams and groups in your company work together, creating synergy effects and team spirit.

Our marketing managers therefore also have access to the project and the Kanban board, which allows them to view the progress of a contact in our sales funnel. The marketing team can accordingly plan marketing activities and provide contacts with further, informative and relevant information about their request.

Vision and outlook

If you think one step further, you could also include Operations personnel and when the status reaches the Offer column, an email is automatically sent to Operations with all the necessary information.

The created quote is sent and the status on the Kanban board is moved to the Closed Won or Closed Lost column depending on whether the quote is accepted or rejected. This again activates an SLA that sends an internal reminder to Operations after 14 days, for example, to check payment receipts.

Free Resource

Case Study - Digitized Sales Process

Fill out this form to download our case study for a digitized sales process.

Atlassian Cloud vs Data Center

Atlassian Data Center vs Cloud - What to choose and when

Atlassian Cloud or Data Center. Both deployment methods have their advantages and disadvantages. Currently, what you choose mainly depends on your requirements, the number of users you need on your systems, the security specifications of your IT-Department and the long term strategy of your organization.

Before we further discuss when to choose Data Center or Cloud, letÔÇÖs first tackle the various pros and cons of each system.

Atlassian Data Center

Atlassian Data Center is a self-hosted method to run your Jira or Confluence systems. Data Centers have the feature of routing server requests through different nodes that are self-hosted. In the event of one node failing, the others are able to handle the load. A server system with different nodes would be worth the effort when an instance has 500 or more users. However, there, are occasions when there are as few as 250 users. Data Centers can save you money in the long run, especially if your company is growing quickly or you want to grow.

Using Atlassian Data Center you are able to take full control over your IT Infrastructure. This way you can:

  • Reduce downtime to a self-controlled minimum
  • Scale the required infrastructure to your requirements (on demand)
  • Full control over data protection and data security
  • Control over the updates for your system
  • Unlimited number of users

Data Centers are independent of the number of users you need for your organization. The Atlassian Cloud, on the other hand, is currently limited to 20.000 users. (They are currently testing up to 50.000 users at Atlassian.)

Atlassian Cloud

The Cloud is here, and it wonÔÇÖt go away. On-premise solutions are no longer an option (at least for most organizations). The question though remains, do you want to follow the trend and be an early adopter, or will you miss the opportunity to adopt future-proof technologies?

Serverless infrastructure (cloud) offers many benefits to organizations throughout the world. Additionally, Atlassian's constant work towards optimizing its product is paying off: concerns regarding security and compliance are being taken seriously and appropriate steps are being taken to close the gaps. Let's take a look at exactly why you should consider the cloud option for your business, now that you know how it works in Atlassian products:

  • 100% Availability: The Atlassian Cloud has guaranteed availability of 99,95%.
  • Faster configuration: Setup and configure new instances within just a few minutes.
  • Automatic Updates: The Atlassian Cloud receives updates as soon as theyÔÇÖre available. No more manual updates *????*.
  • Increased productivity: Leverage modern tools, approaches and features to your advantage and save valuable resources (time)
  • Reduced Management costs: The time for physical hardware, manual maintenance, sunk costs and upgrades are finally over. Moving to the cloud clearly saves you money by removing infrastructure costs from the equation.
  • Pay for what you use and when you use it -> cost-effectiveness

Learn more about hosting Atlassian apps here via Data Center or Cloud here.

Atlassian Cloud or Data Center - What to choose and when

Data centers are chosen by companies when their Atlassian applications have become "mission critical." Ask yourself what the cost of a system outage would be and how valuable the Atlassian applications are to your business. If your entire development team could not work due to a system outage, it would be especially detrimental to your business, since you are paying for the work you do.

In addition, certain organizations have an enhanced need for data control and privacy. Hosting your own Data Center on your own servers means you have complete control over the upkeep and maintenance of the servers, but also have full control over the data at your disposal. Companies with extensive security needs, like banks or health insurers, may find this to be a crucial factor.

Cloud is a long-term investment that allows companies to scale, improve employee productivity, increase speed, and increase innovation.

With both models - cloud and Data Center - you gain reliability, increased productivity, and cost savings. Server users who wish to continue to maintain their own IT infrastructure should consider switching to Data Center.

As you can see, both models have their advantages. In the end, the main factors of choosing cloud over Data Center are up to your requirements.

Need help evaluating the different possibilities? Our Atlassian expert will help you choose the right solution for your requirements and needs.

Get in touch with us today.

Best Practices Cloud Migration - Jira and Confluence

Best Practices Cloud Migration Jira and Confluence

Atlassian Cloud migration of Confluence or JIRA environments is not to be underestimated. Over the years, you've accumulated a myriad of pages and sections that you need to move to the cloud. Your teams have established a wide variety of workflows and have probably come up with custom solutions to make their work even easier and more efficient. In addition, you probably have a myriad of apps on your system from the Atlassian Marketplace that support workflows, or provide important data in Jira or Confluence. Read our best practices for migrating to the Atlassian Cloud now.

Our best practices for migrating to the cloud

Migrating a daily used Jira or Confluence system to the cloud can be a real challenge for your IT department and system admins.

Over the past year (2021), we have already been able to migrate several Jira and Confluence systems from Server / Data Center to the Cloud and have come up with the following migration best practices. We have published our best practices in 6 phases subdivided:

Phase 1: Detailed preparation and analysis

Why do you want to move to the cloud and what do you want to achieve?

No migration is like the other. As mentioned above, each system has different individual characteristics and adaptations. This makes it necessary to first determine all relevant facts why a change to the cloud should be carried out. 

We look at the following points in more detail beforehand:

Working out the qualification criteria for migration to the Atlassian Cloud

An important step in our best practices for migrating to the Atlassian Cloud is to identify the qualification criteria for your systems. This will ensure that there are no unpleasant surprises during the project.

For what reason do you want to move to the cloud? 

Here, several reasons can be relevant for your company. We have briefly summarized some of the most common and currently most important ones for you here:

  1. Cloud adoption across the enterprise and Atlassian systems like Confluence are a part of it.
  2. Is a cost factor the decisive reason? - On Premise or Data Center systems can be very expensive and the administration effort can be high.
  3. The IT infrastructure is no longer managed internally and is managed directly by the system provider.
  4. Restructure and "Get fit for the future" - The cloud is part of your future strategy.

These four points already give you a clue. The cost factor in particular is relevant or even decisive for many companies. Through the Atlassian Cloud, the administration effort of your IT infrastructure is much easier to manage. This is managed and maintained directly by Atlassian in the cloud. This leaves more time to focus on other important things. In addition, you are only charged for what is actually used, and scaling the environment is flexibly realizable from one day to the next.

Your requirements - for the cloud and for existing instances

The cloud has many advantages, but also some disadvantages and is still a very young system. This means that you can't use all the functions and apps you currently use in the cloud. Here you either have to do without it for the time being, or look around for alternatives.

Besides apps and integrations, there are a handful of other requirements you'll probably need to meet. 

To help you get started, we have summarized the most relevant requirements for Confluence here:

The most common requirements and questions

  1. What does your Strategy for migration out?
    1. Directly - All data, integrations, apps and users move to the cloud.
    2. Step by Step (Phased Approach) - Only parts of your existing instances are migrated. For example, project or department based.
    3. Start fresh - Everything new! No data is transferred and the cloud instance is set up again.
  2. Continuation of apps, integrations and individual programming. Analyze here which apps are already available in the cloud, for which there are already alternatives and which are no longer available.
    1. Are there must-have apps that need to be in the cloud?
    2. Are all apps also available for the cloud?
    3. Are there any technical limitations to the Atlassian Cloud? 
  3. Transfer of existing functions and individual adaptations to the cloud.
  4. Number of users required must be available in the cloud.
    1. The enterprise cloud is currently (as of 2021) only available with 20,000 users.
    2. A high number of users leads to longer project duration
  5. Compliance, security and data protection regulations must be enforceable.
    1. Can the server location be freely chosen?
    2. Are there any legal requirements that need to be met (DSGVO, GDPR)?
    3. Is the system used globally or only locally? 
  6. Migration of existing data
    1. Can the existing Jira or Confluence structure be cleaned up and streamlined beforehand? 
    2. Do all existing data need to be migrated?
  7. External systems must be connected to the Atlassian Cloud.
    1. Are integrations already available or do they have to be programmed first? 
    2. Do the providers of these external tools offer interfaces?
  8. What is your estimated budget for migration?
    1. A migration is associated with a lot of time. Costs are therefore not only visible in monetary terms.
    2. Can I save money by switching to the Atlassian Cloud? - You can get a first estimate with the Cloud Savings Calculator Catch up
    3. Are external partners needed?

With this Plugin you can clean up your existing Confluence instance first.

Pro Tip: For large or complex server instances, a phased approach is undoubtedly the recommended strategy for migration. Small changes made incrementally allow everyone on your team to gradually get used to the new system without confusion and/or risk.

The answers to these questions will quickly mean a shift in your approach to the migration. Depending on how complex your requirements are, it is advisable to bring in an external Atlassian partner for the migration.

Cloud Migration

Migrate to the Atlassian Cloud Today

Need help migrating to the cloud or want some initial advice on your options?

User Management in the Cloud

User management in the Atlassian Cloud works a little differently than on the server or data center. That's why you should get to grips with it early on. 

On server and data center each user needs an access for each system.

On Server or Data Center you can use this function with Atlassian Crowd and thus provide Single Sign On.

In the cloud, on the other hand, it is sufficient to create one account per user to be able to access all systems and log in.

When adding new users, you can also define access permissions. This means, for example, which products (Confluence, Jira, JSM, Bitbucket, etc.) can be used by whom.

Another security precaution you can use in user management is to only allow users to access your systems who have accounts created under your managed domain.

Here you can find more information about efficient User and authorization management

Before you move on to Phase 2 of Best Practices, make sure you've considered the following points:

  1. Timeline: Depending on the complexity, migration to the cloud can take between 1 - 12 months. 
  2. Risk Analysis: Note that on premise and cloud are different in many ways and can impact your business. Here you can find more information about the differences: Cloud vs. Data Center / Server.
  3. You've chosen Migration strategy decidedly
  4. App Assessment: You've looked into your needed features and apps and checked to see if they're available in the cloud.
  5. Open a MOVE ticket, to get support from Atlassian and simplify the migration. (Required only if you are doing the migration without an external partner)

Phase 2: Planning

This phase of our best practices for migrating to the Atlassian Cloud is all about planning through the project and creating all the necessary tickets and tasks that are needed. 

The more detailed you are here, the clearer your migration will be in the end. In addition, you can specify in the roadmap how much time you invest in each phase.

Our migration planning best practices

  1. License planning: Discuss with your team what licenses are needed for the cloud. 
  2. Project Planning: 
    1. Determine how much time is needed to migrate to the Atlassian Cloud and create a project plan and schedule
    2. Determine and organize your project team. This can consist of an internal team as well as an external Atlassian partner.
    3. Create a cloud test environment. Here you get access for a Confluence test environment and Jira test environment.
  3. Sign up for a free cloud migration license and request your cloud site URL for your target instance. For example: companyname.atlassian.net
  4. Determine your migration method: Direct, Step-by-Step, Fresh Start
  5. Determine the scope of your migration: The assessment phase already gives you a precise overview here. However, it is important to determine exactly how extensive your data to be migrated is and which of it is to be transferred.

Pro Tip: To ensure that your migration to the Atlassian Cloud does not get bogged down, it is important to have a concrete time plan for the individual phases. Of course, these should also be adhered to.

Phase 3: Preparation and testing

In this phase of best practices for migration to the Atlassian Cloud, all the necessary steps are taken to ensure a smooth transition. That is, this is primarily about preparing all the people involved, your data, and the systems.

To make your migration as simple as possible, you should create a process or project plan. This maps the individual steps and phases exactly.

Best Practices Atlassian Cloud Migration - The Preparation

Preparation is half the battle. Therefore, make sure that all relevant factors and requirements for the migration have been considered. In our migrations so far, we have found that analyzing and qualifying the complexity of the existing instances of Jira or Confluence is a major part of the work.

Best practices to prepare for a smooth migration

Communicate your migration strategy and plan with all stakeholders

Together with our customer, we communicate our jointly designed strategy. In concrete terms, this means how the migration will proceed. This ensures uninterrupted use of the actively used systems. And what steps will be taken to make the transition to the cloud as easy as possible for all users after the migration.

Migration of the apps used

Analyze the plugins used and specifically question their use. In some cases, plugin functionalities can be replaced with standard cloud functionalities. The Cloud Migration Assistant helps you with the analysis and shows you the usage of the respective apps. If a plugin is to be replaced, create a plan for the procedure. Pro tip: To search for Confluence plugins and replace them if necessary, the following plugin will help you Ôćĺ Plugin

For apps that are to be migrated, the migration path must now be analyzed for each app. In part, there are fully automated migration paths which are offered by Atlassian via the migration wizard, but it is usually not possible to avoid that a large part of the apps and the associated data must be migrated manually. Here, too, make a detailed plan of how you want to proceed with the apps to be migrated in order to achieve a successful and holistic migration in the end.

Check if your server or data center version is supported

Migration to the cloud is currently not possible with all versions of Jira and Confluence. Therefore, check which version is currently used in your company and whether it is compatible with the cloud. 

Here you can find more information about supported version: for Jira, for Confluence.

So before you can start migrating, you must first upgrade your systems to a supported version.

Clean up your system

According to the motto, what is no longer needed, must go. Of course, you don't have to be quite that drastic. And by "gone" I don't mean in the trash, but archiving, removing duplicates or merging content. 

Best Practices for Migrating to the Atlassian Cloud: Archive and Clean Up

Confluence
  • Data from past and completed projects archive. For example, by time period (Older than ...), by project priority, client, budget, etc.
  • Confluence projects, sections and pages: A lot of content is often written only once, never paid attention to again, is outdated or duplicated.
    Our Best Practice: Every department and team should review your section and delete or merge redundant content.
  • Images, videos and other content: Similar to projects and other data, graphical assets can be archived or deleted.
Jira
  • Projects: Data from completed and old projects may no longer be useful. Analyze which of them can be archived.
  • Custom Fields: Your teams love custom fields. For pretty much everything. However, they bloat Jira unnecessarily, there are duplicates and Jira becomes confusing. Delete unnecessary ones and merge duplicates.
  • Issue Types: Make sure that the number of issue types is manageable and that projects use similar workflow structures. This way you don't have to create or assign too many when migrating.
  • Workflows and Schemes: Remove duplicates or merge similar workflows. Often your users create more without first checking if an existing one can be used. 

In our Guide for a maintained Jira system you can find more best practices for managing your Jira system.

Confluence & Jira

User Profiles: In Jira as well as in Confluence, quite a few user profiles accumulate after a few years. Profiles of former employees, external partners, freelancers, etc. Analyze which users are active or regularly work for your company. Delete the rest. This is also important to find out which user tier you need for the cloud.

Before you proceed with the migration, we strongly recommend that you thoroughly review your existing systems. 

Access permissions for anonymous users

You can skip this step if only registered users are allowed to use your systems.

Not all content is only visible to registered users and is made available to the public. These can be functions of a Jira Service Desk or parts of Confluence.

For example, if you and your team use Confluence as a knowledgebase or help center, it will probably be made available to the public. This is where your customers can get all the information they need about specific issues. However, these areas must be set up so that they can also be viewed by non-registered users.

Before migrating to the Atlassian Cloud, review the access permissions for anonymous users and then configure the settings in the cloud.

You can find the configuration here: Settings Ôćĺ Schemes Ôćĺ Permission Schemes. Then click on Permissions for the permission scheme of the project for which you want to enable or disable anonymous access.

User Tier for the Cloud

To ensure that all your users end up on the cloud, you need the right user tier. Here's how we approach our best practices for migrating to the Atlassian Cloud: 

  1. Analysis of active users: How many users are currently active? That is, how many employees need access to the system. 
  2. Do you regularly work with external partners? If yes, how many?
  3. Does your business intend to grow? If so, create a buffer.
  4. When in doubt, choose the higher user tier.

Pro Tip: You can calculate your monthly cloud costs here: Jira, Confluence.

Your strategy for migrating your users to the cloud

As already mentioned above, not all users have to migrate to the Atlassian Cloud at the same time. You can proceed step by step (e.g. department- or project-related), or migrate all users at the same time.

Whatever you decide. Communicate your plans with your team and employees. This way, they can get an idea of the new system early on and prepare themselves.

Pro Tip: We present our best practices or in our migration to the users in a presentation and already give first tips. What changes and innovations are there? How does the change work? What happens with the old system? When will the old system be switched off? In addition, we provide a short guide and training materials for the cloud.

For more information on user migration for Jira and Confluence, please see here.

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Phase 4: Testing the migration to the cloud

At the beginning of this guide, we already showed you how to create a test system of Jira and Confluence. This will be used in this phase. 

Before you go and transfer all your data to a production system, you should test your requirements and the migration of your instance and data. 

This will ensure that all data is transferred and apps in the cloud are working. When using new tools, there are always errors and further questions that you can solve during the test. 

So the test is another safety precaution before you shut down your old systems. 

This way you can run your first test and check the cloud for functionality and integrity.

Atlassian Cloud Migration Assistant: 

This helps you directly with the analysis of your apps. Gives you the possibility to transfer selected areas of Jira or Confluence, migrate users and shows you the status of the migration.

Recommendation:

We recommend that you only use this tool if your Jira or Confluence does not use custom programming or integrations. The tool is especially useful if your systems are "out of the box". In particular, customizations to your servers or data center instances can cause errors in the cloud or not work. These must then be transferred and configured individually.

We use this tool mainly for transferring generic data packages like Confluence areas and pages or for Jira projects.

Pro Tip: Contact us. We analyze your Jira and Confluence Server or Data Center instances and give you an assessment of which migration strategy is best for you. Learn more about Cloud Migration.

This is what you should look for in test migration:

Take your time and analyze the test migration. Check whether all areas/projects were transferred completely. How does the user management look like, were all groups created, were the permissions successfully transferred? Check the content of your pages and issues, especially the content that was created using plugins. Perform test migrations several times to develop a feeling for the process and to gradually eliminate all possible sources of error.

Also test migrate all apps and their content and make sure they work as expected. Once you have eliminated most of the possible sources of error, move into a user-based testing phase and define a responsible person from the business department for each area or project. Show your testers the new testing environment and give them some time to familiarize themselves with it. Get feedback from your testers to help you address any issues before they arise or to fine-tune your migration.

Phase 5: Migration

Was your migration successful? Did you not encounter any critical errors? If so, you can finally start migrating your server or data center to the cloud.

In order for your team to be able to use the cloud as they are used to from the server or data center, you need to do a few things before go-live.

  1. Lead the Production migration through: That is, use the Atlassian Cloud Migration Wizard for Jira and Confluence.
  2. Redirect users to the new cloud site: Put redirects here. For example, server.jira Ôćĺ cloud.jira.
  3. Read Only for your servers or data center instances: This ensures that no further content is created on the old systems during and after the migration. These will then no longer be transferred to the cloud.
  4. quality assurance test of the migrated data: Check here if the migration was successful and the migration transferred all the data. In addition, you should make sure that in case of an incorrect transfer, a post-mortem is performed. This way you can quickly find out the reasons and errors.
  5. Install or migrate apps: Once the wizard has transferred all the data, it is now time to install and configure all the apps used and available.
  6. Integrations of other apps and software: Many apps offer direct integrations with the Atlassian Cloud. Make sure they are installed and configured.

More best practices for migrating to the Atlassian Cloud:

  1. Communicate potential downtime, outages, and usage restrictions of your systems on migration day. "Read-Only" should therefore be communicated in good time.
  2. Inform your users about the new system and that a change is imminent.
  3. If the migration does not take place without errors as expected: Communicate the delay in a timely manner with all internal stakeholders.

Pro Tip: Create some internal communication templates for schedule changes, success stories or status updates during the planning phase. This will make it easier for you to keep your team up to date.

Phase 6: Commissioning & Post-Migration

You've done the hardest part. The migration was successful. In the final phase, it is still a matter of releasing all users to the new system, clarifying open questions and conducting a retrospective. 

For you, this means finding out what worked well, where there are problems, and where you still need to work in your Atlassian Cloud.

Pro Tip: Make sure that your users feel comfortable in the cloud, understand the system and, above all, can use it. You can achieve this primarily with training materials and guides. 

So that you also know where the shoe still pinches, you create a service management project to give the users the opportunity to centrally set occurring problems. Tell your users that they can contact you at any time if there are problems. 

What you must not forget: Tell your users that the old systems will be shut down in a timely manner. 

If you'd like to learn more about planning your migration from Atlassian Server to Cloud, or learn more best practices for migrating to the Atlassian Cloud get in touch!

Cloud Migration

Migrate to the Atlassian Cloud Today

Need help migrating to the cloud or want some initial advice on your options?

xalt_crowd_google_app_connector

How to: Configuration - Google App Connector for Crowd

The Google App Connector comes standard with Crowd from Atlassian and can be configured directly in Crowd Administration. The Google App Connector for Crowd allows you to actively use single sign-on (SSO) for your apps and open apps like Docs or Sheets from Jira or Confluence without further authentication.

Learn how to use the Google App Connector in Crowd below.

What is Single Sign-On (SSO)?

Simply put, single sign-on allows you to log into multiple apps (here Atlassian Software and Google Apps) with just one account and use them simultaneously. I'm sure you're familiar with this from apps. You log into your Gmail and can also use Google Docs or Meets at the same time.

How does SSO work with the Google App Conntector?

So in the case of Google Apps, the authentication is your Google user ID and password. Google Apps handles the SSO part with its Google Account website. 

When you sign in to Gmail in the morning, you'll be prompted to enter your authentication information on the Google Account website, which will then redirect your browser back to GMail if authentication is successful. 

Your Google Account remembers that you successfully authenticated this morning, so when you visit a Docs & Sheets page later in the day, it redirects again. This eliminates the need to re-authenticate.

In colloquial terms, it means: 

  • Authenticate: The data used to authenticate a user.
  • SSO - When you log in to one app, you don't have to log in to another app to access it (at least for a period of time in the same browser).

The great advantage of using Google as SSO solution for Atlassian Crowd is that you can configure the SSO functionality yourself. 

Learn how to configure and use the Google App Connector for Crowd here:

Configuring the Google Apps Connector for Crowd

Requirements - YOU need the Google Suite

To Single sign-on in Google Workspace you need the Premier, Education, or Partner edition of Google Workspace. The free standard version of Workspace does not support SSO. So be sure to check your version beforehand and upgrade if necessary.

Step 1: Configuration of the crowd application, directories and group details

In this step, you'll enter the Google App Connector application details into Crowd. You can manage access to Google Apps by connecting people directories and/or groups to the apps.

Atlassian Crowd Admin Console
Crowd Admin Console

9 Steps to Configure the Google App Connector in Crowd

  1. Log in to the Crowd Administration Console.
  2. Click the Applications tab in the top navigation bar.
  3. Click on the link for the application name "Google Apps".
  4. If necessary, you can change the description. Make sure that the "Active" checkbox remains ticked.
  5. Click the Directories tab and select one or more user directories that contain the users you want to have access to Google Apps.
  6. To specify which users within the directory are allowed to authenticate to the application, you can either:
    1. On the Directories tab, change the Allow all to authenticate option to True. This will allow all users in that directory to sign in to Google Apps. (The default setting is False).

OR

  1. On the Groups tab, use the Add button to select one or more user groups.
  1. Click the Permissions tab and set the directory permissions for the application.
  2. If necessary, you can change the application options on the Options tab:
    1. Lowercase output - See Forcing lowercase user names and groups for an application.
    2. Enable Aliasing - See Specifying a User's Aliases.
  3. Click on the Configuration tab and create your SSO keys as described in step 2.

Step 2: Generation of Single-Sign-On (SSO) authentication keys

To be able to link your Google Apps with Crowd, authentication keys must now be created. On the one hand, a "Public Key" and a "Private Key". To do this, go to "Configuration" in the open window and click "Create new keys".

With Atlassian Crowd you generate a public key and a private key and store them in the crowd.

Database. After the keys are created, you will see the message "DSA key generated and saved successfully".

Step 3: Configure Google Workspace and connect to Crowd

In order for Google to communicate with Crowd, the SSO must be adjusted in the Google Workspace Admin environment. Only then is authentication with Google Apps possible. 

Here's how to configure Google Apps to recognize Crowd:

  1. Sign in as an administrator in your Google Apps dashboard.
  2. Then click on 'Security'.
  3. Navigate to 'Advanced Settings'.
  4. Click on single sign-on (SSO) set up.
  5. Copy the URLs from the Crowd configuration screen (see above) and paste them into the Google Apps screen.
  6. Now upload the public key Crowd created for you in step 2 above:
    1. Now click Browse under "Verification Certificate".
    2. In Crowd, navigate to the Google Apps configuration and download the public key by clicking the Download button next to the label Public key click.
    3. Select the public key certificate (filename DSAPublic.key) and upload it to Google Apps.
  7. If required for your network configuration, select the check box a domain-specific issuer and enter all required network masks in Google Apps. For instructions on these settings, see the documentation.
  8. Save your changes last.

Step 4: Verify that users can authenticate with Google

In the last step, it is important to verify that the Google App Connector configuration with Crowd was successful. 

Proceed as follows: 

  1. In the Crowd Admin interface and app configuration, go to the "Authentication Test" tab.
  2. Enter your login information or the login information of a test user and click on "Test".
  3. Once you've set them all up correctly, you'll get a success message and you're done.

With this, you have successfully configured the Google App Connector in Crowd and all your users no longer need to sign in to Cloud Apps individually.

Bonus Tip

The username must exist in both Google Apps and Crowd.

The username must exist and be identical in both Google Apps and Crowd. The Crowd Google Apps Connector does not support adding users automatically. If the user exists in Crowd but not in Google Apps, they will not be able to sign in.

Need help configuring your Crowd application or other Atlassian software like Jira or Confluence? You can find more information here: XALT Atlassian Services.

Jira Admin todos

Guide: 10 Things every new Jira Software Admin should do

Jira software from Atlassian can quickly become very complex. There are countless plug-ins, adjustments and settings that you can make to individualize Jira. All these functions and possibilities lead to the fact that the software becomes quite complex in handling and administration. But don't worry or "don't panic"! We've put together a little guide that will help you get started as a Jira admin.

User management in Jira
User Management in Jira

1. Admin permissions only for employees who know what they are doing

In Jira, a lot can break pretty quickly if you don't know what you're doing. For example, if you change the shared workflow in one project, there is a high risk that other projects will be affected as well. This problem can always occur when the schemes are shared with other projects. A typical and frequently occurring scenario, which illustrates this problem once again, are changes to "Issue Types". Often these schemes are used as standard templates for several projects. Changes, or even worse the deletion of issue types quickly leads to the bugs described above. 

It is therefore advisable to only give admin permissions to people who know what they are doing. All other users should only be assigned certain functions.

Manage users and groups on a scheduled basis for accelerated authorization & permission management

Jira and Confluence Authorization Management

2. Carefully read the official Jira documentation

'Out of the box', Jira already offers a huge range of standard features that will make your life as a Jira Admin a lot easier. So it's best to start with the Documentation from Atlassian. This already offers a variety of tips and tricks that you can use every day. 

Find out how to establish Jira in your company in the long term here: Guide - Easy implementation of Jira software in your company

3. Define standards for workflows & working methods for all users

Jira is an excellent collaboration tool for standardizing the way teams work. Before unleashing Jira on the teams, it is advisable to look at the working practices of individual teams beforehand. Ideally, if all teams have to adhere to a certain project process it can be easily adapted to Jira. This way, all teams can use the same workflow, which an admin creates in advance as a standard scheme and ensures that this scheme is actually used when creating a new project. The assignment of default schemes can be implemented on all projects in Jira and offers the charming advantage that you do not have to administer a large number of schemes and that fewer schemes also brings an improvement in performance. 

Therefore, consistent standards for workflows, approaches and structures should be created in advance. This brings the big picture back into focus.

Ôćĺ Digitization and automation of Jira processes - Learn more

4. Archive completed projects

Over time, more and more new projects are created in Jira. As a result, one can quickly lose the overview and get confused when creating a ticket or working with Jira. It is always advisable to archive a project at the end. On the one hand, this makes these projects no longer visible to users and on the other hand, it also improves the performance of the entire Jira instance. How to archive completed projects can be found in the Jira Documentation

Jira Workflow Schemes
Jira Workflow Schemes

5. Keep the number of schemes manageable

If you ask ten different people from ten different departments what their processes look like, you'll get hundreds of different answers. So it feels like every project has a different process and approach. From the perspective of a Jira admin, it makes sense to analyze and understand how the departments work via a workshop, with the goal of defining a uniform project structure ("common denominator") in Jira. Once this is done, projects with the same way of working can use the same schemas and the departments are enabled to work together e.g. via KANBAN or SCRUM board.

6. Make sure that the number of custom fields remains manageable

Similar to workflows, teams love custom fields. But if new custom fields are created all the time, you will lose the overview here as well. Here you should rather make sure that already existing fields are reused and can be used in a new context if required.

Example: 

Many Jira admins take over existing systems in the new job to "clean them up". When taking over, it turns out that there were 40 different iterations for 'Start Date' and 'End Date'.

The consequences of this were more than visible in daily use. For example, it was no longer possible to display all issues with a start date of 08/01/2020 for projects A, B, C etc. 

Therefore, make sure that existing custom fields are reused. 

Confluence Documentation
Document your projects and approach in Confluence

7. Document your approach

How many times have you thought "How did I configure this project?" Probably countless times. To ensure that the approach to a configuration is not lost, comprehensive documentation is essential. In this case, it is a useful approach to document your approach in Confluence, with the ability to link individual projects to a Space (area in Confluence). This way a comprehensible documentation can be built up. 

The provision of knowledge in the company is essential for employees and leads to more know-how, professionalism and productivity in the long term Ôćĺ The provision of knowledge in the company is essential for employees and leads to more know-how, professionalism and productivity in the long term. Learn more in our article on knowledge management

Jira Board Configuration
Jira Board Configuration

8. Board configuration (KANBAN, SCRUM)

Whenever possible, assign the status of a project exclusively to one column in the board configuration. In addition, it is important to ensure that the name of the column is either the same as the status or that a similar term is chosen. This makes the board easier to use for users, as it is immediately obvious to which column the corresponding status belongs. Otherwise, it is not possible for users to move issues with a simple drag-and-drop if the source and target statuses are both assigned to the same column. 

9. Use the main filter of Kanban or SCRUM boards correctly

Always set the main filter of the board with "...ORDER BY Rank ASC" at the end. Otherwise you lose the ability to order the displayed issues vertically, which is essential for backlog management and a useful thing to have control over the display order of the cards on the board.

10. Use Quick Filter

Set Quick Filters as needed to ensure clarity on the boards. You can set a Quick Filter for any field in Jira via JQL in the board configuration. This way, a crowded board can be reduced to the desired information very quickly. For example, if you want to show tickets on the board that are only assigned to your person, a corresponding Quick Filter could be "Assignee = X", or better "Assignee = currentUser()". You can find more information about Quick Filter here.

Summary

As a Jira Admin, you don't just have to make sure the system runs smooth and stable. You have to make sure that the system always remains clear and that well-considered adjustments are made. Customizations in workflows, projects and custom fields help the teams in their daily work, but make it difficult for you to keep the system "clean". 

Do you need help using Jira or does your company want to customize the system to meet its needs? Our Atlassian consultants will be happy to help you. Contact now.