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What are filters in Jira and when to use them?
Jira filters are super handy tools that help you easily find what you're looking for without redoing the same search every time. You can see them right on your screen and they're commonly used to show specific info on Dashboards, Project Boards, and Reports, or even to ping you about updates on certain issues.
These filters let you sort and group issues based on your preferences, like who they're assigned to, their type (like stories or bugs), priority, or if they're open. You've got loads of options—over two dozen—to play with, and you can mix and match them to really pinpoint what you need. It's a simple but powerful way to keep your Jira workspace tidy and organized, making your projects run smoother. This helps you focus on important issues and keep your team updated on progress.
How to create a filter in Jira?
Step 1: Open your Jira and click on Filters > View all issues in the navigation bar located in the upper part of the screen.
Step 2: Use the dropdown fields to sort your issues by project, issue type, status, and assignee. Use the text field to search for issues that contain specific words or click the More dropdown to sort by 73 other criteria like approvals, due date, sprint, fix versions...
Step 3: Hit Save filter, dialog window will appear. Fill in the required information like Name, Description and process to save this filter by clicking Save
There are two options for the Jira search engine “Basic” and “JQL”. Basic is the one with dropdown fields where you can sort your issues by the criteria like project, issue type, status, assignee… With “JQL” (Jira Query Language) mode it allows you to create more structured queries. For more information about JQL and proper issue search within Jira check these guides 1, 2. For advanced JQL functions visit this post.
How to access filters in Jira?
Step 1: After you have created your filter you can access it by selecting Filters in the navigation bar (upper left corner of your screen).
Step 2: Select View all filters, voila, here you can see all your filters, even the ones shared with you
How to search for a filter in Jira?
You can find and run any filters that you have created or that have been shared with you.
Step 1: Select Filters in the navigation bar (upper left corner of your screen).
Step 2: Type in the search box to find the filter by name, or search for filters by owners, projects, or groups.
Once you’ve found the filter you’re looking for, simply select it to open and load.
How to edit filters in Jira?
If you want to change the name, description, star/ unstar or share the filter simply edit it.
Step 1: From the navigation bar, select Filters > View all filters
Step 2: Search for the filter you want to update/edit
Step 3: Select more (•••) > Edit.
Step 4: Update the filter details as required.
Step 5: Select Save in the dialog window.
How to delete filters in Jira?
Step 1: From the navigation bar, select Filters > View all filters, and find the filter you want to delete.
Step 2: Select more (•••) > Delete
Step 3: Confirm Delete in the dialogue window
How to create an email subscription for a filter?
Subscribing to a filter in Jira lets you get periodic email updates of issues that match your filter criteria.
Step 1: Access your filter
Step 2: Select Filter details > Add subscriptions
Step 3: Fill in the required information (pick email recipients, decide their update frequency, and set the email delivery time) and hit Subscribe
How to edit email subscriptions for a filter?
Step 1: From the navigation bar, select Filters > View all filters, and find the filter you wish to update.
Step 2: Select more (•••) > Manage subscriptions
How to change your filter sharing settings?
Step 1: Access your filter
Step 2: Select Filter details > Edit permissions
Step 3: Select your viewer/editor and choose Add.
Viewers or Editors | Description |
Private | The filter is private and can only be viewed or edited by the owner and Jira admins. |
Users/Group/Project/Roles | The filter is shared with a group or project. Depending on the permissions granted (viewers or editors), people the filter is shared with can view or edit the filter. |
My organization | The filter is shared with all users on the Jira instance. Depending on the permissions granted (viewers or editors), any logged-in user on the Jira instance can view or edit the filter. |
Best practices
Make it simple
Create filters only when you need regular updates on specific searches or if the search creation is not any breeze and you want your filter to be saved for future. Avoid extensive amounts of filters so you do not get lost in the mess. Do not create too many filters for things which are easily searchable.
Use Descriptive Names
Give your filters clear and descriptive names that accurately reflect the criteria they encompass. This makes it easier for you and your team to quickly identify and select the appropriate filter for your needs.
Regular Maintenance
Periodically review and update your filters to ensure they remain relevant and effective. As project requirements evolve, certain filters may become obsolete or need adjustments to better serve current needs. If someone leaves the company, their access should be turned off, and someone else should take over their filters. We recommend one person to be in charge of managing and updating these filters.
NOTE: Be aware that filters may be used by your colleagues as well, therefore, consider the impact of your changes and be aware of it.
Keep consistency
Consistency in naming filters is crucial. With multiple users creating and sharing filters, your Jira instance may get a bit messy. If they don't have clear names, it gets hard to find the one you need. There might be filters with the same name as well, which causes confusion. That's why it's a good idea to agree on a naming system for everyone to follow, which saves a lot of time in the future.
Conclusion
In conclusion, filters in Jira are powerful tools that simplify the process of finding and organizing information within your projects in Jira. They allow users to sort and group issues based on specific criteria. By utilizing filters, users can easily access relevant information, keep track of important tasks, and stay updated on project progress. To ensure optimal use of filters, it's important to follow best practices such as keeping filter names descriptive, regularly maintaining filters to keep them relevant, and to keep consistency in naming conventions.