Manual overload hindering progress
The manual processes had started restricting the organisation's ability to scale and function effectively. This is when Ana stepped in to help.
'Human error was turning the whole setup into a mess,' Ana noted.
How a government body saves 30 hours per month with ScriptRunner for Jira Cloud
Ana, an Atlassian consultant at Nimble Evolution, helps large organisations streamline and automate their processes. A recent project involved assisting a governmental body operating across all 27 states of Brazil, specifically in the national industrial education sector.
Product
ScriptRunner for Jira Cloud
Customer
The National Industrial Educational Organisation
Industry
Governmental body
Results
30 hours saved every month
The challenge
Ana's client relied heavily on manual processes, with little confidence in the configuration capabilities of Jira. This led to inefficiencies with every new project initiative requiring a manual setup, consuming valuable time.
Key pain points included:
- Edited template schemes
- Incorrectly associated project schemes
- Permission chaos
The Solution
Ana identified the solution to this significant challenge was customised Jira projects along with an easy-to-maintain automation strategy.
“We really need to automate these processes; otherwise you’ll be dealing with total chaos in as little as two years,” Ana advised.
Ana used ScriptRunner for Jira to automate and customise the manual processes to speed up their workflows and reduce human error.
Why ScriptRunner?
For projects with this level of complexity, Ana wouldn't recommend native automation. ScriptRunner was the tool of choice for its straightforward approach to project creation using automation or post functions. It also offers precise debugging and flexibility, providing full control and robustness.
“There are workarounds using other apps, but these would require complex webhook configurations to send POST requests to the API through automation, making maintenance a nightmare.”
Ana
Project setup carousel
To address the main challenge of project setup, Ana added a ScriptRunner Post Function to the workflow. When an initiative is transitioned to the “Started” status, users are prompted for:
- Project Key (text custom field)
- Template Type (select list custom field)
- Other details, such as the project name, description, and lead, were automatically pulled from the issue's summary, description, and assignee.
Perfecting project setups
With ScriptRunner in place, tasks associated with creating and configuring projects are made simpler. Ana used a switch-case structure to map each template type to its respective set of schemes (workflow, permission, notification, board, etc.).
The process works as follows
A task reaches the "Started" status, triggering the next steps.
A user fills out task information.
The script runs automatically, using rules to determine project creation and setup.
The project is created and ready to use immediately.
Learn exactly what Ana did and get her scripts in this tutorial
Results
The ScriptRunner automation implemented by Ana, saved the National Industrial Educational Organisation significant time, effort, and resources. Users who previously required Jira admin rights to create and configure projects no longer need those privileges, reducing the size of their instance. Their time is now redirected towards more meaningful tasks: executing their core responsibilities.
“The organisation is saving an average of 35 minutes per project, just from setup time. With 30 projects created per month, that’s approximately 17.5 hours saved monthly!” Ana reported.
Overall, the automation saves over 30 hours per month when considering the time previously spent troubleshooting manually set-up projects.
We estimate the National Industrial Education Organisation is saving up to $6,000 per year,
Ana
Ana Vitória Selista
Data Scientist and Senior Atlassian Consultant
I'm part of a talented team at Nimble Evolution, where I specialize in designing and implementing scalable solutions with Atlassian tools. With a strong background in Jira administration, automation, and business process optimization, my goal is to help teams unlock their full potential through data.
Nimble Evolution
Atlassian Platinum Solutions Partner
Nimble Evolution is a technology consultancy dedicated to helping organizations work smarter with Atlassian tools. As an Atlassian Platinum Solution Partner, Nimble supports teams with agile transformation, cloud migrations, service management, and custom solutions, always with a focus on scalability, collaboration, and customer success.
Visit Nimble’s website or follow them on LinkedIn, Instagram or YouTube.
Visit Nimble’s website or follow them on LinkedIn, Instagram or YouTube.