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Xporter for Jira Cloud

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Introduction

This is the second exercise of the Advanced Level. The main goal of this exercise is to give you an idea of how to set up and manage Xporter for Jira Scheduled Reports.

Scheduled Reports allow administrators to schedule with a Cron Expression when to automatically generate documents based on JQL statements or Jira Favorite Filters, including customizations of  File Names as well as the File destinations.

In order to perform the initial setup, navigate to Scheduled Reports on the Xporter for Jira administration section Add-ons page of the Jira Administration. You'll see a warning informing you that There are no Xporter for Jira Scheduled Reports configured, a +Add button and an empty grid below it. Once a Scheduled Report is configured, its entry will be displayed on that grid.

Right now, the only option available to you is + Add When clicked, it will display a pop-over dialog where you'll enter your Scheduled Report details and settings;


In order to perform this exercise properly, you'll make use of the File Servers created in the How to Manage File Servers exercise, as well as a Jira SMTP mail server configured to send notifications.

For more information on how to create a Jira SMTP mail server, please refer to the Atlassian documentation here.

Create a Jira Favorite Filter for the Resolved Task Issues of the Project Academy, and name it Completed Academy Tasks.

Create a JQL Xporter template. You'll learn how to create one in the Project overview with pivot tables, charts and JQL from Xporter reports exercise.

Scheduled Reports are not limited by Permission Schemes.


The Exercise(s)

1) Adding a Scheduled Report entry Based on a JQL Statement to Save Locally

On the Scheduled Reports on the Xporter for Jira administration section Apps page of the Jira Administration, click + Add and enter Academy JQL Report as the name of your Scheduled Report.

On the Cron Expression field, since we want this report to be generated every weekday at 11PM, enter 0 0 23 ? * MON-FRI *.

For more information on Cron Expressions, please refer to the Atlassian documentation here.

On the Export selector, pick JQL.  In the field below, since we want this report to track all the Open Bug issues for the Project Academy, enter project = Academy AND issuetype = Bug and status in (Open, "In Progress").

For more information on how to use JQL Statements, please refer to the Atlassian documentation here.

Select any Template and Output from the selectors.

On the File Name, since we want to store this file locally on the path /jira/Scheduled Reports/ in our machine hosting Jira, and identify this report by its content as well as when it was created, input /jira/Scheduled Reports/document_Academy Open Bugs in ${CurrentDate}.

To keep things organized, you can use the following time mappings on your filename:

  • ${CurrentDate} - will print the date when the document was generated
  • ${CurrentDateTime} - will print the date and time when the document was generated

Fill all the information to define the Schedule Report.

Select the action configuration select the Save on Jira host and put, since we want to store this file locally on the path /jira/Scheduled Reports/ in our machine hosting Jira. Then click on "Add".


It will now be displayed with an entry on the Xporter for Jira Scheduled Reports grid, along with its Status, the Cron expression, Export Data, Actions, Last Modified and Options details.


If the Scheduled Report name is already in use, an Error! message will be displayed when you click the Create button, informing you of the conflict.

Now, after one cycle of your defined Cron Schedule, go check the local path on your machine hosting Jira. You should find there the generated report, named as you have defined it. 


2) Adding a Scheduled Report entry based on a Jira Filter to Upload to Confluence and Save Locally


On the Scheduled Reports on the Xporter for Jira administration section Apps page of the Jira Administration, click the + Add button and enter Academy Filter Report as the name of your Scheduled Report. On the Cron Expression field, since we want this report to be generated every Friday at 11PM, enter 0 0 23 ? * FRI *.

For more information on Cron Expressions, please refer to the Atlassian documentation here .

On the Export selector, pick Filter. On the Filter selector below, pick the Completed Academy Tasks Filter you were instructed to create earlier.

Select any Template and Output from the selectors.

On the File Name, enter document_Completed Academy Stories in ${CurrentDate}.

To keep things organized, you can use the following time mappings on your filename:

  • ${CurrentDate} - will print the date when the document was generated
  • ${CurrentDateTime} - will print the date and time when the document was generated

On the actions of the schedule report create one of type Save Locally with the path /jira/Scheduled Reports/.
Create another action of type Upload File, and on the File server pick the Academy Confluence we've set up in the How to Manage File Servers exercise.


It will now be displayed with an entry on the Xporter for Jira Scheduled Reports grid, along with its Status, the Cron expression, Export Data, Actions, Last Modified and Options details.


If the Scheduled Report name is already in use, an Error! message will be displayed when clicking the Create button, informing you of the conflict.

After one cycle of your defined Cron Schedule, go check the local path on your machine hosting Jira as well as the Space page you've defined on your Academy Confluence File Server. You should find there the generated report, named as you defined it.


3) Adding a Scheduled Report entry based on an Xporter template to Upload to an FTP Server and Send to an Email

On the Scheduled Reports on the Xporter for Jira administration section Apps page of the Jira Administration, click the + Add button and enter Academy Email Report as the name of your Scheduled Report.

On the Cron Expression field, since we want this report to be generated every Saturday at 12:15 PM, enter  0 15 12 ? * SAT *.

For more information on Cron Expressions, please refer to the Atlassian documentation here .

On the Export selector, pick Xporter Report, and on the Template selector below, pick the JQL Xporter template you were instructed to create earlier, along with the Output that you want.

Select any Template and Output from the selectors.

On the File Name, enter document_JQL Xporter Report.

To keep things organized, you can use the following timestamp mappings on your filename:

  • ${CurrentDate} - will print the date when the document was generated
  • ${CurrentDateTime} - will print the date and time when the document was generated

On the action select an Upload File, and on the File Server selector below, pick the Academy FTP we've set up in the How to Manage File Servers exercise.

Add Send Email action and enter your email address in To, enter JQL Xporter Report - ${CurrentDate} as the Subject, and fill Cc and Bcc as you wish. On the Body, enter This is an automatic mail generated and sent on ${CurrentDateTime}.


You can also use the timestamp mappings on the email Body.

Check Enable, click Create and a Success! message will be displayed informing you that the Scheduled Report was successfully added.

It will now be displayed with an entry on the Xporter for Jira Scheduled Reports grid, along with its Status, the Cron expression, Export Data, Actions, Last Modified and Options details.


If the Scheduled Report name is already in use, an Error! message will be displayed when clicking the Create button, informing you of the conflict.

After one cycle of your defined Cron Schedule, check the path you've defined on your Academy FTP File Server. You should find there the generated report, named as you defined it. Also, check your email. You should find its Subject and Body filled as you've defined, along with the JQL Xporter Report as an attachment.

4) Editing a Scheduled Report entry

On any of your Scheduled Reports entries, click Edit on the Operations column, and a pop-over dialog will be displayed.

Enter a Description of your Scheduled Report, and click Update. Your Scheduled Report entry will now have its description displayed as well.

When editing, you can change the Name and Description of your Scheduled Report.


5) Enabling/Disabling a Scheduled Report entry 

On any one of your Scheduled Report entries, click on the Toggle in the Status column to Enable and Disable the Scheduled Report. Its information will be updated and under the Status column. Disabled Scheduled Reports won't be generated after a Cron cycle.

This Exercise is now complete. Proceed to Exercise 3 to learn how to manage your Xporter for Jira Workflow Post Functions.

If you like this exercise, please leave a comment or a (thumbs up). Your feedbabck is very important to us.

Thank you in advance.

Enjoy our product. (big grin)

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