Seven Steps to Create and Manage Filters in Jira

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When you’re busy managing multiple projects and teams in Jira, you need to have important project data at your fingertips. A powerful way to do that is through Jira filters. 

Jira filters are saved issue searches based on different criteria. You can use Basic Search for a pretty straightforward way to search and view issues. But a better way to sort and segment only issues that match very specific conditions is through Advanced Search or Jira Query Language (JQL) queries. 

In this blog post, we’ll teach you some of the ways you can use Jira filters and give you a step-by-step guide to create and manage filters in Jira. You’ll also learn quick tips that can help improve your Jira filter management. 

How to Use Jira Filters 

We bet that you’ve used the Jira search feature to locate critical project data. If the particular query is something that you check often, you can save it as a Jira filter. This enables you to execute issue searches quickly without typing it from scratch.

Here’s how you can use Jira filters: 

  • To stay on top of critical issues: With Jira filters, you can quickly access high-priority issues that can block project and team progress. 
  • To automate workflows: By adding Jira filters to automation rules, you can personalize the workflows and processes to suit your project and team needs. 
  • To plug into gadgets and boards: To create custom Jira dashboards, project boards, reports, or even service desk queues, just add the right Jira filters into gadgets. 
  • To plug into other Atlassian products and apps: As long as an Atlassian product or app can read JQL, you can leverage Jira filters to improve the way these solutions work. For example, you can create custom reports by including a JQL query into the Tempo Timesheets app.

Next, let’s check out the detailed guide to create and manage the right Jira filters. 

7 Steps to Create and Manage Jira Filters 

We’ve condensed the process of creating and managing Jira filters into seven simple steps. 

Step 1: Searching for a Jira Filter 

Before you can create a Jira filter, you must first have the issue search query. As stated above, you can only save filters from Basic or Advanced JQL search. The former has predefined Jira fields, and you can also include specific text/keywords. 

On the other hand, Advanced JQL search has a highly flexible syntax that allows you to build structured and complex queries. The issue search results will also be very specific. 

A screenshot of the Advanced Search feature in Jira.
That’s what the Jira Advanced Search feature looks like. The example above shows all completed Jira issues with Content issue type that were created less than four weeks ago. 
Quick Tip: If you find crafting JQL queries to be time-consuming or too complex, then use search extension apps like JQL Search Extensions for Jira. Such add-ons have an auto-complete feature that helps to complete your JQL query efficiently. These apps are also built-in with additional JQL functions and keywords not available in native Jira. You can define more precise search queries and save them as Jira filters.  
A screenshot of JQL Search Extensions for Jira app.
The example above shows an additional JQL query not available in native Jira that you can get from the app. The search query shows all issues that have attachments with the provided “toucan” phrase.

Step 2: Saving a Jira Filter 

Once you’re happy with your search query, save it as a Jira filter by clicking on the Save As button in the top left corner. 

Set a standard naming convention. It prevents the creation of multiple same filters and makes finding the Jira filter a lot easier later on. You could name it by giving a short description to the filter. Based on the Jira Advanced Search feature example above, the filter name could be “Done Content Tasks Created 4w.”

Quick Tip: Try not to create and save too many filters because it can be confusing and lag your Jira instance. If the issues can be found quickly or you don’t need constant updates, then you may not need to save the search query as a filter. 

Step 3: Editing a Jira Filter

Remember that all newly created Jira filters are set to Private; no one else can access them. If you’re going to share the Jira filter, then you must edit it to update its permission level. 

A screenshot of the way to edit a Jira filter.
You can edit a filter’s name, description, and permission level by clicking on the Details button right next to the filter name. 
Quick Tip: Always consider the impact of editing filters since it may affect the way filter results are displayed. For example, editing the permission of a filter that’s currently being used in a dashboard gadget will affect its functionality.

Step 4: Sharing a Jira Filter 

There are two ways to share a Jira filter. You can either click on the Share button and add in the Jira username or email address of the team member who’ll be accessing the filter. Or you can directly send the URL of the Jira filter. 

Quick Tip: Here’s what the different permission levels mean for a shared Jira filter: 

-Project: Anyone working on a Jira project can view the filter. 

-Group: A group of users in your Jira instance can view the filter.

-My organization: Any logged-in user in your Jira instance can view the filter.

-Public: Anyone on the internet can view the filter without signing into Jira.

-Private: Only you (the filter creator) can view the filter. 

Step 5: Subscribing to a Jira Filter 

Sometimes, you may want to subscribe to a Jira filter to get periodic notifications for all issues returned by a search. To get an email subscription, click on the Details button and customize the subscription settings. You’ll only get the first 200 results of a Jira filter. 

A screenshot of the subscribe feature for a Jira filter.
Fill in the Filter Subscription form to subscribe to a Jira filter via email. 

On the other hand, if you want to subscribe to a Jira filter’s RSS feed, you can click on the Export button and select either RSS or RSS (with comments). Then use the URL of the page that appears in your RSS feed reader. 

A screenshot of the RSS subscribe feature for a Jira filter.
You can also subscribe to a Jira filter’s RSS feed. 
Quick Tip: You won’t be notified of the changes to a Jira filter results once the email has been sent out. If you want to get dynamic updates, opt for Jira dashboard gadgets instead. 

Step 6: Finding a Jira Filter 

To find a Jira filter, you can type the filter name directly in the Jira search bar. If you can’t remember the filter name, then go to the Filters drop-down menu to see all filters. You can also star important Jira filters for quick access. 

Quick Tip: You cannot find a filter that’s not shared with you. 

Step 7: Deleting a Jira Filter 

If you don’t need a Jira filter anymore, you can delete it as part of your Jira maintenance routine. Just go to the list of all filters from the Filters drop-down menu. Locate the filter, click on the ellipsis, and hit Delete. You can only delete the filters that you created, not system filters or the ones created by other users.  

Quick Tip: Again, consider the impact of deleting filters. Once deleted, you cannot retrieve them. For example, you cannot view some dashboard gadgets or some apps might not work well once you delete the filters. 

Create and Manage Jira Filters Efficiently

If you’re in charge of multiple projects and teams on Jira, filters will definitely help you stay updated on them. With the right JQL queries, you’ll get a customized list of Jira issues that you can save as filters for future use. Check out The Essential Spellbook to Unleash Advanced Jira Query Language (JQL) Magic to learn more about advanced Jira search.

Remember that you can also make use of search extension apps like our JQL Search Extensions for Jira to help you quickly zero in on issues that need to be saved as filters. Claim your 30-Day free trial of our app to create and manage Jira filters efficiently. 

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