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Information Silos: Why They Are Bad and How to Fix Them preview image

How to Detect Issues in Jira With Jira Query Language (JQL)
Project managementHow to Detect Issues in Jira With Jira Query Language (JQL)JQL means "Jira Query Language", a robust and flexible query language made for Jira. Creating filters in Jira that use data (fields, operators, values, keywords, and functions) can save you hours. Despite its advantages, JQL intimidates many non-technical users, but you can ease into it with a little help. Basic & Advanced Search in Jira Basic Search presents you with a set of forms you can fill to narrow down your results, such as Project Name, Issue Type, Status, and Assignee. While it's simple to use and quick to fill out, the existing forms are limited. Advanced Search JQL lets you do a bit more since you can create your own JQL queries (a series of simple elements strung together to form a more complex question). Essential JQL Syntax A JQL query consists of these essential parts: Field: A piece of information that identifies an issue. For example, priority, issue type, epic tag, project, and fix version.Operator: Expresses how your field is related to your value. It includes mathematical symbols like equal (=), does not equal (!=), greater than (>), greater than equals (>=), and less than (<) to represent logical comparisons.Value: User-defined data points in your searches that can be used to generate a list of issues by comparing them against a field. For example, the Priority field could have either of the following values: urgent, high, medium, or low.Keyword: Specific word(s) that performs actions in JQL. It can combine two or more words or affect the logic of a clause such as "AND", "OR", and "IS". Combining these elements allows you to develop logical clauses to pinpoint specific sets or individual issues. How to Search for Issues in Jira with JQL From the navigation bar, select Filters.Click on Advanced Search.If Basic Search is displayed instead of Advanced Search, click Advanced next to the icon. If enabled, Switch to basic should appear next to Search.Type in your JQL query. When you start, Jira will indicate if it's valid with a green checkmark and a red X for an invalid search. It will also offer a list of predictive suggestions based on the context of your query.Click Enter on your keyboard or click Search to run your query. The issue navigator will reveal the results of your search. When you start using Jira, you'll notice many search boxes used to search different parts of the software. That is why a Jira search can be frustrating for new users. Moving issues between Jira projects is also allowed. All you have to do is access the "issues view screen", click the three-dot "Settings" option, and select "move" from the drop-down menu. You then pick the project you want to assign the task to.
Creating Filters in Jira: Everything You Need to Know
Project managementCreating Filters in Jira: Everything You Need to KnowJira filters allow users to control the output of Jira Search issues by applying a set of conditions to search results. Users can use filters, for example, to show only the issues that are assigned to a specified assignee, that are in a particular status, or that are tagged with a particular keyword. Read on to learn all you need to know about filters in Jira. When to Use a Filter in Jira A filter in Jira is a way to control the flow of work items in a particular project. Filters can be used to show or hide work items based on specific criteria, such as the type of work item, the status of the work item, or the assignee of the work item. Filters can also be used to create views of the project that show only a subset of the work items in that project. Interested in intranet search? If so, see our intranet use cases or how to improve intranet search here. Additionally, here are our tips on how you can supercharge your intranet search. How to Create a Filter in Jira Jira has numerous search filters that can be used to locate and manage different projects, issues, and boards. As there are far too many to mention, for this tutorial, we’ve plucked out a couple of example filters to demonstrate the process. Here’s how to apply Jira filters: Log into your Jira account and from the dashboard’s menu, navigate to “Filters” > “View all filters”.Once the filters page has loaded, from the top left-hand corner, click the “Create filter” button.Next, from the top of the search page, set the assignee to “Current User”.Now, select “More” > “Resolution” and check “Unresolved”.Using these specific filters, the search results will return unresolved issues that have been assigned to the current user. Of course, you can choose between a vast array of different filters from the search bar. To view them all, simply click on the scroll bar, wait for the list to drop down, and select which filter you feel applies to the search query you wish to execute. Searching through files slowing you down? To save time, learn how to find files faster with better box search. How to Edit a Filter in Jira In Jira, filters allow you to view a specific set of issues that meet certain criteria, some of which you may use regularly. If this is the case, users can save filters for later use. To save a filter, simply: Define and run your search.Click the “Save as” link above the search results.This will display the “Save Filter” panel.Assign a filter name and click “Submit” to save the changes. Once saved, they are stored on a user’s “favorite filters” list. If needed, these can later be edited. To edit a filter: Head to the Issues menu and select "Filters". Click the name of the filter you want to edit.To add or remove criteria, simply click the "+" or "—" buttons next to each field. You can also change the order of the fields by clicking and dragging them up or down. How to Share a Filter in Jira Filters that have been previously created can be shared with other Jira users via groups, projects, or project roles. Additionally, any save filter can be shared globally using the JIRA Administrators' “Shared Filters” feature. To share an existing filter, simply: Choose “Issues” > “Manage filters”.From here, click the “My” tab.Locate the filter you want to share and select it.Click the “Details” link.Click “Edit permissions” to open the “Edit Current Filter” display.Click on the “Add Shares” dropdown menu and select either “Everyone”, “Group”, or “Project”.Once selected, next to the dropdown menu, click the “+Add” button and select who you’d like to share permissions with.To finalize, click “Save”. Another great way to save valuable time and money is to make use of enterprise search. Best Practices for Using Filters in Jira As we’ve covered here, filters are an important part of Jira as they allow users to focus on specific issues and tasks. By using filters effectively, users can improve their productivity and reduce the amount of time they spend managing their work. Check out our post on how a powerful intranet search improves employee productivity. To get the most out of Jira filters, here are some best practices: Use filters to organize your work One of the best ways to use filters is to create a custom filter for each project you're working on. This will help you stay organized and focused on the tasks at hand.Use keywords in your filters When creating a filter, be sure to use keywords that will help you find the issues you need quickly and easily. This will save you time when looking for specific issues.Don’t overuse filters Filters can help you quickly find and track issues, but it's important to use them wisely. Too many filters can lead to information overload and make it difficult to find the issue you're looking for. If you’d like to see more best practices, check out our Jira best practices post here.
How to Preserve Institutional Memory During the Great Resignation
Project managementHow to Preserve Institutional Memory During the Great ResignationEmployees are changing jobs at a particularly high rate right now. Some estimates say one in four Americans changed jobs last year. And based on U.S. Bureau of Labor Statistics data, resignations don’t appear to be slowing down in 2022 either. Many organizations are scrambling to maintain their institutional memory as employee retention becomes more difficult than ever. In a report published in 2021, PwC said 48% of the organizations want to be less dependent on employee institutional knowledge and are changing processes to get there. Solidify your organization’s institutional memory by fostering an organizational culture that encourages knowledge sharing. As part of that culture, provide opportunities for new employees to learn from experienced employees and supply them with tools that simplify information sharing. Make Knowledge Sharing the Norm A solid organizational memory strategy should involve a few tools (which we’ll cover later in the piece). But alongside this technology, you also need a work environment that encourages information sharing. After all, your company’s collective memory depends on employees who are ready and able to share their knowledge. To preserve institutional knowledge, consider these approaches: Encourage your company’s subject matter experts to share their knowledge—whether that’s through a presentation or a written resource. This information will help other employees learn about your business and its industry, and it may even motivate them to find a way to share their own knowledge.Build processes for entry-level employees to share what they’ve learned from managers and mentorships. Create a safe space where team members can reinforce their knowledge by presenting the information in their own words. Harvard Business Review has several ideas for helping employees solidify what they’ve learned from each other.Promote a variety of ways for employees to learn. Not everyone is going to find the same knowledge-sharing methods helpful, so be sure to offer a few options and promote those methods internally. Chances are, employees will want to share knowledge if you build their awareness of all the tools at their disposal. Whatever initiatives you choose, be sure to survey employees regularly to evaluate your knowledge-sharing culture. Ask questions to gauge how they feel about different policies and tools, like “On a scale of 1 to 5, how easy it is to use [insert knowledge-sharing tool]?” The responses to these surveys will help you find ways to get employees excited about building your company’s institutional memory. Set up a Knowledge Base Make internal knowledge more accessible by securing your institutional memory in a digital knowledge base—a computer system for storing information. With a base, employees can find the resources they need all in one place. There are plenty of ways to set up a knowledge base. Many companies opt to use the knowledge base options within the collaboration or content management software they already use, like Notion, Salesforce, and HubSpot. Employees are likely to take advantage of these bases since they’re already familiar with the underlying technology. Take a look at your tech stack and see if any of your favorite tools can be used to create a knowledge base. Or consider using a dedicated knowledge base tool like Zendesk. Tools that are primarily built to be customer support or employee knowledge base software often come with more options for customization and more features, like robust analytics. As soon as you have the base in place, you can start adding information. Decide what the process for adding or editing pages will be. Depending on the size of your organization, you may want to make a person or several people responsible for making sure the knowledge base stays organized and accurate. This role will also need to update the knowledge base as employees give feedback—remember, it’s a living collective set of facts that’s designed to be constantly updated and refined. The point person will be responsible for managing any requests for articles that don’t exist yet and making sure all pages are easily findable by including relevant search keywords. Begin by adding your onboarding materials to the base as well as the employee handbook (if you have one) and any policies or procedures not included in the handbook. It’s also a good idea to add information about your organizational structure. Any templates your employees use frequently in their work can be added, too. Senior executives might add information about any mentoring programs offered within the organization. Ask the design and marketing teams to add any brand assets and style guides. Every area of the organization will have the know-how that can help current and future employees. You’ll soon see that even the most organized knowledge base can become overwhelming to sort through, so make sure you have a great enterprise search engine to pair with your knowledge base. Adopt a Strong Search Tool Increase information accessibility by investing in a sophisticated search tool that integrates with your knowledge management apps, including your base and communication apps. With this connectivity, the search tool should be able to find files across your tech stack. Say you’re looking for a file someone emailed to you. The search tool would be able to find it, even if you never downloaded it from the message. Along with integrations, look for a tool that uses semantic search. You won’t need to use exact search phrases because the underlying semantic technology can anticipate what a user means. Say you search “Jane’s email” in a search tool with semantic functionality. The tool will know you’re looking for an email address, not just a document with the words “Jane” and “email.” It will also remember which Jane you search for most frequently to provide the most relevant email address. Protect Your Institutional Memory With Unleash A well-designed search tool doesn’t just make it easy to discover knowledge—it also reduces app switching, so your team can spend less time searching. Unleash, for example, lets users launch applications right from the search results. Our platform also integrates with calendar tools and has a dedicated space in the app, so you don’t have to leave the app to see your schedule. Learn more about how Unleash can help you preserve your organization’s institutional memory.
How to Reduce Data Integrity Risks
Project managementHow to Reduce Data Integrity RisksData integrity describes the accuracy and validity of your company's data over its lifetime. In other words, it is the quality of your data or how trustworthy your data is. If your data is not accurate, it could cause a lot of damage, especially when your executives are using the data to make important business decisions. Every year, companies set their annual budget. If these decisions are made using unreliable data, it could have a negative impact on the company's bottom line. Yes, data integrity is really that important. Which Enterprises Are Most at Risk? Let's just say that if your company has a data set, it is automatically at risk. There are, however, three types of enterprises that face the highest level of risk. 1. Complex Enterprises It goes without saying that the bigger the enterprise, the more complex it will be—especially where there have been different mergers and acquisitions over time. Different companies come with their own data sets, which means that merging becomes complicated and messy. 2. Enterprises Using Outdated IT Systems Outdated IT systems will always be a challenge because newer systems can do so much more. The lack of functionality in older systems will not pair well with newer systems. 3. Enterprises Making Changes to Their IT Systems or Functions It isn't always easy to predict how changes to an IT system will affect the integrity of your data. It is easy to understand that your integrity will be affected in some way or another and requires careful supervision as a result. Why Is Minimizing Data Integrity Risks So Important? There are many good reasons why you should aim to keep your data integrity risks to a minimum, including: Low data integrity can be dangerous for your company's data security. Data leaks happen regularly and can tarnish your company's name and reputation.High data integrity builds trust between colleagues, executives, service providers, suppliers and customers. It keeps this invaluable resource safe and secures the company's future.High data integrity promotes business transparency.High data integrity keeps your data private and confidential.If your data integrity is low, you may not conform to the necessary regulations.Low data integrity reduces your company's performance and competitiveness, which could cost you in the long run. How Do You Reduce Your Data Integrity Risks? Now that we understand what it is and why it is so important, let's look at some techniques, methods, and strategies that you can explore to optimize your company's data integrity. You may want to combine some of these strategies to further heighten the reliability and accuracy of your data. Educate Your Employees Arrange internal training courses so that they understand exactly what is meant by the term "data integrity" and explain how they can play their part in minimizing the risks. Refresher courses should be offered as technology develops and trends change. Have More Than One Storage Location Having two storage locations will help you see if changes have been made to your data. A comparison of the two data sets will tell you exactly where the data losses have occurred or where changes have been made. This will help you restore your data integrity as soon as possible. Validate Input and Data Whether your data has been supplied by a known or unknown source, you will need to implement validation and verification on input to secure the accuracy of your data. You also need to certify that your data processes haven't been corrupted. Avoid Data Silos Information that is kept in different information silos that are inaccessible to different departments clouds business transparency and makes data ineffective. Introduce Quality Control Put all the necessary policies and procedures in place to ensure that your data complies, and your governance is unshakable. Encrypt Your Data This is especially important when you are managing transmissions between machines or on the internet. Encryption keeps your data out of the wrong hands. Have an Audit Trail Your data will go through various life stages. Keeping an audit trail will help you understand what happens if your data is lost or how it is used. Restrict Data Access Human error is one of the biggest threats to data integrity. Keep your access control tight at all times. When employees leave, make sure you remove their access rights. Remove Duplicated Data Regularly clean your data up by removing duplicates. There are different tools available to make this task easier for your employees. Remove Security Vulnerabilities Security vulnerabilities need to be identified and then removed. If you install security patches soon after identifying a vulnerability, you can swiftly protect your data integrity. Back Up Your Data It goes without saying that your data always needs to be backed up. Any business, small or large, should have a system in place for data to be backed up automatically. Have a Strong Password Policy for Employees Always encourage your employees to use strong passwords. You could also implement an automatic system that forces all employees to change their work passwords once a month.
Five Essential Use Cases for Intranet Search
Project managementFive Essential Use Cases for Intranet SearchHaving a robust intranet search that helps employees find what they need and get things done is critical for every organization. From the largest global brand to the smallest start-up, good findability is a necessity. It’s important right across any company, helping every function, department and team carry out their daily activities. In this post, we’re going to explore five essential use cases for intranet search across different parts of your organization, and show how specific search features can have a positive impact. 1. Software Engineers and Developers Across their projects and processes, software engineers and developers are used to working with different cloud-based resources. They may be communicating with their team via Slack, working on tickets in Jira, looking up older code snippets in Confluence, using GitHub, viewing project tasks in Asana and accessing documentation stored in Microsoft 365. All that might be happening in just one morning! For employees to best achieve their everyday coding and project goals, a powerful intranet search that can return all the information they need across multiple systems is critical; when this involves just one search box it saves huge amounts of time. For example, we know that Unleash’s long list of integrations is greatly appreciated by both our own software engineers and those of our clients. The right search tool can also help the team monitor new messaging and communication across all these channels, again helping the team stay on track. 2. Sales and Business Development Teams Your sales and BD people are always extremely busy, generating new leads and following up on them, engaging prospects and moving customers through the stages of your sales funnel. They can also be involved in deeper conversations that support account management and develop strong relationships with customers that transform into more sales opportunities further down the line. Often, there are multiple conversations and sales processes going on, some of which evolve quickly and others which take months or even years to come to fruition. Sales and BD teams must be able to access all their latest sales collateral, as well as specific customer information, relevant pitch desks, product updates and research. The need for a strong intranet search is obvious, and the ability to return everything on a customer or prospect all from one search box can help time-stretched sales staff prepare for a meeting. Here, full-text searching across multiple content types is critical. The ability to search multiple sources is also particularly valuable, as they may need to access previous conversations across the team to get the necessary context to make or advance a sale. For example, clients have told us that Unleash’s ability to simultaneously search full text through both content repositories and conversation threads across multiple platforms has proved invaluable in researching clients. The easy ability to drill down into each of the different systems to narrow the search is also very helpful in pinpointing high-value information to support specific moments in the sales process. 3. Product Teams and Other Projects Product management and the associated projects involve a lot of moving parts. Managing a product team, bringing something to market or evolving your next release requires a lot of coordination, and when you’re working to tight schedules, there is little wiggle room in your timetable. Things need to go to plan, but this can be challenging. When some of the team is working remotely, coordination and communication can be even harder. Another hurdle can arise when your product or project team may be working across multiple systems: Slack for communication, Trello for project management, Jira for development tickets and Google Drive for documents, for example.A robust intranet search can prove invaluable. Being able to centralize a search across multiple repositories allows teams to access all related product and project resources quickly and effortlessly. Product teams can also stay on the same page by viewing the status of different tasks across the team, no matter which app they happen to be using. Here, integrating an intelligent search tool like Unleash into your intranet means you can use advanced filters to specifically cover different tasks across multiple systems, transforming your intranet search into a project management tool. 4. Customer Support Teams Excellent support and quick resolution of issues is an essential touchpoint with customers that can make all the difference in supporting customer loyalty and fostering an excellent brand reputation. It’s particularly important for tech companies and start-ups who are looking to establish themselves, grow market share and drive confidence in their products. Your customer support team is only as good as the information it has access to. Being able to access accurate information so issues can be resolved quickly is essential – both when your team are on the phone or online chat with customers, or are trying to get to the bottom of deeper problems offline. Here, a robust intranet search can make a tangible difference to customer support success metrics like first contact resolution rates and average resolution times. For example, an accurate search that can look through support documentation, databases of error codes and previous tickets and conversations can help your support team resolve more complex issues. The ability to search through multiple repositories simultaneously – such as Zendesk, Salesforce and Confluence – and also search individually within each can help remedy issues that much faster. Ultimately, that means more happy customers. 5. HR Teams and Functions HR teams often have a lot on their plate; they get asked a lot of questions, and your HR helpdesk or main HR contact in a smaller company can easily get maxed out. To make things more manageable, HR teams often try to push users towards a self-service approach by providing information so employees can get answers themselves. An intranet is the obvious place for employees to answer questions from “Where can I find the maternity policy?” to “How do I change my bank details for the payroll?”, freeing up valuable time for resource-stretched HR professionals. Here, an intelligent intranet search can be hugely helpful in supporting successful employee self-service. You can create a scoped search within your intranet for specific searches through HR pages, FAQs, policies and other documents that will include the latest information, even if this information is scattered across multiple systems. Semantic search capabilities can allow your employees to ask questions in natural language. Personalized searches can also ensure documents returned are relevant to the individual; for example, you may have slightly different HR policies in your HQ compared to your IT developers or sales staff based in a different country. Arrange a Demo! A powerful intranet search can make all the difference for everyday work across multiple teams and departments. If you’d like to find out how a search product like Unleash can benefit everybody across your company, then arrange a free demo!

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