# Atlassian Manual Configuration Guide
**Date**: December 4, 2025
**Scope**: Configuration tasks that require Jira Cloud UI (API not available in Free tier)

## Overview

This document provides step-by-step instructions for configuring Atlassian features that cannot be automated via REST API in the Free plan. These configurations were planned in the original setup but require manual UI interaction.

---

## WEEK 3: Project Configuration

### Task 1: Project Workflows

**Why Manual?** Workflow configuration API is not available in Jira Cloud.

#### PROD Project Workflow
1. Go to **PROD** project > **Project Settings** > **Workflows**
2. Click **Create workflow** or edit the default
3. Configure these transitions:
   ```
   To Do
   ├─ → In Progress

   In Progress
   ├─ → Review
   ├─ → Done
   ├─ → Back to To Do

   Review
   ├─ → Done
   ├─ → Back to In Progress

   Done (Terminal state)
   ```

4. Add transition validators (optional):
   - In Progress: Require assignee
   - Review: Require comment
   - Done: Require fix version

5. Add workflow conditions:
   - Only issue creator can move to Done
   - Only project lead can approve

#### MARK Project Workflow (Sales/Leads)
1. Go to **MARK** project > **Project Settings** > **Workflows**
2. Create custom workflow:
   ```
   New
   ├─ → Contacted

   Contacted
   ├─ → Qualified
   ├─ → Not Qualified

   Qualified
   ├─ → Proposal Sent
   ├─ → Not Interested

   Proposal Sent
   ├─ → Negotiating
   ├─ → Not Interested

   Negotiating
   ├─ → Won
   ├─ → Lost

   Won (Terminal)
   Lost (Terminal)
   ```

3. Workflow automations:
   - Automatically move to "Contacted" after 1 hour of creation
   - Notify sales lead on "Not Qualified"
   - Auto-close "Lost" after 90 days

#### SUPP Project Workflow (Support)
1. Go to **SUPP** project > **Project Settings** > **Workflows**
2. Create workflow:
   ```
   New
   ├─ → In Progress
   ├─ → Cannot Reproduce

   In Progress
   ├─ → Resolved
   ├─ → Waiting Customer
   ├─ → Escalate

   Waiting Customer
   ├─ → In Progress
   ├─ → Closed

   Escalate
   ├─ → In Progress

   Resolved
   ├─ → Closed

   Closed (Terminal)
   ```

3. SLA tracking:
   - First response: 4 hours
   - Resolution: 24 hours
   - Critical: 1 hour

#### OPS Project Workflow (Operations)
1. Go to **OPS** project > **Project Settings** > **Workflows**
2. Create workflow:
   ```
   Backlog
   ├─ → Scheduled

   Scheduled
   ├─ → In Progress
   ├─ → On Hold

   In Progress
   ├─ → Testing
   ├─ → In Progress

   Testing
   ├─ → Done
   ├─ → Failed

   Failed
   ├─ → In Progress

   On Hold
   ├─ → Scheduled

   Done (Terminal)
   ```

---

### Task 2: Automation Rules

**Why Manual?** Jira Automation API (`/rest/automation/2.0/`) not available in Free tier.

#### Available Automation Templates

Go to **Project Settings** > **Automation** and create these rules:

##### MARK Project Rules

**Rule 1: Auto-assign hot leads**
- **Trigger**: Issue Created
- **Condition**: Priority = High OR Labels = "hot-lead"
- **Action**: Assign to sales manager (p.gulyk@ai-impress.com)

**Rule 2: Close stale leads**
- **Trigger**: Scheduled (Daily)
- **Condition**: Updated less than 30 days ago AND Status = "New"
- **Action**: Transition to "Not Qualified"

**Rule 3: Notify on lead qualified**
- **Trigger**: Transition to "Qualified"
- **Action**: Send email to sales@ai-impress.com

**Rule 4: Create follow-up subtask**
- **Trigger**: Transition to "Contacted"
- **Action**: Create subtask "Schedule follow-up call"

##### PROD Project Rules

**Rule 1: Create verification subtask**
- **Trigger**: Issue Type = Bug
- **Condition**: Priority = High
- **Action**: Create subtask "Verify fix"

**Rule 2: Auto-assign bugs**
- **Trigger**: Issue Created
- **Condition**: Type = Bug AND Component matches regex
- **Action**: Assign to component lead

**Rule 3: Notify on critical bug**
- **Trigger**: Priority Changed TO Critical
- **Action**: Notify Slack channel #prod-bugs

##### SUPP Project Rules

**Rule 1: Escalate critical issues**
- **Trigger**: Priority Changed TO Critical
- **Action**: Send email to support-lead@ai-impress.com

**Rule 2: Auto-reply on new ticket**
- **Trigger**: Issue Created
- **Condition**: Issue Type = Support Request
- **Action**: Add comment with ticket acknowledgment

**Rule 3: Close resolved tickets**
- **Trigger**: Status = Resolved for 7 days
- **Action**: Transition to Closed

##### OPS Project Rules

**Rule 1: Tag deployment issues**
- **Trigger**: Issue Created
- **Condition**: Summary contains "deploy" OR "release"
- **Action**: Add label "deployment"

**Rule 2: SLA tracking**
- **Trigger**: Scheduled (Hourly)
- **Action**: Check SLA metrics and notify if breached

---

### Task 3: Dashboard Gadgets Configuration

**Why Manual?** Gadget module keys not available for programmatic addition in Free tier.

#### Available Gadgets
The following 31 gadget types are available via UI:

1. **Analytics & Reporting**
   - Issue Statistics
   - Two Dimensional Filter Statistics
   - Pie Chart
   - Heat Map
   - Resolution Time Chart
   - Created vs Resolved Chart
   - Average Age Chart
   - Time Since Chart
   - Recently Created Chart
   - Average Time in Status
   - Average Number of Times in Status
   - Workload Pie Chart
   - Time to First Response

2. **Project & Issue Management**
   - Projects
   - Jira Road Map
   - Filter Results
   - Labels Gadget
   - Jira Issues Calendar

3. **Sprint Management** (if using Scrum boards)
   - Sprint Burndown Gadget
   - Days Remaining in Sprint Gadget
   - Sprint Health Gadget

4. **Personal & Social**
   - Assigned to Me
   - Starred filters
   - Voted Issues
   - Watched Issues
   - Activity Stream
   - Quick links

5. **Utility**
   - Wallboard Spacer Gadget
   - Introduction Dashboard Item

#### Recommended Gadget Setup

**Executive - All Critical Issues Dashboard**
1. Click **Edit Dashboard**
2. Add gadgets in this order:
   - Row 1, Col 1: Filter Results (Critical issues)
   - Row 1, Col 2: Issue Statistics (By Priority)
   - Row 2, Col 1: Created vs Resolved Chart
   - Row 2, Col 2: Average Age Chart

**Executive Overview Dashboard**
1. Click **Edit Dashboard**
2. Add gadgets:
   - Row 1, Col 1: Projects (overview)
   - Row 1, Col 2: Issue Statistics (All projects)
   - Row 2, Col 1: Jira Road Map
   - Row 2, Col 2: Activity Stream

**Engineering Dashboard**
1. Click **Edit Dashboard**
2. Add gadgets:
   - Row 1, Col 1: Filter Results (PROD project bugs)
   - Row 1, Col 2: Resolution Time Chart
   - Row 2, Col 1: Created vs Resolved Chart
   - Row 2, Col 2: Average Age Chart

**MARK - Sales Pipeline Dashboard**
1. Click **Edit Dashboard**
2. Add gadgets:
   - Row 1, Col 1: Filter Results (Pipeline stage)
   - Row 1, Col 2: Two Dimensional Filter Statistics (Status vs Priority)
   - Row 2, Col 1: Pie Chart (Conversion funnel)
   - Row 2, Col 2: Activity Stream (Recent activity)

**Operations Dashboard**
1. Click **Edit Dashboard**
2. Add gadgets:
   - Row 1, Col 1: Filter Results (OPS project)
   - Row 1, Col 2: Issue Statistics (By Status)
   - Row 2, Col 1: Created vs Resolved Chart
   - Row 2, Col 2: Workload Pie Chart

---

## WEEK 4: Lead Import & Linking

### Task: Configure Lead Custom Fields

**Status**: ✅ COMPLETE (Done via API)

Custom fields are already configured:
- Contact Email (customfield_10119)
- Contact Phone (customfield_10120)
- Company Name (customfield_10118)
- Contact Name (customfield_10121)
- Lead Status (customfield_10111)
- Lead Source (customfield_10110)

### Task: Create Issue Links

Use the lead import script which includes link creation. Links created:
- Lead → Opportunity (relates to)
- Opportunity → Client (relates to)
- Client → Contract (relates to)
- Contract → Invoice (relates to)

---

## WEEK 5: Team Training

### Checklist

- [ ] Training on workflow transitions (2 hours)
- [ ] Training on automation rules (1 hour)
- [ ] Training on dashboard interpretation (1 hour)
- [ ] Training on lead import process (30 minutes)
- [ ] User acceptance testing (4 hours)
- [ ] Go-live planning (2 hours)

### Training Materials to Create

1. **Workflow Training**
   - How to transition issues
   - What each state means
   - Who can make transitions
   - SLA tracking

2. **Automation Rules Training**
   - How rules trigger
   - What to do when rules don't work
   - Creating custom rules

3. **Dashboard Training**
   - How to read each chart
   - How to drill down into data
   - How to create custom reports

4. **Lead Management Training**
   - How to create leads
   - How to import bulk leads
   - Lead lifecycle from new to won/lost
   - Using custom fields

---

## API Limitations Summary

| Feature | API Available | Free Tier | Workaround |
|---------|---|---|---|
| Workflows | ✗ | Manual UI | Use Project Settings UI |
| Automation Rules | ✗ | Manual UI | Use Project Automation UI |
| Gadget Addition | ✗ | Limited | Use Dashboard Edit UI |
| Templates | ✗ | Manual UI | Create in Confluence UI |
| Permissions | ✗ | Limited | Use Project Settings UI |
| Custom Fields | ✓ | ✓ | API works |
| Issue Creation | ✓ | ✓ | API works |
| Issue Linking | ✓ | ✓ | API works |

---

## Next Steps

1. **Complete manual configuration** (2-4 hours)
2. **Test all workflows** (2 hours)
3. **Verify automation rules** (2 hours)
4. **Configure dashboards** (1 hour)
5. **Run lead import** (30 minutes)
6. **Team training** (8-10 hours)
7. **Go-live** (Next week)

---

## Support

For questions or issues:
- Check Atlassian documentation: https://support.atlassian.com/
- Review your plan limitations: https://support.atlassian.com/jira-cloud-administration/docs/what-is-the-free-jira-cloud-plan/
- Contact Atlassian support for API availability

