Contact

Setup & First Steps
with Exply for JIRA

Setup Exply for JIRA

After you've downloaded and installed Exply in your JIRA instance you're ready to start the plugin for the first time.

Setting up Exply for JIRA is as easy as you can imagine. Your JIRA configuration is automatically detected.

The only thing you need to do is adding your Tempo API-Key.

Just follow the links provided in the welcome screen. They're leading you dirctly to your personal Tempo page.

Dashboards

1. How do I create a new Dashboard?

After you logged into Exply you'll see the welcome screen with to main options:

  • Create a Dashboard
  • Open a Dashboard

To create a new dashboard just click the corresponding button on the welcome screen.

After your new dashboard has been created you'll see the following screen showing you several options:

  • Edit Dashboard Title
  • Edit Group Title
  • Add Data Filters
  • Add new Widget
  • Add new Widget Group
  • Cancel / Save Dashboard

First of all - it's useful to set an individual dashboard title, f.e. customer name, project name, team name, etc.

That way you instantly know what the dashboard's content is. Especially when you end up having a lot of them, and you will, that's for sure ;-)  Also your customers or project teams will really appreciate the appropriate naming and it makes it way easier to talk about it.

In our example we want to get an overview regarding the project "General Products Website". So we give the dashboard this project name.

The first part of our dashboard shall provide us a quick overview and is named the same way. This also makes it easier for everyone to quickly know what they're looking at.

You'll find the corresponding fields in the upper left corner.

2. Data Filters

Right beneath the dashboard title you'll find the data filter options for your dashboard.

Data Filters are the basis for all your analysis. They limit the shown data within the widgets, e.g. customers, projects, teams, etc.

There're basically three hierarchical levels of data filters:

  1. Permission within User Management
  2. Filters for Dashboards & Widget Groups
  3. Explorative Filters through Widgets

They work from outside to inside like follows:

User Permissions > Dashboard Data Fields > Widget Data Selections

Starting with the users. By default every new user is not allowed to see any data. Access rights need to be granted explicit through an admin. Users can then only view and access dashboards they are allowed to see. In addition to viewable dashboards the specific data types (e.g. work logs, time records, etc.) and containing data fields (e.g. project name, customer name, etc.) need to be shared with the user.

For example, if a dashboard that is used for an overview contains five projects (Project A, B, C, D, E) and the user (e.g. customer) is only allowed to see two (Project A & B) of them. Set correctly he will only see the data of those within the dashboard.

Let's look at another example. The user mentioned above stays with his permissions (Project A & B). But this time the project dashboard is only showing Project A & E. Therefore the customer will only see Project A within the dashboard, because Project B isn't assigned.

Note: If you don't limit your data through data filters, you will get all data.

Cause we want to create a dashboard showing only the data related to the project "General Products Website", we're filtering them.

We therefore leave the document type filter blank and select "Name of Project" as document field.

After that we can choose from various types of operators like equals (default), contains, ends with, starts with and matches. We're using the default (equals) to choose the project directly in the next field.

To select the wanted project just start to type in the name and the integrated auto completion will show you relevant results. You don't need to fill in the complete name, just click on the result you need and it will be selected.

Repeat this step if you need to select more projects.

In our case we're typing "General" into the operand field and get all results matching the term.

After having set the dashboard data context we're ready to create the first dashboard widgets.

By clicking on the "Add new Widget" button we get to the widget overview.

Quota Tile

At first we'll have a look at the Quota Tile.

The Quota Tile enables you to define a fixed value per time span to quickly see how much of this value has been used within the defined period and how many value per day have to be done to reach the defined value, depending on the assigned people.

For Example: Billable Hours

Ongoing projects have often a fixed amount of hours that are guaranteed to be done per month (e.g. week, quarter, year).

In our example this specific amount of hours is 240 per month. 

  1. Set the Value Field to Billable Hours
  2. Select the corresponding months
  3. Type the amount of hours in the field behind to time span
  4. Repeat for further periods if needed
  5. Enter the appropriate unit, e.g. hours

The Quota Tile sets its background color automatically depending on the ratio between defined value and used value. You can change it to your prefered color if you want.

Please keep in mind that the Quota Tile depends on the selected time span of the corresponding widget group.

Pivot Table

Next we create a Pivot Table showing all the team members with the epics they worked on, including the amount of time needed.

In our example we're performing the following steps to get the need pivot table:

  1. Choose "working time entries" as document type to pivot over
  2. Select "Name of Project" as first grouping field
  3. "Name of Creator" to get the team member second
  4. "Epic" to get their corresponding working time entries per Epic third

Note: The grouping field "Name of Project" is not necessary if an adequat data filter is set for the dashboard.

Timeline Chart

Next we'll want to see the billable worked hours per epic and day/month/etc. to identify peaks and valleys for this project.

We therefore add a new widget and choose Timeline Chart.

Within the configuration we set the following options:

  1. Time-Field set to "Date of Creation"
  2. Granulairty is set to "automatic" per default, showing the optimal time period for the given data
  3. Choose "Billable Hours" for Value Field and
  4. "Epic" as Stacking Field

The Timeline Chart can be viewed as vertical bar chart, showing each point in time as separate bar, or area chart where all points are connected over time.

Furthermore the Maximum Number of stacks limits, as the name suggests, the number of stacked elements. In addition to that the Maximum Number of decimals narrows down the shown decimals.

After we created the first three widgets, we're ready to save the actual state of our dashboard by clicking "save" in the upper right corner.

There you have it - your first small project overview dashboard! Congratulations! :-)