Seven steps to create and manage filters in Jira

When you’re busy managing multiple projects and teams in Jira, you need 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 creating and managing 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 them 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 in the Tempo Timesheets app.

Next, let’s check out the detailed guide to creating and managing 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. 

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. 
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 of the filter. Based on the Jira Advanced Search feature example above, the filter name could be “Done Content Tasks Created 4w.”

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. 

You can edit a filter’s name, description, and permission level by clicking on the Details button right next to the filter name. 

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. 

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. 

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. 

You can also subscribe to a Jira filter’s RSS feed. 

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. 

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.  

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. 

Last updated: 2023-06-02

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