“How do I create custom charts and share reports with External Share?” Find out in this episode of Appfire Presents: The BEST Demo Show by Appfire! Gorka Puente shows you how to create custom charts and share them inside and outside your organization with Dashboard Hub’s External Share feature. For more on this topic, check out this article in The Hub, by Appfire.

About the guest

Gorka Puente is a Principal Product Manager at Appfire. Gorka has a Ph.D. in Web Information Systems and a bachelor’s degree in Computer Science, and he has 10 years of experience in the Atlassian ecosystem.

About the show

The BEST Demo Show by Appfire brings in experts who can show you how to overcome common IT challenges using best-in-class Atlassian apps. Every episode features 15 minutes of valuable advice on how to do your work better and faster.

For your convenience, here is the transcript of this episode:

How do I create custom charts and share reports with External Share?

Kerry:  Today we’re going to cover the question how to create custom charts and share reports with external share. To help us with that is Gorka Puente, a principal product manager at Appfire. He has a PhD in web information systems and a bachelor’s degree in computer science, and he has 10 years of experience in the Atlassian ecosystem, so he is the perfect person to help us today. Stick around for 10 to 15 minutes of awesome.

Gorka, thanks for coming. Are you going to show us around and show us how to do this?

Gorka:  Hey, Kerry. Yes. Thanks for having me. I have to say that I really like this intro. 

Kerry:  Thank you so much. I’m going to share your screen if you’re ready. Let’s do this thing.

Gorka:  Yes. I’m going to go through how to create a custom chart and how to share it, but first I want to show that we really strive for simplicity with these dashboards. I’m going to show how to create a dashboard, full fledged with all of the metrics and indicators, in a few seconds. In less than a minute, we’ll create a dashboard. 

Of course, we’ll give it a meaningful name. I’m going to call it Kerry. This is going to be your dashboard. We’ll set up permissions like we do in Confluence. We choose one of the provided templates for different kind of themes. In this case, I’m going to choose for ITCM teams. We’re going to use Jira Service Management, but also other products. 

We get a dashboard with slides with a lot of different metrics that first we have to configure. We start configuring, in this case, an SLA. One of the things that is interesting is in reports we use for per customer it will show it, but if we have a medium team or a large team, we need to show the whole portfolio, so we need to select different periods and show the metrics of those periods in a single place. We can select, in this case, one queue to select that SLA, but we can select different periods, too. 

Here we have two periods. Let’s put another period with other different queues.

Kerry:  If I just want one report with all of the projects I’m working on, I can do that? 

Gorka:  Yes. You get all of the information across your whole portfolio. It’s awesome. Select a time period. Of course, you can customize to communicate better this information to your team, the time period. 

With this feature or setting for people like me and says if you find any other gadget in this dashboard that can use this information and these settings, please use it, don’t make me configure things twice. When we configure one gadget, we get all of the gadgets configured. We are seeing here, for example, workload with the resolutions, they created requests from Jira Service Management. 

In this case, this has slightly different configuration because we’re going to show dynamically across the whole portfolio a specific SLA. In this case, let’s say the time for a response in the last year. We just configured it. 

Kerry:  It just needed a couple more options.

Gorka:  Yes. Here we see one gadget is not configured. It’s not that it failed. It’s that it’s a completely different product. In this case, it’s a status page. That’s because the dashboard app has 10 integrations with 10 different products. Here it is really useful to have that in the service desk team with all of the live information from our systems. If there is an update and systems are not operational, they should know that more requests are going to come in.

Kerry:  So, once you render the report with those top-level things, you can go in and customize those little modules? That’s what I’m seeing, you’re choosing additional options?

Gorka:  Yes. We chose one of the provided templates, but we can create from scratch these dashboards and choose from among 70 different metrics. I’m not going to go over them all.

Kerry:  Because there’s a lot. 

Gorka:  A lot. If I need this specific indicator, you look for it, you just add it, configure it, and done. Anyone from the team can create that.

The important part of reports is many times to be able to share with the different stakeholders, or in Jira Service Management sometimes even with customers.

Kerry:  Some of whom don’t use, even internally, the same software you’re using.

Gorka:  Yes. Like at Appfire, we have different systems, and depending on the team, they use different products, and we have to share information. We can share internally, or we can create a public link, which is a secure link because it has a really long token, or we can even add a password to that, and we share this. 

In this case, I’m opening in a private navigator without a session. The person receiving this is a stakeholder or a customer, they can see it in real time, in this case, SLAs from these periods.

Kerry:  They don’t need to login or anything like that, because you’re incognito, so you’re not logged in.

Gorka:  That’s right. What happens to all of the customers we get and they are creating support tickets, they are going to have to look for that link in the email. There is another solution for that to share, which is let’s add our customers from Jira Service Management, because they are using our customer portal, let’s add them here. If we want to share something specific with them, in this case, I’m adding a customer, as we can see here. We save it. 

If I go to another session that I have open here with this user, we can see here in the dashboard app that offers the ability to access all of those shared dashboards with all of our clients. In this case, all of the clients that have access to a portal customer. Here we can see your Kerry dashboard that we just created. They can access here and they can check the status of their request, the SLAs that they have for premium support, so on and so forth.

Kerry:  So, they have more options than someone that you just give a link to view. 

Gorka:  Yes. To simply their lives, to make their lives smoother, there is that option. 

We have a lot of different metrics, as we said, but because we have different public things, in this case, a team that of course they need to know the velocity, their goals, their resolved issues, but also sometimes they need to access, for example, the tasks that got in Confluence because many times we work or operate in Jira and have a space in Confluence. We can have that integration here.

The custom charts, it is true that we don’t have metrics for every single need of our customers, so they can create their own charts. This is the same gadget, it’s based on JQL. They can perform a query and they can display that information with different visualizations, as a table, as a pie chart, as a bar chart. 

From this example, this is a really nice use case that we got, it’s what we call a hybrid dashboard, which is a dashboard that we are right now in Cloud, that can access Data Center data. This is a different Jira. We are connected to different Jiras in different places, so we can work with other companies or we can work within our own company with different Jira instances, which for me is key in day-to-day operations with large teams. 

For dev-ops teams, we have integrations with feedback, with pipelines, with many different products, even with third-party apps like priority track for example, that we have also integration. We are integrating also with a well-known app, which is Big Picture, which is also from our family of products.

Kerry:  That’s a good one.

Gorka:  Just before I finish, I’d like to show you the latest news that we got. There are mainly two. 

One is the epic progress report, that was a highly requested feature, which is to give me epics with their state. I can have the state of a project based on my roadmap full of epics in a single place. Of course, here the percentage of completion of that epic. Of course, if I have to access and see more information about that, I have quick access to that.

Another, as I said epic progress was highly requested, but the top requested feature lately has been the ability to filter gadgets in a single dashboard. A dashboard is a perspective, but within a perspective there are different views. I can create a dashboard for my team, but probably the members of my team want to see their work or the whole team’s work. 

With this filter, we can filter the data that we have in the different gadgets. Here, if we remove the filter, we can see that this data has more records. If we filter, for example, and say I only want to see things that Gorka is working on in the sample of scrum period B.

Kerry:  You’re busy.

Gorka:  I am busy, yes, super busy. You can do that. Of course, you can even decide what to filter or what to let unfiltered, which is really cool.

I forgot one thing, before finishing this quick demo. One super powerful gadget, which is to create formulas. Don’t forgot that we have the Dilbert strip gadget that you can add a put a smile on your team’s face. We have weather forecasts, and we have many other things, but I wanted to show you is the formula cards. 

Many times, we need to perform more complex queries to get the most out of our data. With a formula card, you can create different variables. In this case, we are going to get all of the issues that we need and all of the issues that we created and resolved last year. We’re going to get the time that it took our team to finish those tasks, those issues, and we are going to perform a formula based on what we have cost per hour, so we are calculating how much we invested in a specific period last year. We can put that number right in front of our eyes. 

Kerry:  That’s so people can be like let’s not do that again this year.

Gorka:  It can be money, or it can be other things, but this is an example that everyone is going to understand.

Kerry:  That includes the cost of the time spent working on it?

Gorka:  In that case, yes. But you can calculate using any custom field and do mathematical operations. It can be, for example, the percentage of completion that we have over a period. We can have more complex queries and we can select a card, and we are going to see the resolved incidents, out of 1,000 we have resolved 333. We can put that in red because it’s key for us to see that right away and have that number here, the resolved incidents of this particular project. We can see that percentage there.

Kerry:  Gorka, where can people get this fantastic progress tracker? 

Gorka:  This is part of our portfolio at Appfire. Anyone can go to the Atlassian Marketplace and try it for free for one month, or even use it for free if their team is 10 users or less.

Kerry:  Wonderful. for more information about how to use this and to get it you can go to the marketplace. For more episodes of The Best Demo Show by Appfire, including more featuring Gorka Puente, you can find those at We’ll see you next time.

Last updated: 2022-11-22

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