/
WIP) Shared filter

WIP) Shared filter

Owned by Yoonjeong Bae
Last updated: Jan 20, 2025
5 min read
Filter2.png
Shared Filter View

How to Start

You can externally share your Shared Filter with organizations outside your own. When creating an External Share, ensure that you have selected Filter as the share type.

To create an external share, please refer to Getting Started.

After creating a share, you will see the Share Preview window on the left and the Share Configuration options on the right. The interface as a whole will look like the image below.

Filter1.png

Configuring columns for a custom filter

On the left side of the window, you can configure columns for your custom filter. You can select the desired fields and choose which ones will appear in the preview.

You can create a filter that displays all the information from Jira issue, or you can design a minimal filter using only the essential fields you prefer.

Customizable Options

On the right side of the window, you'll find various configuration options, which include:

General, Permissions, Security, Custom fields, Custom content, Extensions, Quick Filters, Filter Configuration

Please note that the available configuration settings categories may vary depending on the Share Type you select. (Issue, Board, Filter, or Timeline)

General

General tab allows you to edit and define the core settings of the external share link.

Name: The link name is for internal reference only and will not be shared with the external link.

Description: The description is also for internal use and will not be visible in the shared link.

Use Public URL: The link name value will be used to prepare named link

Enable share: if disabled, external user won’t be able to access the link.

Project: Select the project you want to share externally.

Share type: Choose the share type as Filter.

JQL: Use JQL (Jira Query Language) to define the specific data you want to include. You can find more information about JQL Here.

 

Adjust issue layout : Choose a customized layout, which can be set up in Global Settings.

Permissions

Permissions tab allows you to define what information and actions are accessible when sharing a Filter via a link for external viewers.

 

  • For example, you can configure settings so that external viewers can view or add comments, attachments, linked issues, sub-tasks, status, changelogs, and approvals. You can also allow them to make changes to the issue summary and description.

 

  • Simply clicking the X button removes it, and the external viewer will no longer be able to view, add, or change content.

 

  

Security

Enable password protection : Set a password to restrict access to the shared content. Only external viewers with the password will be able to access the external share.

Regarding the secret password that enables auto-login to Password Protected External Share links, please refer to Programmatical Share Access Token.

Set link expiration time: Define an expiration date and time for the link by clicking the calendar icon.

Require SSO : Enable corporate SSO for added security. Follow the SAML / SSO - Setup guide for setup instructions.

Share with specific emails or domains: Specify individual email addresses or email domains to restrict access.

Display comments with restrictions: Comments can be restricted to specific roles or groups.

 

Custom fields

You can select custom fields to display on the shared link, such as status category changed, sprint, epic name, project, and more.

 

 

 

 

 

Custom content

 

 

You can customize the header and footer text to suit your needs. Text will be displayed as above.

Extensions

Enable/disable integrations with extension plugins.

 

 

 

 

 

Quick Filters

You can add your custom quick filters to a shared filter.

Once these quick filters are added to the shared filter, external users will see them as clickable options.

 

 

From left image, two Quick Filters are defined:

  1. Open

  • JQL: status != Done

    • In practice, clicking this filter will hide all completed issues and display only issues that are still in progress, new, or need attention.

  1. Recently Updated

  • JQL: updated >= -1d

    • This filter shows all issues that were updated within the last day.

By selecting a custom quick filters, external users can focus on the issues that meet those conditions.

Filter configuration

Add filters that you want to enable on the shared filter.

For example, if the Labels filter is enabled, external users will be able to view and filter issues by labels directly from the shared filter.

 

 

FAQ

How to fix “There was a problem. It looks like the application requires an update“?

Manage Apps > External Share for Jira > Update

A manual update is required when the app permission scope is changed. We have requested new permission, “Act as user” (ACT_AS_USER) - and we run JQL as the user who created or updated the share.

I do not want to copy JQL to the shared filter every time I want to change something, what I can do?

You can create a shared filter with JQL like filter = "referenced filter name or filter id”. This way you update only your filter.

How I can share all issues? I can not create a share with an empty JQL field.

Create a JQL filter with a name e.g. “All“ and set the share JQL field to filter = “All“