Sheet features

Hierarchy v1.1.0

To indent and group Work items by their default hierarchical relationships in Jira, click the Hierarchy button in the toolbar above the table. To disable, click the button again, or click the icon in the status bar below the table and choose Disable hierarchy.

Advanced Roadmaps levels

The default Hierarchy recognises Sub-task level, base level, and Epic level of Work types. For any levels above that, configured via Jira Advanced Roadmaps settings (opens new window), or any self-defined hierarchy, create a custom Structure in your Sheet.

Custom structure v1.2.0

Custom Structures are hierarchical work item organisation constructs that you can freely define by creating Levels. Each Level can either add Hierarchy, a Grouping, Sum-up, or Grouping and sum-up to your Structure.

Keep in mind

To create, edit and delete Structures in a Sheet you need to have JXL: Edit sheets Permission.

Creating structures

To create a new Structure in a Sheet, click the Structures button in the toolbar above the table and choose Create structure. (Alternatively, click the Edit icon at the top right of a Sheet, then the Edit structures icon, and choose Create structure there.)

To define a custom Structure, you can create Levels by clicking the Create level button towards the bottom of the dialog, or by hovering with the cursor over the exact position where you need the new Level, i.e. between, below or above an existing Level. To delete a Level, use the Delete level icon on the right. For each Level choose a type:

Hierarchy - defines hierarchical relationship between Work items
Grouping - groups Work items by a Field of your choice v1.4.0
Sum-up - sums up all Fields' values (see Sum-ups for Sum-up styles) v1.5.0
Grouping and sum-up - both groups Work items by Field and sums up their values v1.5.0

For Hierarchy you need to define Work type and Parent relationship.

Keep in mind: Work types in Jira Cloud are called Issue types Jira Data Center (opens new window)

• Work type
  Choose one or multiple Work types and/or Work type wildcards (e.g. All epic work types or Remaining sub-task work types or Remaining work types, etc.) per Level.

• Parent relationship
  Define how hierarchical relationships between the Level and its parent Level are indicated, by choosing one or multiple of the following:

  • Parent field (Cloud) Parent, Epic link, Parent link fields (Data Center)
    This uses the Jira default Fields to determine relationships, i.e. in Jira Cloud the Parent Field, and in Jira Data Center Parent for Sub-task work types, Epic link for Base work types, and Parent link for any relationships between Work types defined in Jira Advanced Roadmaps settings (opens new window).

  • Linked work items
    This uses inward and outward Work item link descriptions from the Linked work items Field to determine relationships (Work item linking (opens new window) has to be enabled and can be configured in Jira settings).

Work items can appear more than once across the hierarchy v2.3.1

If individual Work types are mapped to more than one Level of your Structure, or if you are using Work item link descriptions for your Parent relationships, a toggle switch appears. You can decide whether affected Work items should be listed once (default) or multiple times in the table. Depending on the use case of your Sheet, either might be intended behaviour.

Enabling and disabling structures

To enable a custom Structure in a Sheet, click the Structures button in the toolbar above the table and choose the relevant custom Structure. To disable, click the button again and choose None, or click the icon in the status bar below the table and choose Disable structure.

Editing structures

To edit an existing Structure in a Sheet, click the Structures button in the toolbar above the table, hover with the cursor over the relevant Structure and click the Edit structure icon on the right of the menu item.

(Alternatively, click the Edit icon at the top right of a Sheet, then the Edit structures button, and choose the relevant Structure there.)

Copying and deleting structures

To copy or delete a Structure in a Sheet, click the Structures button in the toolbar above the table, hover with the cursor over the relevant Structure and click the Edit structure icon on the right of the menu item, then click Copy or Delete at the bottom left corner of the dialog.

(Alternatively, click the Edit icon at the top right of a Sheet, then the Edit structures button, choose the relevant Structure in the menu, and click Copy or Remove at the bottom left corner of the dialog.)

Grouping work items v1.4.0

To group Work items by a column or Field, click the Grouping button in the toolbar above the table and choose a column or Field to group by. To disable, click the button again and choose None, or click the icon in the status bar below the table and choose Disable grouping.

If you would like to add Sum-ups to the Groupings, click the Sum-up button in the toolbar above the table. To disable, click the button again. See Sum-ups for more details about Sum-up styles.

Multiple nested groupings

The Grouping feature organises your Work items by one column or Field only. If you would like to organise your Work items by multiple columns or Fields, i.e. in multiple nested Groupings, use the custom Structure feature instead.

Sum-ups v1.5.0

To sum up the contents of the table or to add Sum-ups to Groupings, click the Sum-up button in the toolbar above the table. To disable, click the button again, or click the icon in the status bar below the table and choose Disable sum-up.

For some Field types, e.g. numbers, story points, time tracking and status Fields, you can choose between different sum-up styles, including:

• Count
• Sum
• Average
• Median
• Minimum
• Maximum
• Percentile v3.1.1
• Status done - Percentages
• Status done - Totals
• Status done progress bar - Percentages
• Status done progress bar - Totals
• Status distribution bar - Percentages
• Status distribution bar - Totals

To set the sum-up style of a column, hover with the cursor over the header of the relevant column, a More icon appears. Click it, choose Edit sum-up style, and in the dialog that opens choose a sum-up style. Click the Save button to commit your changes.

Alternatively, edit a sheet (click the Edit icon at the top right of a Sheet), hover with the cursor over the header of the relevant column, an Edit column icon appears. Click it and in the dialog that opens choose a Sum-up style. Apply the change and click the Save button at the top right to commit your changes.

Ranking work items v3.0.0

Keep in mind

To use the ranking feature in JXL for Jira Data Center, you need to have Jira Software Projects licensed in your Jira site. You also need at least one Global rank Field in the system. (Out of the box, Jira comes with one Global rank Field named Rank.)

To enable Work item ranking, click the Ranking button in the toolbar above the table. If you have multiple Global rank Fields in your site, a menu opens where you need to choose a Field to use for ranking.

To disable, click the button again. If you have multiple Global rank Fields in your site, the menu appears again, choose None. Alternatively, click the icon in the status bar below the table and choose Disable ranking.

While ranking is enabled, Work items in the table are sorted using the values of a Global rank Field. Any other potentially enabled Column sorting and any ORDER BY clause you might have defined in the Sheet scope are ignored.

To re-rank Work items, select one or more row handles to the left of the table. Once you have made your selection, click again and hold the selected row handles to grab the rows, move the cursor to drag the rows to the desired position in the table, and release to drop them.

Re-positioning work items v4.0.0

While you have enabled a Structure or Hierarchy or Grouping, you can drag and drop table rows between hierarchical levels and groupings. This updates all relevant Fields that are used as grouping criteria or to determine hierarchy for the affected Work items.

To re-group or re-level Work items, select one or more row handles to the left of the table. Once you have made your selection, click again and hold the selected row handles to grab the rows, move the cursor to drag the rows to the desired position in the table, and release to drop them.

Conditional formatting v2.3.0

Table cells and rows can be configured to change format if column or Field values meet specified conditions. For example, if they contain a particular word or phrase, or fit within a particular number, time or date range.

Keep in mind

To create, edit and delete Conditional formats in a Sheet you need to have JXL: Edit sheets Permission.

Creating conditional formats

To create a new Conditional format in a Sheet, click the Conditional formatting button in the toolbar above the table and choose Create conditional format. (Alternatively, click the Edit icon at the top right of a Sheet, then the Edit conditional formatting icon, and choose Create conditional format there.)

A Conditional format consists of a Condition, a Format, and one or multiple Rules to apply. To get started, choose a column or Field to test in the Condition. Depending on the type of the column or Field you choose, there are various types of Conditions available.

Text - Matches text strings
Numbers - Matches number ranges
Times - Matches time ranges
Dates - Matches date or datetime ranges
Formula - Matches a JFL advanced search query Coming soon

You can also decide whether you want to target the whole table row or a specific column, and choose between various types of Formats.

Colours - Cell or row background colour is changed
Symbols - Cell value is masked with a symbol Coming soon
Data bars - Cell background is horizontally filled 0-100 % Coming soon
Sparklines - Tiny graphs plotted in the cell background Coming soon

Once the types of Condition and Format are defined, you can create and delete Rules by clicking the Create rule button and Delete rule icon.

Keep in mind

The order is important. Within a Conditional format, if the Conditions of multiple Rules overlap, the top-most Rule will be applied. If the Rules of multiple Conditional formats overlap, the top-most Conditional format will be applied.

Ordering conditional formats

JXL for Jira Data Center v2.3.0 − v.4.3.1

To change the order of Conditional formats, click the Edit icon at the top right of a Sheet, then the Edit conditional formatting icon, and click the Move up or Move down icons next to the relevant Conditional format.

To change the order of Conditional formats, click the Conditional formatting button in the toolbar above the table. In the menu that opens, click Reorder at the top right. Now drag and drop the Conditional formats into the desired order and click the Save button to commit your changes.

Enabling and disabling conditional formats

To enable a Conditional format in a Sheet, click the Conditional formatting button in the toolbar above the table and toggle on the switch next to the relevant Conditional format. To disable, click the button again and toggle it off, or click the icon in the status bar below the table and choose Disable conditional formatting to switch off all Conditional formats at once.

Editing conditional formats

To edit an existing Conditional format in a Sheet, click the Conditional formatting button in the toolbar above the table, hover with the cursor over the relevant Conditional format and click the Edit conditional format icon on the right of the menu item.

Copying and deleting conditional formats

To copy or delete a Conditional format in a Sheet, click the Conditional formatting button in the toolbar above the table, hover with the cursor over the relevant Conditional format and click the Edit conditional format icon on the right of the menu item, then click Copy or Delete at the bottom left corner of the dialog.

(Alternatively, click the Edit icon at the top right of a Sheet, then the Edit conditional formatting button, choose the relevant Conditional format in the menu, and click Copy or Remove at the bottom left corner of the dialog.)

Saved views v2.4.0

All the above described features as well as view preferences are enabled and disabled individually per User. However, frequently used states and combinations of them can be saved as Views in a Sheet, and then shared with other Users, easily switched between, etc.

Keep in mind

To create, edit and delete Views in a Sheet you need to have JXL: Edit sheets Permission.

Creating views

To create a new View in a Sheet, configure and enable all features and preferences you'd like to save, click the Views button in the toolbar above the table, and choose Create view.

Activate the checkboxes next to the features and preferences that you'd like to save in your View and click the Save button.

Enabling, disabling, and switching between views

To enable a View in a Sheet, click the Views button in the toolbar above the table and choose the relevant View. To disable or switch, click the button again and choose None or a different View.

Resetting views

If you have made temporary or accidental changes to features and preferences and you'd like to reset a View to its original state, click the Views button in the toolbar above the table, find the currently enabled View, and click the Reset view icon on the right of the menu item.

Editing views

To edit an existing View, first enable the relevant View and make the desired changes to the features and preferences in the Sheet. Then click the Views button in the toolbar above the table, find the currently enabled View, and click the Edit view icon on the right of the menu item.

In the dialog that opens, the changed features and preferences are listed and you can again choose which of them should be saved in your View by activating and deactivating the checkboxes next to them. Click the Save button to commit your changes.

Deleting views

To delete a View in a Sheet, enable the relevant View, click the Views button in the toolbar above the table, find the currently enabled View, and click the Edit view icon on the right of the menu item. In the dialog that opens, click Delete at the bottom left corner.

Formulas

Stay tuned

This feature is not released yet.