Automated Jira Service Management Reports for Non-Agent Users

[Vasyl Poidynets]

Hi all, We’re using Jira Service Management and want to send monthly reports to internal teams (Sales, Marketing, etc.) showing ticket volumes, SLA metrics.

We considered using filters and email subscriptions, but non-agent users seem to need access, and emails only include links, not the actual data. Ideally, we’d like to automate sending Excel or PDF reports with filters and columns applied. Has anyone found a good way or plugin (like Better Excel Automation Free) to do this for users without agent licenses?

[Danut M _StonikByte_]

Hi @Vasyl Poidynets,

Welcome to the Atlassian Community. 

If you also have Confluence, my advice is to create a page in Confluence with the necessary macros that display the info you need in the report (charts, diagrams, tables, etc) based on the data taken from Jira. 

This way, you will create a powerful custom report in real time, which you can then export in PDF at the end of the month ( (by using the Export menu-option) and then send it over email to the project stake-holders. Once configured, the data on this page will be in real-time, so no need for data export and manual work in Excel or other similar tools.

Also, this approach has the advantage of allowing you to customize the report  before sending it, by editing the texts and adding your own notes, explanations, conclusions, etc  

Here is an an example of such PDF export from Confluence:

In my example I used a Confluence page that contains macros from our Great Gadgets app, but you could try with the Confluence default macros first and, if they are not enough, look for additional macros on Atlassian Marketplace like the ones offered by our Great Gadgets app. You can find more on how to use these macros with JSM projects in this article:  https://community.atlassian.com/forums/App-Central-articles/An-effective-dashboard-for-Service-Desk-and-Customer-Support/ba-p/2360369

Hope this helps. 

Danut. 

[MobilityStream]

Hi @Vasyl Poidynets ,

You could use our Excel Online or Google Sheets Integration add-ons to export the needed Jira data to a spreadsheet either in real-time or via a scheduled export. Then create a new reporting tab in the spreadsheet, add the needed charts and tables. Each time Jira data is updated the charts and tables will be refreshed as well. Then you can share access to the spreadsheet with other people in your organization (anyone with link, user, group, etc). The link will remain the same and can be accessed by non-Jira users. We don't have any notification functionality but could add that easily. I would refrain from directly attaching the Jira data to an email due to security & privacy concerns. Let us know if we can help setting up a trial or if you have any other questions: support@mobilitystream.com.

Kind regards,

The Mobility Team