Is there a way to group documents and attachments

[Patrick Till]

HI

We are using the standard JSM and I would like to find a way to group attachments/documents in Jira Service Management.

Alternately, is there a way to sort or search for specific documents?

Currently we store a lot of attachments on JSM, whether on purpose or via email etc. but there are only a couple of critical documents per issue that need to be easily defined and found, for example a functional specification or a signing-off to production document.

These documents are also needed to be searched for and found by the customer via the custom portal.

Any assistant, guidance or ideas to solving this is much appreciated.

Please do not suggest a paid for 3rd party app, we can not afford to spend any more money. We need to find an in product solution.

[Utkarsh Agarwal]

Hi @Patrick Till 

In Jira Service Management (JSM), there isn't a built-in way to directly group or sort attachments, but here are a few workarounds to help you manage and find critical documents:

1. Use Custom Fields: You can create a custom field to tag important documents like "Functional Specification" or "Sign-Off Document." While this doesn’t organize the attachments themselves, it allows you to easily categorize and search for issues that contain these critical documents.
2. Naming Conventions for Attachments: Implement a consistent naming convention for your attachments. For example, prefix the file names with something like FS_ for functional specs and SO_ for sign-offs. This makes it easier to search for specific documents in the attachments when you need them.
3. JQL for Attachment Search: You can use Jira Query Language (JQL) to search for issues that have attachments. While you can't sort or filter attachments directly, you can filter by issues that contain attachments, like this:
   • attachments > 0 will show all issues with attachments. You can further narrow this down by adding more filters (e.g., by project, status, etc.).
4. Automation: Set up automation rules to automatically tag issues or add labels when certain attachments (based on name or file type) are uploaded. This way, you can quickly identify and filter for those key documents later.

These solutions don’t require third-party apps and should help keep your attachments organized and searchable

Kind Regards
Utkarsh

[Patrick Till]

Thank you for your advice. I shall try a few of these ideas and see which is the most acceptable to the users.