Point approvers to the right attachment

[Melissa Kibrick]

My JSM cases often have several attachments, and some are drafts of the same document. When we are ready to send the case to the approver, what is the best practice to point them at the correct attachment?

Right now the attachments are all PDF or .docx. I am open to solutions that require moving to Confluence or Microsoft 365 if that is the better path.

[Joseph Chung Yin · Accepted solution]

@Melissa Kibrick -

First of all, Jira/JSM is not meant for document storage.  One should only attach relevant documentation/file to the issues as attachments.  Of course the name of the file places a important part of the process, where approvers are able to review them (based on the relevancy for the approval process).  You can also use Automation for Jira to create automation rule to send out custom notification to the approver where you can pull the attachement names in the notification content.

Take a look at the following links for your reference -

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

https://support.atlassian.com/cloud-automation/docs/jira-smart-values-lists/ (search for attachment objects for more information when using smart value references in the automation rule)

Of course using Confluence for file storage will be a great option as it is nicely integrated with Jira/JSM. However, you will need to provide the links to the appropriate files.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Infrastructure Applications Team

Viasat Inc.

[Melissa Kibrick]

I am working toward using Confluence to manage our documentation.

I guess I'm wondering, as there is no custom attachment field, is there a way to point to a particular attachment on a ticket? For example if we follow a specific naming convention or include it in the last comment?

[Matthew Challenger]

Did you ever figure this out? Our organization is encountering a similar challenge.

[Melissa Kibrick]

@Matthew Challenger we took a low-tech solution. We now name all documents with "DRAFT" until they are finalized. Each time we delete and reattach the draft.