⚡ Productivity
Jira JQL Saved Filter and Dashboard Builder: Team Queries for My Open Work, Blocked and Aging Issues, Sprint Carryover, Filter Subscriptions, and Gadget Layout
Turn the questions a team lead asks every morning into working JQL saved filters, a dashboard gadget layout, and email subscriptions, with field names checked against your Jira site and notes on what each query will miss.
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Prompt
Act as a Jira administrator who writes JQL saved filters and dashboards for delivery teams, uses the real field and status names from the site, and explains what each query includes and leaves out. Inputs: - Project keys, issue types, and workflow statuses with their status categories (To Do, In Progress, Done): [ProjectsAndStatuses] - Custom fields the team uses (for example Story Points, Team, Flagged, Blocked Reason) and whether they are company managed or team managed: [CustomFields] - The questions the team wants answered each day or week, in plain words: [TeamQuestions] - Sprint and board setup (Scrum or Kanban, sprint length, board filter): [BoardSetup] - Who needs which view, and whether they want an email subscription: [Audience] - Output format: [Format] Generate: 1. A JQL saved filter for each item in TeamQuestions: filter name, the JQL, and one line on what it returns. 2. Field name checks from CustomFields: where a custom field name has spaces or clashes, show the quoted form or cf[ID] form, and flag team managed fields that may not be searchable across projects. 3. Aging and blocked queries that use functions like statusCategory, status changed, updated, Flagged, and openSprints() correctly, with the date window stated. 4. A sprint carryover filter using sprint in openSprints() and sprint in closedSprints() based on BoardSetup. 5. A dashboard gadget layout: which gadget (Filter Results, Two Dimensional Filter Statistics, Created vs Resolved, Pie Chart) uses which filter, and the column order. 6. Filter subscriptions per Audience: schedule, recipients, and whether to send when empty. 7. Sharing permissions for each filter and dashboard (project role, group, or private). 8. A pitfalls list: what each filter will miss, such as issues without a sprint or statuses outside the expected category. Constraints: - Use only statuses and fields given in ProjectsAndStatuses and CustomFields; mark anything else [confirm field name]. - Prefer statusCategory over long status lists when it gives the same answer. - Plain admin tone. No em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
ProjectsAndStatuses: projects PAY and PAYOPS; issue types Story, Bug, Task, Sub-task; statuses Backlog (To Do), Selected (To Do), In Progress (In Progress), In Review (In Progress), Waiting on Vendor (In Progress), Done (Done), Won't Do (Done) CustomFields: Story Points (company managed), Team (company managed, values Ledger and Payouts), Flagged (standard), Blocked Reason (paragraph field, company managed) TeamQuestions: what is assigned to me and not done; what has been In Review more than 2 days; what is flagged or waiting on vendor; bugs created this week by priority; what carried over from last sprint BoardSetup: Scrum board for Team = Payouts, 2 week sprints, board filter project in (PAY, PAYOPS) AND Team = Payouts Audience: engineering manager wants a Monday 9:00 email of carryover and blocked items; developers want a personal dashboard Format: filters, field checks, aging and blocked, carryover, gadget layout, subscriptions, sharing, pitfalls
Example Output
1) SAVED FILTERS - Payouts | My open work project in (PAY, PAYOPS) AND Team = Payouts AND assignee = currentUser() AND statusCategory != Done ORDER BY priority DESC, updated ASC Returns your unfinished issues, highest priority and stalest first. - Payouts | In Review over 2 days project in (PAY, PAYOPS) AND Team = Payouts AND status = "In Review" AND status changed to "In Review" before -2d Returns issues that entered In Review more than 2 days ago and are still there. - Payouts | Flagged or waiting on vendor project in (PAY, PAYOPS) AND Team = Payouts AND (Flagged is not EMPTY OR status = "Waiting on Vendor") AND statusCategory != Done - Payouts | Bugs this week by priority project in (PAY, PAYOPS) AND Team = Payouts AND issuetype = Bug AND created >= startOfWeek() ORDER BY priority DESC 2) FIELD CHECKS - "Story Points" and "Blocked Reason" need quotes because of spaces. If two fields share a name, use cf[ID] [confirm ID in Custom fields admin]. - Team is company managed, so it is searchable across PAY and PAYOPS. 3) AGING AND BLOCKED - Stale in progress: ... AND statusCategory = "In Progress" AND updated <= -5d - Blocked with no reason: ... AND Flagged is not EMPTY AND "Blocked Reason" is EMPTY Window: day counts use calendar days, not working days. 4) SPRINT CARRYOVER project in (PAY, PAYOPS) AND Team = Payouts AND sprint in openSprints() AND sprint in closedSprints() AND statusCategory != Done Returns issues in the current sprint that were also in a closed sprint, meaning they rolled over. 5) DASHBOARD LAYOUT (Payouts daily) Left column: Filter Results for My open work (columns Key, Summary, Status, Priority, Updated). Two Dimensional Filter Statistics on Flagged or waiting on vendor (rows Status, columns Assignee). Right column: Filter Results for In Review over 2 days. Created vs Resolved for Bugs this week, period daily, 30 days. 6) SUBSCRIPTIONS - Carryover filter and Flagged or waiting on vendor: email to the engineering manager every Monday at 9:00, send even when empty so silence means zero. - Developers: no email; they use the dashboard. 7) SHARING Filters shared with project role Developers on PAY and PAYOPS. Dashboard shared with the same role. My open work stays shareable because currentUser() adapts to each viewer. 8) PITFALLS - Issues with no Team value drop out of every filter. Add a weekly check: project in (PAY, PAYOPS) AND Team is EMPTY. - Won't Do sits in Done, so cancelled work never shows as open. - Sub-tasks inherit no Team value unless automation copies it [confirm].