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    • Getting Started with SnapAssign

    Owned by Emily Brooks
    Last updated: Oct 09, 2024
    3 min read

    Overview

    SnapAssign is a smart assignment tool for Jira that automates issue assignments based on customizable rules and shifts. It supports round-robin and load-based assignment methods (more to come), ensuring balanced workloads across teams. This guide will help you get started by setting up teams, configuring assignment rules, and using the app effectively.

    Step 1: Install SnapAssign

    To install SnapAssign:

    1. Navigate to the Atlassian Marketplace.

    2. Search for SnapAssign - Smart Assignments for Jira.

    3. Click Install and follow the prompts to add the app to your Jira Cloud instance.

    Once installed, you’ll find the app’s Get Started as well as the Teams section in your app’s navigation bar.

    Step 2: Create a Team

    Before creating assignment rules, you need to create a team. Here’s how:

    1. Navigate to Teams in the SnapAssign app.

    2. Click the New Team button.

    3. Fill in the required details:

      • Team Name: Choose a descriptive name for your team.

      • Projects: Select the Jira projects you want to associate with the team.

      • Team Members: Select the users who will be part of the team.

    4. Add any additional configuration by selecting statuses, issue types, priorities, or writing advanced JQL queries for more specific filters.

    5. Click Create to save the team.

    Step 3: Set Up Assignment Rules

    With your team created, you can now define the rules for how issues are assigned.

    1. Go to the Assignment Rules section.

    2. Click + Assignment Rule.

    3. Configure the following options:

      • Name: Provide a name for your rule.

      • Source: Choose the issue source (can be a specific project, issue type, or custom JQL).

      • Method: Select the assignment method (Load-Based or Round Robin).

        • Load-Based: Assign issues based on user workload. Ensure you have the correct field configured to track workloads.

        • Round Robin: Assign issues evenly across team members.

      • Shift: Assign a shift for the rule if required. Define work hours and add holidays as needed.

    4. Click Save to apply your rule.

    Step 4: Assign Issues Automatically

    Once your teams and rules are configured, SnapAssign will start assigning issues automatically based on the rules and conditions you've set up. The app uses Jira workflows and post functions to handle assignments, so it will fit seamlessly into your existing processes.

    Step 5: Add SnapAssign to Workflow Transitions

    You can also automate assignments at specific stages in your workflow by adding SnapAssign as a post function to transitions. Here's how:

    1. Navigate to Jira Settings > Issues > Workflows.

    2. Choose the workflow where you want to add SnapAssign.

    3. Click Edit.

    4. Select the transition where you want the assignment to happen.

    5. Click Post Functions, then click Add Post Function.

    6. Select SnapAssign - Assignment Post Function.

    7. Configure any necessary details and click Add.

    8. Publish the workflow.

    Now, issues will be assigned automatically when they pass through the configured transition.

    Step 6: Manage Shifts and Calendars

    To ensure your team is only assigned work during their available hours, configure shifts and calendars:

    1. Go to Settings > Calendar.

    2. Create a new calendar by specifying the timezone, work hours, and holidays.

    3. Assign the calendar to the relevant teams or assignment rules.

    This ensures that your teams are only assigned issues during their working hours.

    Step 7: Monitoring and Tracking

    You can monitor assignments and performance in the Teams Overview or by checking the Activity section in an issue's history. SnapAssign logs all assignment-related activities, including successes, failures, and reasons for any errors.

    • Performance Dashboard: View team workload and activity.

    • Issue History: Track who was assigned each issue and whether assignments were successful.

    Step 8: Auditing Assignments

    To track all actions taken by SnapAssign:

    1. Navigate to Settings > Audit Logs.

    2. Filter by date, user, or action to review the history of all assignments.

    Audit logs are stored for 3 months due to platform limitations.

    Common Issues and Troubleshooting

    • Misconfigured Fields for Load-Based Assignment: If the selected field for calculating load is not set on the issues, you will see an error in the issue’s activity log. Ensure the field is correctly configured for all relevant issues.

    Additional Resources