🔑 What are the key benefits of using Jira issue templates in Atlassian project management?

1. Enhanced Issue Creation

   Use Regex to validate field input, Dynamic custom field for calculated field behaviors, and multilevel select for a comprehensive data hierarchy.

2. Effortless Configuration

   Easy setup of multilevel select custom fields with default values. Options for each level can be loaded in bulk, saving time and reducing setup complexity. Import and export configuration options streamline the setup process across different instances.

3. Improved Customer Service

   Allows customers to specify their needs more accurately with a detailed hierarchy. Gain better-defined data in tickets by leveraging cascading fields, Regex validation, and Dynamic custom fields for enhanced input accuracy and dynamic responses.

4. Flexible Data Management

   Custom fields can be filled in during issue creation and edited later, like any standard Jira custom field. Values can be presented and managed on the issue screen for easy reference and modification. Dynamic custom field ensures dynamic field content, while Regex provides input validation.

5. Comprehensive Data Handling with Custom Fields Suite for Jira

   With Custom Fields Suite for Jira and expanded cascading fields, you gain better-defined values from customers and team workers, and can manage data more efficiently. This integration ensures that your fields are structured, validated, and dynamic, enhancing both data entry and management processes.

How to delete an option?

1. Go to the options for the selected custom field.

2. Click on the option you want to delete.

3. Click on the Delete, and that's all.

The multilevel select custom field looks the same as the regular Jira select. Depending on which screen the Jira administrator added this custom field to, a Jira user can enter a value on the Create issue screen and the View issue screen.

Create an issue with cascading custom field.

🐾 Steps

1. Click Create on the top navigation in Jira.

2. Click on the area below the multilevel select name to open the dialog.

3. Choose values on the select lists.

4. Click Save.

🎉 Result

A new issue with a filled Multilevel Select custom field has been created in Jira.

View issue screen to display or change values

🐾 Steps

1. Click on the area next to the Multilevel Select name to open the dialog.

2. Choose values on the select lists.

3. Click Save.

🎉 Result

The Multilevel Select custom field has been edited on the issue.

By default, a custom field added to the View issue screen is visible in the right panel under Details. You can pin it to the top if you want - this field will be moved to the Pinned fields.

If you want to display this field in the left area, change its position in the configuration: Project settings > Issue layout. You can also create a tab on the screen and move this field there. It's configurable in the Project settings > Screens.

👉 Next steps

Let's check how to implement Multilevel Select field on the customer portal.

The development team has planned the sprint and broken down an epic into tasks and subtasks. Project Manager, Amy, wants to track the number of subtasks within the epic to better manage workload distribution and task progress. Amy requested the creation of a Dynamic Custom Field that automatically counts all subtasks within an epic. Admin configured the custom field using a Jira Expression to ensure the subtask count is dynamically updated without manual input.

Once the epic is planned, Amy opens the epic in Jira and immediately sees the "Total Subtasks" field displaying "5" This clear, automatic calculation allows Amy and the team to quickly understand the overall breakdown of work within the epic.

As more subtasks are created or completed during the sprint, the field updates automatically to reflect the latest count, giving the team a reliable way to track and manage task complexity. By implementing this dynamic custom field, the team benefits from improved visibility and automation, ensuring they always have an up-to-date view of the total subtasks in each epic.

As of today (January 2022), we know several limitations related to this app. In the brackets, you can see related tasks on the Atlassian side.

• Due to technical limitations, you can't create more than 7 levels of selection.

• You can't edit our custom field during a bulk edit operation.

• When you put a field description in the custom field configuration, this text is not visible on the Create issue screen. A description provided by our app on the Create custom field screen is displayed under the field.

The HR team in a company uses Jira Software to manage employee delegations. When an employee creates a new issue to settle delegation expenses, they need to provide their card number. To ensure that the card number is correct, the HR project admin asks the global admin to create a Regex custom field.

The card number must follow a specific format: 16 digits grouped as 4 sets of 4 digits separated by space (e.g., 1234 5678 9012 3456 - ^\d{4} \d{4} \d{4} \d{4}$)

Now, Emily creates issues to settle delegation. She needs to put her card number in dedicate field. Validation goes correct because there is no error or notice, so she is sure that she didn't miss any digit.

By implementing this solution, the HR team can ensure that all card numbers are correctly formatted, leading to smoother and more efficient delegation settlements.

Custom fields of type Multilevel Select are the same as native custom fields like Select or Cascading Select. It means you can use Jira REST API to get the values or create a new issue with Multilevel Select.

🔑 Key features of Custom Fields Suite for Jira

• Cascading custom field up to 7️⃣ levels and use it when creating an issue.

Set up the Multilevel Select custom field with default values and add it to the issue scheme. Define a hierarchy of up to 7 levels and use it like any other custom field in Jira on the create issue screen.

What is a custom field?

Custom fields in Jira are user-defined attributes that can be added to issues to capture specific information beyond the default fields provided by Jira. Custom fields allow organizations to tailor Jira to their unique workflows and data requirements. They can be of various types, such as text, date, number, user picker, and more, enabling teams to collect and track information pertinent to their processes, projects, and reporting needs.

Agent Phill got a ticket CUS-189 to resolve. He needs to assess its complexity first to know how to approach it. Dynamic field custom fields that count external and internal comments are added in this project screen, so after opening the ticket, he sees that there are 6 externals, and 2 internal comments. Also, the team uses Dynamic field to count attachments and linked issues, so Phill also sees the number of them. Having those numbers, Phill right away knows, that this incident is bigger and it can be global. Hen can immediately judge by the linked issues that it is not a single incident and is more complex, occurring among multiple reporters. It surely can take longer, so Phill can plan more hours to deal with it.

Use templates in Regex and Dynamic custom field

• When creating a Regex or Dynamic custom field, check for a template for your case to speed up the process.

Use Clear Names and Descriptions:

• Ensure that both the names of the custom fields and their options are clear and easily understandable by both customers and employees.

Avoid Deleting Options Unnecessarily:

• Instead of deleting options from multilevel select fields, disable them if they are no longer needed. This ensures historical data remains intact and can still be referenced if needed in the future. Disabled options can always be re-enabled if required.

Create Multiple Contexts Instead of Multiple Custom Fields:

• Where possible, use multiple contexts for a single custom field rather than creating numerous custom fields. This approach minimizes clutter in your Jira instance and makes field management more efficient. Contexts allow the same custom field to have different options based on project or issue type.

Import and Export Options and use Bulk filling:

• Utilize import and export functionalities to manage options in multilevel select fields efficiently. When dealing with a large number of options, these features allow for quick updates and backups, saving time and ensuring consistency.

Use Gadgets to Analyze Data:

• Leverage Jira gadgets to analyze and visualize data captured through multilevel select fields. Gadgets like pie charts and bar charts can help identify trends and make informed decisions based on the detailed data provided by these fields.

Validate data that is crucial

• Ensure the data you need to resolve or complete tasks is valid and accurate. Validate the format with the Regex custom field and eliminate corrections.

By following these best practices, you can ensure that multilevel select fields in Jira are used effectively, providing valuable insights and maintaining data integrity across your projects.

Integrating cascading custom fields into the service desk portal improves the customer service experience by enabling customers to accurately specify their needs through a detailed hierarchy, helping them select the most appropriate option.

How to add a custom field to the portal?

Remember to add your Multilevel Select custom field to appropriate screens, including those from Jira Service Management, and to request types.

1. Go to the custom fields after choosing Issues in global settings.

2. Find your custom fields and choose Screens and contexts.

3. Add custom fields to the proper service desk project's screens.

1. Now, you have to add the field to the request type in which you would like to use this field. Go to the project settings -> Request types -> Choose the one you need -> and custom field with drag and drop.

2. This field is labeled as hidden—please don't bother. It's a configuration workaround. Also, as a hidden field, custom field names cannot be translated into languages.

Result 🎉

Now, you should display the Multilevel Select custom field on the portal in the chosen projects.

When customers create tickets, they can define values from multilevel select catalogs.

Agents see chosen values right in the ticket details in Jira.

👉 Next steps

Now let's explore how to manage values from the Multilevel Select custom field efficiently with the gadget.

The Regex custom field looks the same as the regular Jira select. Depending on which screen the Jira administrator added this custom field to, a Jira user can enter a value on the Create issue screen and the View issue screen.

Create an issue with Regex custom field.

🐾 Steps

1. Click Create on the top navigation in Jira.

2. Click on the Regex field and fill in the data as usual in the text field.

3. If the data is correct, there won't be any additional notice. If the validation goes wrong, there will be a message.

1. Continue creating an issue.

2. Click Create to save values as a new issue in Jira.

🎉 Result

A new issue with a Regext custom field has been created in Jira.

View issue screen to display or change values

🐾 Steps

1. Click on the Regex field on the right side - in the issue details section.

2. Put the data.

3. Click Save.

🎉 Result

The Regex custom field has been edited on the issue.

By default, a custom field added to the View issue screen is visible in the right panel under Details. You can pin it to the top if you want - this field will be moved to the Pinned fields.

If you want to display this field in the left area, change its position in the configuration: Project settings > Issue layout. You can also create a tab on the screen and move this field there. It's configurable in the Project settings > Screens.

There is a possibility of translating the level's name, descriptions, and options.

How to translate options?

1. Go to the custom field and its context, and edit the custom field configuration just as you want to configure some levels.

2. Below each tab, you will see a Translate option.

3. Expand the Translate option, choose a language, and type the translated text.

4. Go to the next levels if you want to translate other options.

5. Don't forget to save the changes.

Languages available:

• English UK

• English US

• Chinese (China)

• Chinese (Taiwan)

Anne leads an HR team and oversees a project that functions as an internal employee service desk. She wants to create an internal service catalog.

Here's a breakdown of how the cascading select field levels might be structured based on the provided context:

Workflow:

• Anne asked the admin to create a custom multilevel select field named "Service Catalog"

• The Multilevel Select field has levels:

Service Categories

Utilizing the Multilevel Select custom field in eazyBI reports allows for more detailed and nuanced data analysis.

When configuring reports in eazyBI, these fields enable users to segment and filter data based on multiple hierarchical criteria.

For instance, a Multilevel Select field capturing the application, hosting type, and version in a support ticketing system can generate comprehensive reports on incident trends and resolutions.

How to configure eazyBI with a Multilevel Select custom field?

☝️ First, make sure the is installed on your instance. If not, ask your admin.

Ensure your customers give you correct data and prevent mistakes and invalid formats. 👇

How to add a Regex custom field to the portal?

Remember to add your Regex custom field to appropriate screens, including those from Jira Service Management, and to request types.

1. Go to the custom fields after choosing Issues in global settings.

Below we explain why the app requires each of the permissions (scopes) declared in manifest.yml. The descriptions are concise and refer to real usage in the code and the available gadgets.

• storage:app — Persist app configuration, cached/aggregated data, and large tree data split into chunks in Forge Storage/KVS.

• read:user-configuration:jira — Read the current user’s Jira preferences (e.g., locale) to properly render texts.

How to merge from the Multi-Level Cascading Select app to Multilevel Select

Multilevel cascading fields from the Multi-Level Cascading Select app are easily imported into the Multilevel Select configuration with only a few adjustments. Both apps have import/export features, so let's use it.

1. Go to the Manage apps and find MLCS.

Multilevel Select for Jira provides a dedicated JQL searcher that lets you search for issues which include a filled multilevel select custom field. It works slightly different in comparison with regular select or cascading select custom fields. Each level has its representation in JQL.

This searcher can be used in any place in Jira where using JQL is available: in the Issue Navigator, in a Saved Filter, as an Agile Board query, etc.

To find issues which include a multilevel select custom field, enter: "[customfield_name]" or "[customfield_name].levelX", where X is the number of level.

Example

Let's look at the multilevel select custom field called "Provide your country". Its structure is shown below.

Provide your country

Below are examples of how to search for issues depending on the values entered in the multilevel select custom field.

Forge custom field searcher

In case of any issues with JQL, check if the proper searcher is set for the multilevel select custom field. The valid option is Forge custom field searcher.

🐾 Steps

1. Go to Issues > Custom fields.

2. Find a multilevel select custom field which you want to configure.

3. Click Edit details.

4. Check Search template.

👉 Next steps

Let's check how to save searching as a filter and use it on the dashboard.

The Dynamic custom field lets you automatically count or put an actual value based on the issue, like a number of linked issues, attachments, or members of the groups based on age. This Dynamic custom field has an informational function for the user, customer, teamwork and actualizes the data automatically.

👀 Learn with an interactive demo

How to configure Dynamic custom field?

1. Go to the Issues in global settings and to the Custom Fields section.

2. Create a new custom field and find it in the Advanced section "Dynamic custom field".

3. Associate custom fields with the projects and screens you need: Please note that this is a read-only field, so match it with the request details view and issue view screens.

1. In the already created custom field, choose Context -> Create, edit, or delete contexts -> Edit custom field config.

2. Then, define Jira Expressions. You can use our templates or provide your code.

1. Run a test : Select an issue to see if it meets the expression above.

2. Save the field.

How to add a Dynamic custom field to the project?

a) Company-managed project

To add a custom field in a company-managed project, you can do it from the custom field level with Screens and context and then add or remove the associated screen.

You can get the same result by adding a custom field to the list in Screens options on the left menu in Issue global settings. Remember to add this field only to issue views and Request details views. due to is read-only field.

⚠️ To add a custom field to the company-managed project, you must be a global admin.

b) Team-managed project

In a team-managed project, go to the project settings -> issue types -> Search for a field -> and add a custom field where needed.

⚠️ You can do it as project admin.

Display Dynamic custom field on the issue view

This custom field is read-only. This means that users or customers can't fill out this field; they only see the value.

After adding the custom field to the screens, you can see the field value in issue details on the right side.

Templates available

• Comment count

• Last comment time

• Last comment time (readable)

• Last comment author

The IT department has set up a request type to handle new hardware requests from employees. A custom multilevel select field streamlines the request process, allowing employees to specify the type of hardware they need and the associated specifications.

Workflow:

• Create a request type "New Hardware Request".

• Create a custom multilevel select field named "Hardware Request Details.", and add it to the screens and request type.

A company uses the Jira service desk to manage customer support tickets. To streamline the process of incident reporting, a custom Multilevel Select field is implemented, allowing customers to specify the application, hosting type, and version involved in the incident.

Workflow:

Admin creates a custom field, adds it to the screen, and requests the type.

Customer:

• Logs into the Help Center.

You can use set value to Multilevel Select custom field in Automation action. To do that, click on the More options and provide JSON which represents the options you want to save on the issue.

How to get an option ID?

How to use Multilevel Select as a gadget on the dashboard?

Multilevel Select also works as a standard gadget. It displays which values are defined in each custom field and level and in which issues.

Steps 🐾

1. Create a new dashboard in the top navigation bar, or open an already created one and edit it.

👀 Learn with an interactive demo

How to create a new multilevel select custom field with options?

🐾 Steps

1. Go to Issues > Custom fields.

2. Create a new custom field of type Multilevel Select. You will find it in the advanced section.

3. Click "Contexts and the default value" next to the custom field that has already been created.

How to add a Multilevel Select custom field to the project?

a) Company-managed project

To add a custom field in a company-managed project, you can do it from the custom field level with Screens and context and then add or remove the associated screen.

You can get the same result by adding a custom field to the list in Screens options on the left menu in Issue global settings.

⚠️ To add a custom field to the company-managed project, you must be a global admin.

b) Team-managed project

In a team-managed project, go to the project settings -> issue types -> Search for field -> and add a custom field where needed.

⚠️ You can do it as project admin.

👀 Now, create a cascading custom field by yourself with an interactive demo.

How to set the field as required?

If you would like to set this custom field as required on the create issue screen, check this option when setting up options.

1. Go to Issues > Custom fields.

2. Find the custom field you want to set as required or create a new one.

3. Click "Contexts and the default value".

4. Click Edit custom field config.

How to add options in bulk?

⏰ To save time, you can add several options to a level at once.

🐾 Steps

1. Click Add options in bulk on the level to which you want to add options. Notice that this option adds options to the list; it is not a replacement (it does not remove existing ones).

2. On the dialog, type in each option in a separate line. Use Enter to jump to the next line. Remember that the option’s name must be unique.

3. Click Add to add options to the list.

How to reorder options?

You can change the position of options within a level. Hover over the drag-and-drop icon on the left side, grab the option, and move it anywhere. You can also click on the icon above the options and sort them alphabetically. Clicking the icon again will reverse the sort order.

How to disable the option?

If you don't need an option but don't want to lose data already written in issues, disable it. Don't delete it!

🐾 Steps

1. Go to the option that you want to disable.

2. Click Disable.

3. Click Save to save changes in the custom field.

🎉 Result

The disabled option is not available in the user's selection, and neither are its children. However, you can turn it on at any time by clicking Enable.

👉 Next steps

Let's check how to use it on the create issue view and customer portal.

We are committed to improving our security posture. That’s why we created this page to answer basic questions about security in the Multilevel Select app.

Since Oct 2023, we've been SOC2 type II compliant to meet the highest and most professional standards.

Architecture

Multilevel Select is built on the Forge platform. The app connects to Jira using OAuth2. It’s written in React and TypeScript.

What does the data flow look like?

TBD

What customer data does the app process?

We process accountIds.

What data does the app store?

The app stores options within the custom fields.

Where are the data stored?

All data are stored on the Atlassian infrastructure. Custom field options and app settings are stored via .

What permission does the app require?

This app requires four permissions:

• Take Jira administration actions (e.g. create projects and custom fields, view workflows, manage issue link types).

• View audit logs.

• View system and custom avatars.

• Read custom field contextual configurations.

Does the app encode all data in transit and at rest?

Yes.

Does the app support data residency?

Yes, thanks to using the Atlassian Forge platform. Here is the official announcement from Atlassian:

Does the app have a data retention policy?

Yes. Appsvio and Atlassian will delete all End User Personal Data (including copies) upon written request. More information is available in .

Does the app have a data backup policy?

Yes. More information is available in

Useful links and more information

Regex custom field is used to validate the values entered into the field - it can be used on the create issue screen and also on the customer portal.

👀 Learn with an interactive demo

How to configure Regex custom field?

1. Go to the Issues in global settings and to the Custom Fields section.

2. Create a new custom field and find it in the Advanced section "Regex".

3. Associate custom fields with the projects and screens you need.

1. In the already created custom field, choose Context -> Create, edit, or delete contexts -> Edit custom field config.

2. Now, let's configure Regex values. Use Templates or enter your pattern. Examples of use are .

3. Define an error message that will be displayed when a user enters an incorrect data format. If the field remains empty, a default message will be: "Enter a value that will be validated for the configured regular expression: [regex_pattern]."

4. At the bottom, there is a testing area where you can run a data validation test. We always recommend running a test

How to add a Regex custom field to the project?

a) Company-managed project

To add a custom field in a company-managed project, you can do it from the custom field level with Screens and context and then add or remove the associated screen.

You can get the same result by adding a custom field to the list in Screens options on the left menu in Issue global settings.

⚠️ To add a custom field to the company-managed project, you must be a global admin.

b) Team-managed project

In a team-managed project, go to the project settings -> issue types -> Search for field -> and add a custom field where needed.

⚠️ You can do it as project admin.

Regex Templates available

The Jira service desk is used to process orders. A customer support team needs to ensure that customers provide valid US phone numbers when they submit order requests through the Jira Service Management portal. The US phone number format must be +1-212-456-7890

The customer support team wants to avoid invalid data and wrong phone numbers to make sure it won't disrupt the shipping process and take longer.

The regex field is a perfect solution. The admin configures Regex's advanced custom field to accept only US phone numbers, which is the correct form: +1-212-456-7890 (^+1-\d{3}-\d{3}-\d{4}$). This field is required, so the customer has to fill the field.

Customer John wants to order - he filled in all the fields, but the field with the phone number can't be saved because of an invalid format. He notices that he missed one digit. He puts the correct phone number and submits the ticket.

Agents are sure the phone number is correct and can quickly contact John.

When you configure Multilevel Select with many levels and options, don't lose this data; save it for later. Then, you have a ready-to-import file to speed up your work and eliminate tedious, manual typing.

Import values to Multilevel Select custom field

Steps 🐾

1. Create a custom field from the advanced library: Multilevel Select

2. Go to the context page and edit the custom field config.

3. Now, in the left corner, expand settings.

4. You can import values from CSV or JSON format.

5. Choose a file, and voilà 🎉

How to prepare a file to import?

Accepted formats: .CSV and JSON

1. Prepare your file in columns. Below you can see the correctly prepared file where:

• Row 1: Add header for this table - headers for Levels are required; the rest is optional, but there you can put level names and descriptions, mark them as default, and enable field and option ID.

• Row 2-29: Options in hierarchical tree.

• Column H: Optional level name

• Column I: Optional description

This is an example of a correct file with a use case about .

Download CSV to see how it should look like.

1. Next, export this file to CSV format (.csv), and ensure the separator is comma.

2. Import file in Multilevel Select configuration.

3. The levels and options will be automatically loaded if the file is corrected. If not, there will be a list of errors that make it easier to track mistakes.

4. Export is to the same format.

JSON format

For this kind of format, use JSON writer tools and prepare the file as the code below: