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Table of Contents

Jira Chapter 

The Jira Chapter meetings are canceled, due to overlap with other meetings where  Jira/Confluence is also discussed as a topic, such as Scrum Chapter.

The following proposal has been agreed on 1-2-2023 with attendees in the Jira Chapter meeting:

  • A workshop will be arranged once every 2 to 3 months in which a clear agenda with topics is presented.
    Anyone from Information Systems Division can join when interested and request topics (questions/improvements/adjustments) by the Jira administrator to be added to the workshop agenda.
  • Jira changes will be updated in the manuals, if there is any unclarity, reference can be made to the training material. If not found ask Jira administrator to explain.
  • Suggestions for improvement/adjustments can be discussed within the teams.
    The scrum masters can ask the Jira administrator to add a PBI (product backlog item) in the Jira Board.
  • The Jira administrator will join the Scrum Master chapter on regular basis and can be invited when Jira/Confluence topics are on the agenda of any other meeting as well.

Communication

  • Updates can be send in a newsletter via e-mail with the highlights of updates and Jira fields changes including a reference to the training material.
  • Include Jira/Confluence as topic in the Townhall meeting.
  • Planned maintenance will be informed via banner in Jira and the customer portal(s) and in the Jira Maintenance Teams group.
  • Jira/Confluence information regarding unexpected situations is sent by email and, if possible, communicated via banner in Jira/Confluence and the Jira customer portal(s).

FAQ


Step to step guide for Admins

Following steps need to be taken when by Valiantys and Atlassian Admins for Jira/Confluence/Bitbucket maintenance.

  1. Valiantys creates a ticket in that is shared via portal https://support.valiantys.com/ with YME Jira (Atlassian) Admins
  2. Jira Admin sends proposal of date/time
  3. Jira Admin replies with date/time of preference.
    Staging environments (Jira/Confluence) : Planned maintenance at least one week before Production. Can be done during office hours 6:30-18:00 (CET).
                                          CVE's with a score of 9.0 or higher should be done asap after notification. Time to be discussed with a Yamaha Atlassian Admin.
    Production environment:  Planned maintenance: Outside office hours 18:00-6:30 (CET) Preferably between 18:00-23:00 (CET)
                                              CVE's with a score of 9.0 or higher should be done asap after notification. Time to be discussed with a Yamaha Atlassian Admin.
  4. Valiantys confirms planning date and time of maintenance and inform the names of the support engineers who will be executing the maintenance.
  5. Jira Administrator check with Leendert Durieux ( Service Delivery Manager team Frameworkers) who can give support for specified maintenance date/time
  6. Valiantys needs access to Citrix via admin accounts. 
    Jira Administrator opens Admin open admin account or raise a ticket for team Engine on the maintenance day to have the account(s) opened and when expire date must be set.
  7. Jira Administrator Inform stakeholders
    1. Test
      1. Add a notification to MS Teams chat: Atlassian tools Maintenance 
      2. Send reminder to all administrators to not use the test environment. See list: Contact for support for Administrators
    2. Production
      1. Add a notification to MS Teams chat: Atlassian tools Maintenance 
      2. Add banner in Jira: 
        <!-- Message Banner -->
        <div style="background-color: linen; border: 3px solid red; margin: 4px; padding: 2px; font-weight: bold; text-align: center;">
        Tonight Thursday 16-09-2021 from 18.00 until 21:00 (CEST), we will upgrade Jira, Confluence and Bitbucket to a newer version and do some maintenance. 
        The system will intermittently be available during the upgrade and maintenance, but should not be used to prevent loss of work.
        </div>
      3. Jira portal announcement , instructions can be found on How-to add customer portal announcement
        Message example:

        Tonight Thursday 16-09-2021 from 18.00 until 21:00 (CEST), we will upgrade Jira and Confluence to a newer version and do some maintenance.

        The system will be intermittently or not available for at least an hour. Please do not use the portal to prevent loss of work.


        Our apologies for any inconvenience caused.

        Kind regards,

        YME Atlassian Admins


  8. After maintenance is completed User Acceptance test (UAT) need to be done by a Jira Administrator to confirm if it was successful. Checklist can be found under Upgrade Checklist
  9. If all of above is UAT is performed without issues inform Valiantys and stakeholders that maintenance/upgrade was successful. (for stakeholders see point 7)

Upgrade Checklist

Upgrade check list from Atlassian, most actions are performed by Atlassian Premium Support partner Valiantys. Post upgrade test (UAT) is done by Yamaha Jira administrator.
https://confluence.atlassian.com/adminjiraserver/upgrade-checklist-966063320.html

Below paragraphs provides a list of items for Administrators to check after a upgrade to ensure that it has completed successfully. This list is not exhaustive, but it does cover common upgrade mistakes.

Upgrade Checklist for Confluence

Below a list of items is listed for Confluence Administrators to check after a Confluence upgrade to ensure that it has completed successfully. This list is not exhaustive, but it does cover common upgrade mistakes.

Here's a recommended list of things to check after completing an upgrade

  • 1. The editor 
    Edit a page to check your browser can connect to Synchrony, which is required for collaborative editing. See Troubleshooting Collaborative Editing if you are not able to edit a page. 
  • 2. Layout and Menu
    Visit the Confluence dashboard and check that it is accessible and displays as expected. Test the different Internet browsers that you have in use in your environment. In addition, confirm that the layout appears as expected and that the menus are clickable and functioning.
  • 3. Search:
    Try searching for content, for example pages, attachments or user names. Check that the expected results are returned. If you notice any problems, you may want to take advantage of the maintenance window to rebuild the indexes from scratch. See Content Index Administration.
  • 4. Permissions:
    Confirm that you can visit a page that has view restrictions, but you have permission to view. Confirm that you can edit a page that has edit restrictions but you have permission to edit. Make sure that the permissions of child pages are functioning as well. Involve as many space administrators as possible to confirm they are working. Confirm that anonymous or forbidden users cannot access or modify restricted pages.
  • 5. Attachments
    Confirm that attachments are accessible and searchable.
  • 6. Marketplace apps
    Outdated third-party apps can cause upgrade failure. Quite often, they will just be incompatible and simply do not work anymore. If you discover that your app is no longer working, please check for the latest version for your app in the The Atlassian Marketplace or check for compatibility in the Universal Plugin Manager.



https://confluence.atlassian.com/doc/confluence-post-upgrade-checks-218272017.html


Upgrade Checklist for Jira

    • 1. Customer portal 
      Check if customer portal is available and if a ticket can be raised:  https://support.yamnet.com/. Close ticket when successfully received.

    • 2. Incoming mail
      Check send incoming emails if configured, test connection

    • 3. Outgoing mail
      Check Outgoing emails is configured, test connection

    • 4. Dashboards
      Look for a Dashboard, are filters shown and working

    • 5. Boards
      Look at several boards, Scrum and Kanban if these are loading and have correct filters

    • 6. Issues
    • 6.a. Open existing SD ticket and check if you see attachments
    • 6.b. Open existing B2B ticket and check if you see links

    • 7. Check integration with Bitbucket, Confluence, and Testing tools
    • 7.a. Application manager test if you can switch between Jira/Confluence/Bitbucket
    • 7.b. Test Bitbucket integration
      Open existing B2B ticket and try to jump to Bitbucket via create branche.
      More - Create branche
    • 7c. Confluence integration: Open a page and select Edit

      Link a Jira ticket to Confluence page and check if link is appearing in Confluence and in Jira issue.
    • 8. Create different JQLs to search for issues, check result.

    • 9. Check messages for compatibility on applications 

Upgrade Checklist for Bitbucket

  • Check if all Projects are existing, random check if these can be opened
  • Check repositories if these can be opened
  • Branch creation via Jira, See 7.b upgrade checklist for Jira
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