Microscope Use Cases
Workflow audit use cases
The following table details some common use cases for Microscope. Greater analysis is possible with the use of advanced statistical tools in spreadsheets such as the use of pivot tables.
| Migrating | Merging | Inheriting | Cost saving | Health checking | Step-by-step | Notes | |
|---|---|---|---|---|---|---|---|
| Identify most/least used workflow apps |  | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's equivalent of a pivot table function to see which apps are doing the most/least in the instance. Using the Module as the row and counting the number of entries for each module. 3. You might choose to filter by workflow status so that you only look at Active workflows. | The number of uses won't be a perfect indicator of how much value these workflow apps bring to your business, this exercise will simply give you a broad view to get you started with assessing your usage and requirements. |
| Identify apps with crossover functionality | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. To keep your original data intact, copy the sheet, then delete columns: workflow, workflow status ,transition, type, URL. 3. Filter on the Workflow status to remove any Inactiveworkflows 4. Use your software's deduplicator function to get a list of all functions. 5. Manually compare/explore this list further. | These apps may be delivering more than just workflow functionality, so be sure to look into each one fully before making your final decisions! |
| Identify totally unused workflow apps | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's deduplicator function to get a list of all apps currently used in workflows by looking at the Plugin column. 3. Manually compare this list against the apps visible in your Jira instance to see if there are any workflow-specific apps which don't appear in the CSV. If these apps are not delivering some other functionality in the instance, they're probably dead weight! | These apps may be delivering more than just workflow functionality, so be sure to look into each one fully before making your final decisions! |
| Identify missing workflow apps | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by Plugincolumn to reveal all those marked (Missing plugin). 3. Click into the URL field for each to go directly to the edit screen for cleanup or further exploration. | ||
| Create list of must have workflow functions | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's equivalent of a pivot table function to see which apps are doing the most/least in the instance. Using the Module as the row and counting the number of entries for each module. 3. You might choose to filter by workflow status so that you only look at Active workflows. | The number of uses won't be a perfect indicator of how much value these workflows bring to your business, this exercise will simply give you a broad view to get you started with assessing your usage and requirements. | ||
| Identify most cost inefficient apps | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Use your software's equivalent of a pivot table function to see which apps are doing the most/least in the instance. Using the Module as the row and counting the number of entries for each module. 3. You might choose to filter by workflow status so that you only look at Active workflows. 4. Capture the cost for each app for further examination. | Remember these apps may be delivering much more than just workflow functionality and the number of uses may not be a reflection of the value that is provided to your business in terms of time saved or processes protected. Be sure to look into each fully before making your final decisions! |
Project audit use cases
The following table details some common use cases for Microscope. Greater analysis is possible with the use of advanced statistical tools in spreadsheets such as the use of pivot tables.
| Migrating | Merging | Inheriting | Cost saving | Health checking | Step-by-step | Notes | |
|---|---|---|---|---|---|---|---|
| Identify most/least used projects | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Sort your data first by Number of issues, then by Issues created in the past 30 days. 3. You might choose to filter by Status so that you only look at Active projects. | The number of issues won't be a perfect indicator of how valuable the project is as it may leave out new relevant projects, this exercise will simply give you a broad view to get you started with assessing your usage and requirements. To get a better view of the usage in recent days you can add an extra column that calculates the value of Issues Created in the Past 30 days/Number of Issues. This will identify recently created projects compared to old established projects. |
| Identify totally unused projects | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter your data to show projects with a value of 0in Issues created in the past 30 days. 4. You may also want to filter further to also only show projects with a value of 0in Issues updated in the past 30 days. 3. You might choose to filter by Archived so that you only look at Active projects. | These projects might still be required, so be sure to look into each one fully before making your final decisions! |
| Identify archived projects | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by the Archived column to reveal all projects in the Archived status. | ||
| Identify projects nearing their end-of-life | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Sort your data smallest to largest by Issues created in the past 30 days. 4. You may also want to sort by two columns including the Issues updated in the past 30 days. 3. Filter by Archived so that you only look at Active projects. | Run this scan periodically and compare the number for a project to see which are winding down towards end-of-life. You can use your spreadsheet to combine the created/edited entries to see the least active projects. |
User audit use cases
The following table details some common use cases for Microscope. Greater analysis is possible with the use of advanced statistical tools in spreadsheets such as the use of pivot tables.
| Migrating | Merging | Inheriting | Cost saving | Health checking | Step-by-step | Notes | |
|---|---|---|---|---|---|---|---|
| Identify users whose email addresses are not unique within your instance | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Sort your data first by Email Address. 3. If your spreadsheet has the functionality to highlight duplicates, this may be a useful visual guide as you work through." 4. Use the User Key column to identify whether these are true duplicates or individuals sharing email addresses | On Jira Cloud, it is not possible to have an email address shared between two users. There is a one-to-one relationship between Users and Email Addresses. | ||
| Identify user groups | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by the User Groups column. | |||
| Identify the directories with the most users | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by the Directory column. 3. Use your spreadsheet's COUNT functionality, if it has one, to identify the largest directories. | ||||
| Identify users that have not accessed the application for a long period | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Sort by the Last Logged column to order from most recent to least recent or vice versa." | ||||
| Identify users that have never logged in | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by the Number of logins column to show those with 0logins. |
Custom Fields audit use cases
The following table details some common use cases for Microscope. Greater analysis is possible with the use of advanced statistical tools in spreadsheets such as the use of pivot tables.
| Migrating | Merging | Inheriting | Cost saving | Health checking | Step-by-step | Notes | |
|---|---|---|---|---|---|---|---|
| Identify the most common custom field types | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Sort your data first by Type. | |
| Identify most/least used apps for custom fields | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Sort your data first by Source. | This can help you identify dispensable apps. |
| Identify which custom fields have been created with a particular app | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Filter by the name of the app of your choice. | If you are thinking about uninstalling an app, this will allow you to quickly identify which custom fields are dependent on it. |
| Identify duplicated custom fields | | | | | | 1. Load your CSV up with your spreadsheet software of choice and enable filters. 2. Go to Conditional Formatting > Highlighting Rules > Duplicate Values. These steps may vary slightly depending on the spreadsheet software being used. |