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Try our new app Smart Attachments for Confluence. Store your project documents, artifacts, and media assets in the shareable space storage in Confluence. See the app in action.


Enabling/Disabling Add-on for Project

Once you have installed the add-on, it is disabled for all projects. You will have to activate the add-on for appropriate Jira projects. Upon the first installation of the add-on and its activation for some project, you will be prompted to notify Jira users about installation of Smart Attachments add-on.

For enabling and configuring the add-on for a specific project, you need to have the Administrator project role.

  1. From the administrator menu, select Projects.
  2. Select the appropriate project.
  3. Switch to the project administration section.
  4. On the menu sidebar, select Smart Attachments.
  5. Click Activate Smart Attachments.

After activation of the app, switch the toggle to OFF (grey) to deactivate the app. If you need to activate the app back, switch the toggle to ON (green).

When you disable the add-on for a specific project, you are prompted to confirm this action.



Configuring the look of the Attachment field

Since Smart Attachments 1.17.2, you can configure the look of the Attachment field on transition forms.

In the Display the fileds on forms as option, select the look of the Attachment field on all forms of the current project:

  • Multiple drop areas - allows you to upload files to multiple categories on transition forms.
  • Single drop area with the category selection box - allows you to upload files into one category only.
Multiple drop areas

Single drop area with the category selection box



Managing Categories

You can set categories for attachments per specific projects in Jira. Additionally, you can regulate availability of the category in project per available issue types.

You can perform the following operations on attachment categories:

  • create new categories
  • edit the existing categories
  • delete the no longer needed categories

To manage categories, follow these steps:

  1. From the Administration menu, select Projects.
  2. Select the appropriate project.
  3. On the menu sidebar, select Smart Attachments.

Alternatively, while viewing the Jira tasks, you can click the Manage attachment categories icon. The icon is visible to the Jira administrators and project administrators.

Creating Attachment Categories

  1. Enter the name of a new attachment category.
  2. Click Add.

Editing Attachment Categories

  1. Locate the appropriate attachment category.
  2. Click Edit.
  3. Modify name of the attachment category.
  4. Click Save.

Deleting Attachment Categories

  1. Locate the appropriate attachment category.
  2. Click Delete.
  3. Click Remove.

Managing Order of Attachment Categories

The project administrator can manage the default order of attachment categories in the project. The defined order is applied to the entire project.

  1. On the list with categories, locate the category, which you want to move up or down.
  2. Click the category and drag it to the appropriate position on the list.

Each user can also define the order of attachment categories to his/her own needs while viewing Jira issues.



Configuring Categories per Issue Types

From version 1.10.0 administrators can regulate visibility of categories in the specific project per available issue types. This gives you more flexibility in customizing Jira workflows and optimizing processes in your company.

The add-on fetches the list of issue types available in the project from the issue type scheme that the current project is mapped to.

  1. Create a new category or edit the existing one.
  2. Select one or multiple issue types, in which you want to have this category. If you do not select any issue type, such a category is displayed in all issue types of the project.
  3. Click Add or Save.


If you modify the project's issue type scheme, please review your configuration. Please also note the following workflow patterns of the add-on:

Removal of any issue type from the scheme will affect attachments stored in the categories where the removed issue type was used. After migration from the old issue type (source) to a new issue type (target), the add-on will do the following:

  1.  A new issue type (target) was already used in the category configuration, all the attachments will be preserved in the category after change of the issue type in the project in the issues of a new type.
  2. A new issue type (target) was not used in the category configuration, all the attachments from this category in issues of a new type will be shown as uncategorized.

As a best practice before removal of a specific issue type from the issue type scheme, do the following:

  1. Check whether the issue type is used in configurations of categories.
  2. Add a new issue type (target issue type that will replace the removed issue type) into the category configuration, so attachments will be preserved in the same category after re-mapping to a new issue type.

After adding modifications into the issue type scheme of your project, please open the administration section of the add-on and check for any modifications in the category configurations.




Configuring Access Restrictions for Categories

From version 1.1.0 administrators can set up access restrictions for the appropriate attachment categories. Access restrictions allows companies to differentiate access to specific attachment categories for multiple user groups, project roles or individual users.

  1. While editing or creating categories, you can either select or enter the user groups, project roles or users that can access attachment categories.
  2. Select one or multiple entries.
  3. Click Add or Save.



Configuring Automatic Distribution Rules for Uploaded Files

Since the release of Smart Attachments 1.20.0, you can configure auto-distribution rules for your uploaded files. These rules will allow the app to automatically categorize uploaded files according to the defined rules.

  1. On the list with categories, locate the one which you want to configure auto-distribution rules for.
  2. Click Edit.
  3. Click the  or icon. Look of the icon may differ depending on the already configure auto-distribution rule.
  4. In the Configure Distribution Rule form, define the following parameters:
    • Match type - select the way to match files for automatic distribution across categories:
      • Name pattern - naming pattern for simple cases.
      • Regexp - regular expression for complex cases.
    • Value - enter the value for the selected match type.
  5. When complete, click Save.

Regular expressions allow you to quickly enter the flexible query for matching specific attachments in categories.

For example, you want to proceed only attachments with *.docx or *.pdf formats. You need to enter the following regular expression '(.+?)(.docx|.pdf)$'.



Importing Configuration of Categories from Another Project

You can import configuration of categories (including issue types and access permissions) from other projects. This allows you to quickly apply the same configuration to multiple projects.

Importing the category configuration with issue types will vary, as follows:

  1. Projects use the same issue types. So all issue types from the source project configuration will be imported.
  2. Projects have some similar and some unique issue types. All the similar issue types from the source project configuration will be imported.
  3. Projects do not have similar issue types. No issue types from the source project configuration will be imported.

Consider that the import of categories with the defined issue types and access permissions will replace the existing configuration in the project. So if you already have some attachments distributed across some categories per issue, all such attachments after the import will be shown as Uncategorized in issues. This procedure allows you to quickly propagate the appropriate configuration to multiple projects.

  1. Open the appropriate project with categories.
  2. Locate the Configuration from another project option and click Import.
  3. In the Import Categories form, select the appropriate project, which the configuration will be imported from.
  4. Click Import and wait until completion.



Setting Size of Image Thumbnails

Smart Attachments add-on allows you to set the appropriate size of image thumbnails for each Jira project.

  1. Open the administration section of the Jira project.
  2. Navigate to the Smart Attachments section.
  3. Select the appropriate size of image thumbnails from the following ones:
    • 50x35 px
    • 50x50 px
    • 75x50 px
    • 75x75 px
    • 100x70 px
    • 100x100 px
    • 150x110 px
    • 150x150 px
    • 200x145 px
    • 200x200 px

The default size of image thumbnails in Jira is 200x200 px.

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