Setting your users up for success in Atlassian Cloud products

Setting your users up

for success in Atlassian

Cloud products

Table of contents

Ch 1 Introduction

Ch 2 Accessing your Atlassian Cloud site

Ch 3 An overview of key differences in Jira Software Cloud

Ch 4 An overview of key differences in Jira Service Management Cloud

Ch 5 An overview of key differences in Confluence Cloud

Ch 6 Supporting your users

Ch 7 Conclusion

Ch 8 Additional resources and support

ULTIMATE GUIDE TO CLOUD MIGRATIONS

Introduction

At Atlssin, we often sy tht cloud mirtions re  tem sport. It tkes

 powerhouse roup of people to execute  lre-scle trnsformtion like

 mirtion. And, if we extend the tem sport metphor, the finl phse

of  mirtion - ettin your users productive on  new pltform - is the

fourth qurter. Tht’s where tems with endurnce nd preprtion emere

victorious.

But, musterin the determintion you need to execute  ret doption

prorm cn be chllenin nd it cn be temptin to ssume your users will

fiure it out orniclly. To relize the full ROI of your move to Atlssin Cloud,

you need to focus time nd enery on ensurin your tems embrce new wys

of workin cross the Atlssin Cloud pltform.

Mny of your users hve likely been usin Atlssin Server or Dt Center

products for yers, which mens mkin the switch to Cloud cn require

djustin. This uide is desined to help dmins, like you, understnd the

key differences your users will experience in Cloud. While this uide is not

exhustive of every difference in the user interfce, it hihlihts the most

sinificnt differences tht  user will encounter when loin in the first time.

Throuhout this uide, we’ll link out to other helpful resources, includin ones

you cn shre directly with your users, with the hope tht you cn minimize

disruption, deflect questions from your support queues, nd et your tems

productive on Atlssin Cloud products s quickly s possible.

NOTE: You cn copy nd pste from this uide to crete customized trinin

mterils. If you do, we recommend substitutin screenshots from your

orniztion’s instnces so they re fmilir to your users. The screenshots

in this uide re tken from  eneric Confluence 7.13, Jir Softwre 8.19, nd

Jir Service Mnement 4.21 instnce.

TIP: If you’re lookin for mjor functionl differences nd product-specific

comprisons for dministrtors, red this pe for  summry.

ULTIMATE GUIDE TO CLOUD MIGRATIONS

Accessing your

Atlassian Cloud site

For dmins: To help redirect people from your self-mned instnce

to your new Cloud site URL, pply  site-wide bnner in the self-

mned versions of Jir Softwre nd/or Confluence nd/or dd n

nnouncement in Jir Service Mnement.

For users: If users hve bookmrked their pes, remind them to

updte their bookmrks with the new cloud links.

Accessing your Atlassian Cloud site

All users will hve  new Cloud site URL to ccess their Atlssin products.

Unlike in Server where there re different bse URLs for ech product, in Cloud,

the URL bse is the sme cross products with n dded suffix:

· Confluence: https://yourdomin.tlssin.net/wiki/home

· Jir Softwre nd Jir Service Mnement: https://yourdomin.tlssin.

net/jir/your-work

What about mobile access?

The mobile pps for Jir Softwre/Jir Service Mnement Cloud nd

Confluence Cloud re different. If your tems re usin the Server nd Dt

Center mobile pps for these products, they’ll need to instll new pps:

· Jir Cloud (for Jir Softwre, Jir Service Mnement, nd Jir Work

Mnement)

· Confluence Cloud

MAM for Atlssin mobile pps is vilble with n Atlssin Access or Cloud

Enterprise subscription, nd MDM is vilble with ll Cloud plns.

ULTIMATE GUIDE TO CLOUD MIGRATIONS

An overview of key differences

in Jira Software Cloud

An overview of key differences in

Jira Software

General user interface and navigation

In enerl, the Cloud interfce looks more modern thn its Server or Dt

Center counterprt. Plus, the Cloud pltform ws desined to be even more

intuitive for users of ll types - not just developers - so we’ve found some

of these chnes to the core experiences re esier for users to nvite

independently.

Both Cloud nd Server/Dt Center hve similr sidebrs nd horizontl lobl

nvition. You’ll see the sme min nvition br cross ll Jir Cloud

products, includin Softwre, Service Mnement, nd Work Mnement.

This ives you quick ccess to the projects, filters, nd dshbords you use

most rerdless of the project type. It lso lets you crete issues, serch, nd

ccess help notifictions nd lobl Jir settins.

Use the dirm below to fmilirize yourself with the nvition br for ll

Jir Cloud products:

1. Product switcher: Switch to other Atlssin Cloud products, like Bitbucket

Cloud nd Confluence Cloud, nd ccess Atlssin Strt to see recent

projects cross ll Cloud products.

2. Jir loo nd product nme: Keep trck of which Atlssin product you’re

in s you switch between products. Use this loo to nvite bck to your

homepe from ny pe.

3. Your work: Get n overview of the thins you cre most bout in Jir

products. Find issues, projects, bords, nd queues you’ve visited, work

ssined to you, nd your strred items.

4. Projects, Filters, nd Dshbords: Find nd resume work on the thins you

use most. Your strred items pper t the top of ech menu, followed by

your recently visited items.

5. People: See the people nd tems you work with, nd crete new tems.

6. Plns: See nd mne your Advnced Rodmp plns (Premium and

Enterprise users only).

7. Apps: See nd mne pps instlled on your Jir site.

8. Crete: Crete issues.

9. Serch: Find issues, projects, bords, queues, filters, nd people.

10. Notifictions, Help, Jir Personl settins, nd your Profile nd settins:

See wht’s hppenin in Jir, et help, nd customize Jir’s settins (Jira

admins only) nd your personl settins.

For more detils, see the Jir Cloud nvition pe.

Where did the issues dropdown go?

You’ll most likely notice tht Cloud doesn’t hve n issues dropdown. Insted,

your recent ctivity will pper in the new Your work menu item on the top

left, which includes issues. Filters re now  seprte menu item nd issues

cn be reched vi the serch br.

Key changes to board view

The project bord nd bcklo view is very similr in both versions for

Scrum/Knbn projects. In Cloud, there’s  5,000 issue limit per bord,

nd you cn view sprint insihts to sty on top of proress mde nd

deliver with confidence.

CLOUD - ACTIVE SPRINT VIEW

SERVER/DATA CENTER - ACTIVE SPRINT VIEW

Server/Data Center - Kanban view

SERVER/DATA CENTER - BACKLOG VIEW

CLOUD - BACKLOG VIEW

CLOUD - KANBAN VIEW

SERVER/DATA CENTER - KANBAN VIEW

Key changes to issue view

Jir Softwre Cloud hs  new issue view tht roups key ctions nd

informtion in  more loicl wy, mkin it esier for you to scn nd updte

your issues. It usully ppers s  2-column lyout on bords nd s  sinle

column in the bcklo but is responsive to the size of your window.

1. Quick-dd buttons: Add ttchments nd subtsks; link to issues, ny

URL, nd content from Atlssin Mrketplce pps.

2. Trnsition issues: Get from to-do to done, nd ny sttus or workflow

step in between. Additionl issue ctions (if your dmin hs confiured

them) re displyed next to the sttus. Lern more bout trnsitionin n

issue.

3. Wtch, Vote, nd More ctions: Wtch the issue , vote , ive

feedbck, nd perform other ctions like move nd clone vi the

More ctions ··· menu.

4. Flexible lyout: Fields cn be plced where they work best for you.

Admins cn confiure lmost every field to be on either the left or riht

side of the issue view. On the riht hnd side, you cn pin your most

importnt nd frequently used fields to the top, includin the ones under

the Show more link.

5. More fields: Select Show more fields to view ll issue fields.

6. Confiure issue lyout: Move, hide, nd chne fields in the issue view.

Lern more bout confiurin the issue view’s field lyout.

7. Docked comment br: Alwys there, so you cn quickly dd  comment no

mtter how fr you’ve scrolled.

8. Attchments: Switch between the strip nd list view for ttchments, or

downlod them ll t once to work with them on your device.

9. Field tbs: If your issue lyout hs field tbs confiured, tb throuh them

riht from the front of the issue view.

New ways to manage projects

While Server nd Dt Center projects re mned t the compny level,

in Cloud, you hve the option to hve tem-mned projects or compny-

mned projects. The core functionlity of these project types is the sme,

but it cn be helpful to know which type of project your tem is workin in

if you’re lookin for certin confiurtions.

Tem-mned projects offer  powerful yet simpler confiurtion tht’s

independent of other projects on the cloud instnce. Anyone on the tem

cn crete  tem-mned project nd serve s the project dmin. Project

dmins dminister nd hve totl control over the confiurtion of their tem-

mned projects. This includes confiurin workflows, custom fields, issue

types, permissions, nd more without hvin to contct the Jir product or site

dmin. With compny-mned projects, the Jir product dmin is responsible

for mkin these types of confiurtion chnes.

TIP: Tem-mned projects re enbled by defult in Cloud but Jir

dmins cn disble them or control who’s llowed to crete tem-

mned projects vi Jir Settins > System > Globl Permissions.

Team-managed project Company-managed project

Default Defult project type Cn be enbled by Admin

Overview

Simplified configuration

that’s independent of

other projects. Settings and

changes in team-managed

projects can be made by the

project admin and are con-

tained; they won’t impact

other projects on the same

instance.

Expert configuration

with greater complexity

and flexibility, but also

the ability to standardize

workflows across projects.

When a Jira admin changes

a scheme or screen, every

company-managed project

using that configuration

changes accordingly.

Configuration

1. Set up and maintained by

anyone on the team (project

admins)

2. Settings don’t impact other

projects

3. Easy setup for issue types

and custom fields

4. Multiple workflows for all

issue types

5. Access level permissions

1. Set up and maintained by

your Jira admins

2. Standardized configuration

shared across projects

3. Complete control over issue

types and custom fields

4. Customizable workflows,

statuses and issue transitions

5. Detailed permission

schemes

Features Essential features

A modern Jira Software

experience for teams who don’t

need advanced features.

1. Basic Roadmaps

2. Only show your project’s

issues on your board

3. Standard filters

4. Single active sprint

5. Essential agile reporting

Advanced features

All the power and features

that Jira Software is known

for.

1. Advanced Roadmaps

(Premium and Enterprise only)

2. Pull in issues from other

projects on your board

3. Custom quick filters

4. Parallel sprints

5. Comprehensive agile

reporting

When to use

· Your team wants easier

project configuration to get

started quickly.

· You’re an autonomous team

who wants a self-contained

space to manage your team’s

work.

· You want to standardize

configuration, including is-

sue types and custom field

creation, across multiple

projects or share workflows

in your organization.

· You require advanced fea-

tures that aren’t available in

team-managed projects.

Popular new features in Jira Software Cloud

One of the most common resons customers cite when decidin to move

to Cloud is to hve ccess to the ltest nd retest fetures in Atlssin

products. We’re continuously relesin new vlue nd innovtion for you nd

your tems, nd you cn see  curted list of some of our most populr new

Jir Softwre Cloud fetures in the section below.

1. Automation

Jir Softwre Cloud’s ntive utomtion enine hs powerful fetures which

re exclusive to Cloud nd not vilble for Server or Dt Center, even with 

purchse of the self-mned pp, nmely:

· Crete vrible ction

· Lookup issues ction

· Sum, min, mx, vere, nd conditionl smrt vlues

· The bility to run rules s nother user

· Unique triers

In Jir Softwre Cloud, dvnced triers nd utomtion functionlity re

included out-of-the-box. Lern more bout utomtin your processes nd

workflows.

2. Advanced Roadmaps (included with Cloud Premium and

Enterprise plans)

Advnced Rodmps, which you my hve been usin s n pp with your

Server/Dt Center instnce, is vilble out-of-the-box with ll Cloud

Premium nd Enterprise plns with  few minor interfce differences between

the cloud nd self-mned version (s of Advnced Rodmps v.3.29).

Note: As of February 2022, Advanced Roadmaps is only available for company-

managed projects. However, Advanced Roadmaps for team-managed projects

will be available soon.

CLOUD - ADVANCED ROADMAPS

SERVER/DATA CENTER - ADVANCED ROADMAPS

Note: Plans can include issues from all project types - Jira Software, Service

Management, and Work Management.

The Cloud version of Advnced Rodmps doesn’t include the bility to crete

Prorms, i.e. roup of plns, which is vilble on Dt Center. However, in

most cses,  Prorm cn be duplicted usin  Pln. You cn lern more

bout how to et strted with Advnced Rodmps here.

3. Basic roadmaps

For ll plns in Cloud, you cn use the project-specific rodmp. The rodmp

is where you cn crete, mne nd visulize your tem’s epics. Rodmps

re useful for plnnin lre pieces of work severl months in dvnce nd

plnnin lre roups of stories cross different sprints. While Advnced

Rodmps provides bility for cross-project rodmps, bsic rodmps re for

sinle projects.

4. Project templates

Cloud offers  wider vriety of redy-to-use project templtes for mny

use cses nd vrious tems. Jir Softwre Cloud ships with 23 new Work

Mnement templtes included out of the box.

5. DevOps Insights

If your dmin hs interted your CI/CD pipeline with Jir, you cn tke

dvnte of DevOps Insiht, which includes cycle time nd deployment

frequency reports nd insihts tht cn be used to nlyze risk nd mesure

how often you re shippin vlue to your customers.

6. Better integrations

With Jir Softwre Cloud, intertin with other Atlssin products

like Confluence, nd third prty tools like MS Tems nd Slck nd your

development tools is esier thn ever.

An overview of key differences in

Jira Service Management

An overview of key differences in

Jira Service Management

New project types

In ddition to the usul IT service mnement nd Customer service

mnement templtes, Jir Service Mnement Cloud lso hs project

templtes for HR, Lel, nd Fcility tems tht re not vilble in Jir

Service Mnement Server/Dt Center.

1. Quick-dd buttons: Crete subtsks (company-managed projects), or

child issues (team-managed projects); link issues, dd web or Confluence

links, or dd content from Atlssin Mrketplce pps.

2. Bck to queues: Go bck to your queues with  sinle click.

3. Wtch nd more Actions: Wtch the issue , vote , or perform other

ctions (for exmple, move, clone, or delete the issue).

4. Issue sttus: Select the sttus, then choose  trnsition or sttus to move

the issue to. Lern more bout workflows.

5. Context fields: These cn include SLAs, request prticipnts, nd other

informtion to help describe the issue. Under context fields, select Show

more fields (or More fields in tem-mned projects) to revel empty

fields tht ren’t lwys shown on the issue view.

Changes to the issue view

The new Jir issue view experience outlined bove in the Jir Softwre section

ws rolled out cross ll Jir products, includin Jir Service Mnement.

6. Comment br: To dd  comment, select Add internl note to post 

comment tht only your tem cn see (hihlihted in yellow), or Reply

to customer to include the person tht rised the request. Select the

Attchments pperclip icon to dd n ttchment. The editor converts

thins like links, code, nd mrkdown on-the-fly, so you cn pste in your

content nd let the editor do the work. Lern more bout mrkdown.

7. Description fields: (company-managed projects only): Description fields

re multi-line fields tht your tem cn fill out to dd more informtion to

the issue.

8. Customer request informtion: Informtion entered by customers when

they rise  request is ornized in one plce. If the customer rised the

request from the portl, select View request in portl to see it in the

portl. Select Hide detils to collpse this pnel.

Queues and the new agent experience

With the new ent experience, service tems re now ble to trie

issues more effectively, scn request detils t  lnce, nd deliver speedy

responses to customers.

Note: For performance optimization, there’s a limit of 50 queues per project

in Cloud.

1. Replyin to your customers is esy

2. Queues cn be better customized to your tems’ needs

3. Triin is fster with queue ctions

4. Aents cn quickly nvite to fvorites

Red more detils for ech of the improvements here.

Differences in the Help Center and Portal

In Jir Service Mnement Cloud, there re more brndin nd customiztion

cpbilities, includin the bility to edit the loin screen messe nd Help

Center lyout. You cn lso customize the columns in your customers’

Request lists so customers cn quickly filter nd find the requests they’re

lookin for nd see sttus updtes.

Help channels

Just like in Server nd Dt Center, requests in cloud cn be creted vi the

Help Center, emil, nd APIs.

In Jir Service Mnement Cloud, you cn embed the portl widet on ny

pe of your site/pp to collect requests from your customers. See how the

widet works in prctice.

NOTE: Atlssin Cloud products come with n internl SMTP server

confiured to send notifictions. The internl SMTP server is not

confiurble, but you cn confiure Jir Service Mnement Cloud

to send emils on behlf of your domin. For more informtion on

how to use  custom ‘Project Emil Address’ with your domin, red

this support rticle.

Incident management functionality

Opsenie fetures such s lerts, on-cll schedules, incident commnd center,

post mortems, nd hertbets re bundled in Jir Service Mnement Cloud.

Change management features

Chne mnement in the cloud hs dditionl fetures which cn help

tems better pln, schedule, nd deploy chnes to production. Chne

clendrs nd chne mnement utomtion with connected CI/CD tools

ensure tht nothin flls throuh the crcks.

ULTIMATE GUIDE TO CLOUD MIGRATIONS

An overview of key differences

in Confluence Cloud

An overview of key differences in

Confluence Cloud

Home page

Both Cloud nd Server/Dt Center hve  common ccess point to the

home pe: the Confluence loo t the top left. Most elements of the Cloud

home pe re lso on the Server/Dt Center home pe nd reltively

strihtforwrd to find. However, the home pe itself hs  very different

ppernce nd lyout s you cn see below.

CLOUD - HOME PAGE

SERVER/DATA CENTER - HOME PAGE

Navigation

1. Product switcher: Switch to other Atlssin Cloud products, like Bitbucket

Cloud nd Confluence Cloud, nd ccess Atlssin Strt to see recent

projects cross ll Cloud products.

2. Confluence loo, Home: Nvite bck to your homepe from ny pe.

3. Recent: Find nd resume work on the thins you use most. Find or serch

for pes you’ve visited, worked on, drfted, or strred in recent dys nd

month.

4. Spces: Get n overview of the thins you cre most bout in Confluence.

Your strred spces pper t the top, followed by your recently visited

spces.

5. People: See the people nd tems you work with, nd crete new tems.

6. Apps: See nd mne pps instlled on your Confluence site. Note:

Calendars and Analytics (Premium and Enterprise only) in your previous

navigation bar are now located in this menu.

7. Templtes: Access the librry of templtes vilble for you to use in ech

of the spces you’ve strred or recently visited. Note: If you don’t see this

option, look under the More tab.

8. Crete: Crete pes.

9. Serch: Find pes, spces, people, or use the dvnced serch filters. You

cn serch nythin visible to you in Confluence nd results from ll Cloud

products will be included.

10. Notifictions, Help, nd your Profile nd Settins: See wht’s new, et

help, ccess your tsks, mne your wtched spces nd pes, nd

customize your settins (ex. Autowtch pes).

General interface

Both versions hve sidebr nvition for pes in spces. Some elements re in

different prts of the pe. One key difference is tht Spce Tools moved to the

top of the left nvition nd is now clled Spce Settins in Confluence Cloud.

Editor

This is one of the biest user experience differences between Cloud nd

Server/Dt Center nd one tht drsticlly improves the user experience in

Confluence. While Server/Dt Center’s editor hs remined unchned for

multiple yers, the new Cloud editor hs introduced sinificnt chnes with

 lot of new templtes nd new wys for pe formttin.

One of the first key differences between the editor in Confluence Cloud nd

Server/Dt Center is relted to mcros. In Cloud, we’ve built in dditionl

functionlity into the editor so tht mcros re no loner needed for thins

like text linment nd strikethrouh formttin. Cloud lso offers live

mcros, so the editin experience in Cloud is consistent with the viewin

experience. It is worth notin tht to improve performnce, Cloud does not

support user mcros nd some mcros were intentionlly excluded from the

new editor. Lern more bout Cloud mcros vs. Server/Dt Center mcros.

CLOUD - EDITOR

Action

Cloud autocomplete

character

Server/Data Center

autocomplete character

Tables / |

Links / [

Images / !

Macros / {

Headings # h1.

Lists (unordered) * *

Lists (ordered) 1. #

Autocomplete keyboard shortcuts in editor

One of the biest chnes for power users re the utocomplete shortcuts

used in the editor. Those ccustomed to the Server/Dt Center editor my be

very fmilir with the { wiki mrkup nottion. In Cloud, you’ll switch to usin

the / utocomplete slsh commnd which is  sinle commnd to dd mcros

nd tools.

SERVER/DATA CENTER - EDITOR

Other editor changes and updates

· Inline comments: Whether editin  pe or viewin it, quickly dd

comments to pes by:

· Anchor links: Anchor links re utomticlly creted in Cloud for hedins.

Non-hedin links still need to be specified by the Anchor mcro.

· Addin Attchments: In Cloud, users cn’t ntively link to or render

ttchments from other pes. This is sinificnt to inform users of,

s they my be used to settin up ime or file “librries” tht cn be

referred to from other pes. The workround is to copy nd pste the

ttchment link directly.

· Editin tbles: Tbles in Cloud re edited nd mned differently. In

enerl, it should be  more intuitive experience but my need  little

ettin used to.

· Hihlihtin the text you wnt to comment on.

· Selectin the Comment button tht ppers bove the hihlihted text.

· Enterin your comment nd selectin Sve (Ctrl+S or +S).

TIP: Shre the Quick strt uide for Confluence Cloud in the Cloud

doption toolkit with your users so they hve esy ccess to the

shortcuts bove.

Inline view

Stylish hyperlinks. The Smrt Links inline view mkes your links “pop” on the

pe. You’ll see the loo from the source of tht link, so you quickly hve more

informtion bout the type of content. When insertin  link to other Atlssin

products, you’ll et even more detils, like the sttus of  Jir ticket.

Card view

Smrt Links crd view provides even richer detil. You cn see  smll preview

of the content, plus dditionl informtion bout it. You’ll lso strt to see

ctions dded to crds over time.

Smart Links

Smrt Links revel importnt context bout links within  Confluence pe (or

Jir issue) without levin tht pe. When you pste  link in the editor, it will

trnsform into  Smrt Link. We support Smrt Links for Atlssin products

nd mny other third prty products. There re  few different wys to view

smrt links:

Red more on Smrt Links here.

Confluence Cloud serch hs better results with relevnce nd improved

experience, which mkes it esier for users to find wht they re lookin for.

CLOUD - SEARCH SERVER/DATA CENTER - SEARCH

Embed view

Wht if you never hve to brek the flow of work (or leve  Confluence pe)

to interct with content tht lives outside of Confluence? Well, Smrt Link

embed views help you with tht!

Red nd edit  Goole Drive document, mnipulte your Fim file nd more,

ll within  Confluence pe.

ULTIMATE GUIDE TO CLOUD MIGRATIONS

Supporting your users

In the first two weeks followin the lunch of Atlssin Cloud, you my notice

 dip in productivity mon users s they djust. Help keep productivity hih

by preprin dditionl support you cn offer durin tht time. For exmple,

you miht wnt to consider:

· Cretin  Help Center: Post-mirtion, users need to know where to rise

bus, sk questions nd shre feedbck. You cn quickly set up  tem-

mned Jir Service Mnement project with  knowlede bse in

Confluence for your “how to” mterils. Alterntively, crete  ‘mirtion’

request type in your service desk system of choice to receive nd process

this type of request nd rchive the project/request type when the users

hve settled comfortbly in the cloud.

· Hostin drop-in trinin sessions: Chmpions, product dmins, nd

temmtes who were involved in UAT, cn schedule open drop in sessions

(vi Zoom/MS Tems) for  few hours every dy in the first week fter the

mirtion hs tken plce. Users cn join on d hoc bsis to sk questions

or rise urent issues. These sessions cn help minimize the number of

support tickets rised.

· Stffin Rpid Response chnnels: Cretin dedicted chnnels in Slck,

MS Tems, or ny cht pltform your users communicte in internlly cn

come in hndy. Ornizin  roster of Support ents nd Chmpions who

cn reply to questions posted in the chnnel on-the-o is dvised.

· Administerin surveys: Surveys re  powerful tool to cpture nd

rete tem sentiments, which cn help bubble up improvement

opportunities nd/or success stories nd be used to report to the

ledership tem. Simple surveys distributed mon users t vrious

intervls cn revel chnes in sentiment nd proression over time.

· Hostin drop-in trinin sessions: Chmpions, product dmins, nd

temmtes who were involved in UAT, cn schedule open drop in sessions

(vi Zoom/MS Tems) for  few hours every dy in the first week fter the

mirtion hs tken plce. Users cn join on d hoc bsis to sk questions

or rise urent issues. These sessions cn help minimize the number of

support tickets rised.