Multiple Assignees Manager for Jira - Documentation

Table of Contents

• Overview
• Installation Guide
• Getting Started
• Multi-Assignee Field
• Capacity Dashboard
• Admin Panel
• Auto-Assignment Features
• Hierarchy Detection
• Troubleshooting
• FAQ
• Support

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Overview

Multiple Assignees Manager for Jira is a comprehensive team collaboration solution that enhances Jira's assignment capabilities with intelligent multi-assignee management, automated workflow synchronization, and visual capacity tracking.

Key Features

• 🔄 Multi-Assignee Fields - Add multiple team members to any issue
• 🤖 Intelligent Auto-Assignment - Automatic sync between multi-assignee and default assignee
• 📊 Team Capacity Dashboard - Visual workload tracking and health indicators
• 🏢 Automated Hierarchy Detection - Smart team structure based on permissions
• ⚡ Real-time Synchronization - Bidirectional data consistency

Built on Atlassian Forge

• ✅ 0% commission on first $1M revenue (starting Jan 2026)
• ✅ SOC 2 compliance inheritance
• ✅ "Runs on Atlassian" certified
• ✅ No external dependencies - all processing within Atlassian Cloud

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Installation Guide

Prerequisites

• Jira Cloud instance
• Project admin or site admin permissions
• Compatible with all Jira project types (Software, Service Management, Work Management)

Installation Steps

1. Install from Atlassian Marketplace

   • Navigate to your Jira instance
   • Go to Apps → Find new apps
   • Search for "Multiple Assignees Manager"
   • Click "Install" and accept permissions

2. Automatic Configuration

   • The app automatically creates the "Multi Assignees" custom field
   • Field is added to all screens and issue types by default
   • No additional configuration required for basic functionality

3. Verify Installation

   • Open any issue
   • Look for the "Multi Assignees" field in the issue details
   • You should see a user selection interface

Post-Installation Setup

For Project Administrators:

• Access the Capacity Dashboard via the project sidebar
• Configure team member capacity settings in the Admin Panel
• Review hierarchy detection settings

For Team Members:

• Start adding multiple assignees to issues
• Monitor workload via the Capacity Dashboard
• Leverage auto-assignment features

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Getting Started

Quick Start Guide

1. Add Your First Multi-Assignee

   • Open any issue
   • Find the "Multi Assignees" field
   • Click to add users
   • Select team members from the dropdown
   • Save the issue

2. View Team Capacity

   • Navigate to project sidebar
   • Click "Team Capacity Dashboard"
   • Review team workload and utilization
   • Identify capacity bottlenecks

3. Access Admin Features (Team Leads and above)

   • Open Capacity Dashboard
   • Click "⚙️ Admin Settings"
   • Configure individual capacity settings
   • Run bulk auto-assignment operations

Basic Workflow

Issue Creation → Add Multi-Assignees → Auto-Assignment Sync → Capacity Tracking → Team Visibility

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Multi-Assignee Field

How It Works

The Multi Assignees field allows you to assign multiple team members to a single issue while maintaining compatibility with Jira's standard assignee field.

Adding Multi-Assignees

1. In Issue View

   • Locate the "Multi Assignees" field
   • Click the field or "Add assignees" button
   • Search and select users from your Jira instance
   • Users are added with avatar and display name
   • Click outside the field to save

2. Bulk Assignment

   • Use the Admin Panel for bulk operations
   • Select multiple issues
   • Apply consistent multi-assignee patterns

Managing Multi-Assignees

Removing Assignees:

• Click the "×" next to any user's name
• Changes save automatically

Reordering Assignees:

• The first assignee becomes the primary assignee
• Drag and drop to reorder (if interface supports)
• First assignee automatically syncs to default assignee field

Field Behavior

• Auto-Sync: First multi-assignee automatically becomes default assignee
• Notifications: Only primary assignee receives Jira notifications
• Workflow: Respects existing Jira workflow rules
• Permissions: Only users with assign permissions can modify

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Capacity Dashboard

Overview

The Capacity Dashboard provides real-time visibility into team workload, capacity utilization, and project health metrics.

Accessing the Dashboard

1. From Project Sidebar

   • Navigate to your Jira project
   • Look for "Team Capacity Dashboard" in the sidebar
   • Click to open the dashboard

2. From Apps Menu

   • Go to Apps → Multiple Assignees Manager
   • Select "Capacity Dashboard"

Dashboard Components

Team Overview Table

Column	Description
Team Member	User avatar, name, and role
Current Assignments	Number of active assignments
Capacity Settings	Max assignments and hours per assignment
Utilization Rate	Percentage of capacity used
Health Status	Color-coded indicator (Green/Yellow/Red)

Health Indicators

• 🟢 Green (0-70%): Optimal workload
• 🟡 Yellow (71-90%): Approaching capacity
• 🔴 Red (91%+): Over capacity, risk of burnout

Performance Metrics

• Project Summary: Total issues, assignments, team size
• Capacity Overview: Team utilization statistics
• Trend Analysis: Historical capacity trends (if data available)

Dashboard Features

Real-time Updates:

• Refreshes every 30 seconds automatically
• Manual refresh button available
• Shows last update timestamp

Filtering Options:

• Filter by team member
• Filter by capacity status
• Date range selection

Export Capabilities:

• Export capacity reports
• Share dashboard views
• Historical data access

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Admin Panel

Access Requirements

Who Can Access:

• Project Administrators
• Team Leads (detected automatically)
• Users with "Administer Projects" permission

Opening Admin Panel

1. Open the Capacity Dashboard
2. Click "⚙️ Admin Settings" button
3. Admin panel opens in modal window

Admin Features

Team Capacity Management

Individual Capacity Settings:

• Max Assignments: Maximum number of concurrent assignments (1-50)
• Working Hours per Assignment: Hours allocated per assignment (1-12)
• Custom Notes: Additional capacity considerations

Bulk Operations:

• Apply settings to multiple team members
• Import/export capacity configurations
• Reset to default settings

Auto-Assignment Tools

Bulk Auto-Assignment:

• Processes all issues without assignees
• Sets first multi-assignee as default assignee
• Shows progress and results summary

Manual Assignment:

• Assign specific issues by issue key
• Override existing assignments if needed
• Detailed success/error reporting

Hierarchy Management

Team Structure:

• View detected hierarchy levels
• Manage team visibility settings
• Configure cross-project permissions

Detection Settings:

• Test hierarchy detection
• Refresh team structure
• Debug permission mappings

Configuration Best Practices

1. Set Realistic Capacity Limits

   • Consider actual working hours
   • Account for meetings and other duties
   • Review and adjust regularly

2. Use Hierarchy Features

   • Let the system auto-detect team structure
   • Validate detected levels
   • Adjust visibility as needed

3. Monitor Team Health

   • Regular capacity reviews
   • Proactive workload balancing
   • Address red indicators quickly

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Auto-Assignment Features

How Auto-Assignment Works

The app automatically synchronizes the first multi-assignee with Jira's default assignee field, ensuring workflow compatibility while maintaining multi-assignee visibility.

Automatic Sync Rules

1. Primary Assignment: First multi-assignee becomes default assignee
2. Smart Prevention: Skips update if assignee is already correct
3. Notification Control: Prevents duplicate assignment notifications
4. Workflow Respect: Honors existing Jira workflow rules

Sync Triggers

Real-time Triggers:

• Adding first multi-assignee to unassigned issue
• Changing order of multi-assignees
• Removing current primary assignee

Manual Triggers:

• Bulk auto-assignment from Admin Panel
• Manual assignment tool
• API-based assignments

Sync Status Monitoring

Success Indicators:

✅ Setting default assignee to first multi-assignee: [User Name]
✅ Field update successful: 204

Skip Indicators:

⏭️ Skipping assignee update - already set to first multi-assignee: [User Name]

Error Handling:

• Detailed error logging
• Automatic retry mechanisms
• Graceful fallback behavior

Manual Assignment Tool

When to Use:

• Issues with complex assignment history
• Bulk correction of assignment inconsistencies
• Testing auto-assignment functionality

How to Use:

1. Open Admin Panel
2. Click "🔧 Manual Assign Issue"
3. Enter issue key (e.g., "PROJ-123")
4. Click "Assign"
5. Review success/error message

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Hierarchy Detection

Overview

The app automatically detects team hierarchy based on Jira permissions, groups, and project roles, enabling appropriate access control and visibility.

Hierarchy Levels

Level	Role	Permissions	Scope
1	Division Manager	Full cross-project access	Multiple projects
2	Project Manager	Project-wide management	Single project
3	Team Lead	Team management	Team/component
4	Individual Contributor	Self-management only	Personal tasks

Detection Criteria

Permission-Based:

• Project administration rights
• User management permissions
• Workflow management access
• Global Jira permissions

Group-Based:

• Jira group memberships
• Project role assignments
• Custom group configurations

Activity-Based:

• Assignment patterns
• Issue creation frequency
• Comment and activity levels

Testing Hierarchy Detection

1. Access Test Tool

   • Open Admin Panel
   • Find "🏢 Team Hierarchy Detection" section
   • Click "🔍 Test My Hierarchy Level"

2. Review Results

   • Detected Level: Your assigned hierarchy level
   • Scope: Project or cross-project access
   • Permissions: Number of detected permissions
   • Groups: Group memberships analyzed
   • Visible Users: Users you can manage

3. Troubleshooting Detection

   • Ensure proper Jira permissions
   • Verify group memberships
   • Contact admin if detection seems incorrect

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Troubleshooting

Common Issues

Multi-Assignee Field Not Visible

Symptoms:

• Cannot see "Multi Assignees" field on issues
• Field appears but is not editable

Solutions:

1. Check field configuration in Jira Admin
2. Verify field is added to appropriate screens
3. Confirm user has "Edit Issues" permission
4. Refresh browser cache

Auto-Assignment Not Working

Symptoms:

• Multi-assignees added but default assignee not updated
• Assignment sync appears delayed

Solutions:

1. Check Forge logs for error messages
2. Verify first multi-assignee has valid permissions
3. Ensure issue is not in restricted workflow state
4. Try manual assignment tool in Admin Panel

Capacity Dashboard Loading Issues

Symptoms:

• Dashboard shows loading spinner indefinitely
• "No data available" message appears

Solutions:

1. Verify project key is correct
2. Check user permissions for project access
3. Refresh dashboard manually
4. Clear browser cache and reload

Admin Panel Access Denied

Symptoms:

• "Access denied" message when opening admin panel
• Admin button not visible

Solutions:

1. Verify project admin permissions
2. Check hierarchy detection results
3. Contact site admin for permission review
4. Test hierarchy detection tool

Performance Issues

Slow Dashboard Loading

Causes:

• Large team size (50+ members)
• High number of active issues
• Network connectivity issues

Solutions:

1. Use browser developer tools to check network requests
2. Clear app cache via Admin Panel
3. Reduce dashboard refresh frequency
4. Contact support for performance optimization

Memory Usage Concerns

Monitoring:

• Check performance stats in Admin Panel
• Monitor browser memory usage
• Review cache size and cleanup frequency

Optimization:

• Regular cache cleanup (automatic every 10 minutes)
• Reduce auto-refresh intervals
• Close unused browser tabs

Error Messages

Common Error Codes

403 Forbidden:

• Check user permissions
• Verify project access rights
• Review hierarchy detection

404 Not Found:

• Confirm issue key exists
• Check project key spelling
• Verify user can access issue

500 Internal Server Error:

• Check Forge logs for details
• Retry operation after few minutes
• Contact support if persistent

Getting Help

1. Check Documentation: Review this wiki for solutions
2. Test Tools: Use built-in testing and diagnostic tools
3. Community Support: Post questions in Atlassian Community
4. Direct Support: Contact via app listing page
5. Logs: Include relevant log information in support requests

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FAQ

General Questions

Q: Is this app free? A: The app follows a freemium model with basic features free for small teams and paid tiers for advanced features and larger organizations.

Q: Does this work with Jira Server/Data Center? A: Currently, the app is designed specifically for Jira Cloud and built on the Atlassian Forge platform.

Q: Can I export multi-assignee data? A: Yes, multi-assignee data is stored in standard Jira custom fields and can be exported using Jira's native export features.

Technical Questions

Q: How does auto-assignment handle workflow restrictions? A: The app respects all existing Jira workflow rules and will only update assignees when permitted by the current workflow state.

Q: What happens if I uninstall the app? A: The Multi Assignees custom field data is preserved, but auto-assignment and dashboard features will no longer function.

Q: Can I customize the capacity calculation? A: Yes, admins can set individual capacity limits, working hours per assignment, and other parameters via the Admin Panel.

Q: Does the app work with Jira automation rules? A: Yes, the app integrates seamlessly with Jira's native automation and can trigger automation rules when assignments change.

Security Questions

Q: Where is my data stored? A: All data is stored within your Atlassian Cloud instance. No data is transmitted to external services.

Q: What permissions does the app require? A: The app requires standard Jira permissions to read issues, manage custom fields, and access user information within your instance.

Q: Is the app SOC 2 compliant? A: Yes, as a Forge app, it inherits Atlassian's SOC 2 compliance and security standards.

Usage Questions

Q: How many multi-assignees can I add to an issue? A: There's no hard limit, but we recommend keeping assignments reasonable for effective collaboration (typically 2-5 assignees).

Q: Can I use this with existing custom fields? A: Yes, the app works alongside existing custom fields and doesn't interfere with other Jira functionality.

Q: How often does the capacity dashboard update? A: The dashboard refreshes automatically every 30 seconds, with manual refresh available anytime.

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Support

Getting Support

Community Support:

• Atlassian Community - Post questions and browse existing answers
• Tag questions with "multiple-assignees-manager" for faster response

Direct Support:

• Via Atlassian Marketplace app listing page
• Include detailed error descriptions and steps to reproduce
• Attach relevant screenshots or log information

Documentation:

• This wiki contains comprehensive setup and troubleshooting information
• Check FAQ section for common questions
• Review troubleshooting guide for technical issues

What to Include in Support Requests

1. Environment Information:

   • Jira Cloud instance URL
   • App version number
   • Browser and version

2. Issue Details:

   • Detailed description of the problem
   • Steps to reproduce the issue
   • Expected vs. actual behavior

3. Error Information:

   • Error messages (full text)
   • Browser console errors (if applicable)
   • Screenshots of the issue

4. Context:

   • When did the issue start?
   • Recent changes to Jira configuration
   • Number of users affected

Response Times

• Community: Community-driven response times
• Direct Support: 24-48 hours for initial response
• Critical Issues: Prioritized handling for app-breaking issues

Additional Resources

• Atlassian Forge Documentation: developer.atlassian.com/platform/forge
• Jira Cloud Documentation: support.atlassian.com/jira-cloud
• Best Practices: Follow Atlassian's recommended practices for custom fields and app usage

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Version History

Current Version: 8.0.0

• Initial marketplace release
• Multi-assignee field management
• Intelligent auto-assignment sync
• Team capacity dashboard
• Automated hierarchy detection
• Admin panel with bulk operations
• Real-time bidirectional synchronization
• Enterprise security and compliance features

Upcoming Features

• Enhanced reporting and analytics
• Mobile app support
• Integration with Confluence
• Advanced workflow automation
• Custom capacity calculation rules

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Last updated: December 2024 For the most current information, visit the Atlassian Marketplace listing.