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 Migrating custom issue fields from project to account level Export knowledge base Export     SubscribeSubscribe      Show article info

Why migrate custom issue fields?

 

Before version 4.0, users could define up to 5 custom fields on a project. These custom fields have limitations - they cannot not be exported, or searched on, to name two major ones. If you wanted to use the same fields in multiple projects, you had to repeat your customization many times.

Version 4.0 supports custom issue fields on an account (company) level. Custom fields made in account settings can be exported, searched on, and easily used in several projects.

We recommend that users migrate from the older project custom fields to the account custom fields, and this article will show you how to do it.

If you are not an administrator, you probably have no need to read further..

The general idea: First create the custom fields on the account level. Then search/filter for issues with same values of the project custom field, and do a batch update where you set the account custom field with that value. Repeat for all custom fields and possible values. When all is copied over, you can delete the old project custom fields (or at least set them as not shown.)

 

Let us take an example: You have earlier defined two custom fields on the project, 'Testable', which is a selecet list with yes/no/maybe, and 'Departement', which is a text field (presumably which departement it concerns).

 

  • First, we re-create these as custom fields on the account level:
    • Settings tab - Issue configuration - custom fields.
    • Click on the 'Add new custom field', and enter values in the dialog.
    • For 'Testable', we set the type as select list and enter yes, no and maybe on each row.
    • For 'Departement', we set type as text list.
    • Now, the fields are visible in the list of available custom fields in the account.
  • Next, we adds the new custom fields to the right project:
    • Settings tab - Issue configuration - issue fields.
    • Here, you will see a list of issue field configurations. Look at which issue field configuration the target project uses, and edit that one.
    • Or, perhaps the configuration is used in many projects that you don't want to add the custom fields to - then it is better to copy the configuration, and add the custom fields to that configuration instead, and set it to be used in just the target project(s).
    • When editing an issue field configuration you will see a large list of issue fields. Fields not used, are in the bottom section. Make sure to check the 'Use' box, and one Display box (Issues tab..). Click Update.
  • If you created a new issue field configuration for the new custom fields, you have to go to the Project Settings, and select that to be used in the project instead of the old one. This makes the new custom fields available in the project.
  • Now, you should have two sets of issue fields with the same names on the project - which you should see in the Issues page.
    • One set are the older project custom fields, the other is the new account level custom fields, which dont have any values as of yet.
  • Now to the tedious part.. copying over values from the old custom fields to the new ones. Go to the Issues page.
    • First, you have to find the issues with custom fields. Make sure that the basic filter (in the tabs) is set to 'All issues'. Select the Filter mode, the funnel icon at the top right. Be certain you can see both sets of custom fields, old and new.
    • Now, you can filter out issues with particular values of the custom fields.
    • When seeing all issues with one value, select Batch update (little grey machine icon at top right).
    • Select those issues, and choose for the new custom field to be set with that value.
    • When that is done, unfilter on that field, find other values, and perform a batch update on them too. Rinse and repeat.
    • For text fields you have to cut and paste the old value into the textfield in Batch update. (Yes, this gets old quickly..)
    • Back to our example: We Filter on the column 'Testable', selects 'yes' - and then have, say 12 issues. Batch update: we select Testable (account level - these custom fields are at the bottom of the list, below standard fields. the project customs are at the top..), and selects 'yes' in the drop down list, clicks Update. Now those issues are updated. We unfilter (Sets Testable to ...) and then filters on 'no'. Batch updates those issues with the value 'no' for 'Testable'. When  we turns to the 'Department' - similar but we have to copy and paste the value of the old field instead of selecting from a list, and most probably, we have many more possible values - so Filter/Copy/Paste for each one. 
  • After a while, you should have two sets of custom fields with identical values.
  • At this point, you can remove the project custom fields, and the new account level fields will do the same, just with more functionality (search, export, easy addition to new projects)

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