Share and manage calculated fields and nested fields
This page explains how to use the Reports and Timesheets for Jira and Timesheets for Jira app to share and manage the calculated fields and create and manage nested field dependencies.
The My Calculated Fields page displays two sections to manage the calculated fields:
Calculated Fields owned by you.
Calculated Fields shared with you by other users at your organization.
Calculated Fields owned by you
Navigate to My Area > My Calculated Fields to view your calculated fields.
The Calculated Fields owned by you section displays the list of the calculated fields you own. To create a calculated field, refer to Calculated Fields.
Share a calculated field
To share a calculated field, click Share (
) in the Shares column.
The Share calculated field dialog opens.
Search for the Jira username or the team to whom you want to share the field.
When you share a calculated field with a team, it is shared with all members of that team. The teams are specific to the app. For more information, refer to My Teams.
Edit access: If you select Allow these users to edit the calculated field, then the users with whom you share the fields will also be able to edit the field. Any changes made will be available to all users who have access to the field, including the owner.
If edit access is not provided, then the users with whom you share the fields can only view the calculated field and create a copy of it.
The Share calculated field dialog lets you share a calculated field with the same permissions for all users. You can either allow or restrict edit access, but you cannot customize individual user permissions while sharing.
Unshare a shared calculated field
To unshare a shared field, in the Shares column of the calculated field, click Share.
The Share calculated field dialog opens. Click (
)for the user with whom you want to unshare, and then click Save Changes.
Calculated Fields shared with you by other users at your organization
To view the calculated fields shared with you, navigate to the section My Area > My Calculated Fields > Calculated Fields shared with you by other users at your organization.
Edit the fields shared with you
To edit the calculated fields shared with you, click Edit (
If you have edit permission, you can make changes and click Save.
The changes saved will be reflected for all users who have access to the field, including the owner.
To create a copy of the calculated field, click Save a copy.
Create a copy of the field shared with you
If you do not have edit permissions, the Expression builder does not show the Save option; however, you can create a copy of the field shared with you.
To create a new copy, click Save a copy. This lets you create a copy of the current calculated field with all entered details, such as the Name, Category, Description, and Expression.
The Expression builder loads the page with a copy of the current calculated field, which retains all the details, such as the Name, Category, Description, and Expression.
Enter a new name for the copied field, make the required changes, and click Save. To view the list, click Back to calculated fields list.
The copied field is displayed in the Calculated Fields owned by you section. Now this field is owned by you, and you can perform the required changes.
Remove the share of the calculated field shared with you
If you want to remove the share of a calculated field, click Delete (
).
The Delete calculated field dialog opens and displays the confirmation message for removing the shared field. To confirm, click Delete.
This action removes the shared field for the logged-in user. The original calculated field and access of other users with whom the calculated field is shared remain unchanged.
The Owner’s share column under the My Calculated Fields page will be updated to reflect this change.
Nested calculated fields
The app enables you to create nested calculated fields, which allow you to use one calculated field within another.
When you create a new calculated field and use another calculated field within it, this creates a dependency between the two fields.
For example, if you create a calculated field named field1 and use another calculated field named field2 inside it, then field1 is the dependent/parent field, and field2 is the child field.
You can only include your own calculated fields as child fields.
You cannot include the fields shared with you, which are owned by other users, as child fields.
How does sharing work in nested fields?
In the first instance, when the owner shares a parent calculated field:
All the child fields —and any child fields used within those— are automatically shared. If not, the parent field becomes invalid.
Further, when the owner edits the shared parent calculated field and clicks Save:
The changes made reflect across all the users and teams the field is shared with. If not, the parent field becomes invalid.
While editing, if the owner adds a new child field, it gets automatically shared with the same shared users if it is not already shared.
Unshare the parent field
When the owner unshares a parent calculated field that is shared with other users, the child fields are not unshared, and the other users continue to have shared access to them.
Dont’s in nested fields
You cannot copy a calculated field that is shared with you, which includes another shared calculated field as a dependency. The app will display an error message.
When you edit a calculated field that is shared with you, the Fields list on the left panel does not display the Calculated fields category.
How are calculated fields managed in reports?
The calculated field section displays both the owned and the fields shared with you. It also includes copies of fields shared if you have created any.
To build reports, you can use both the owned and the calculated fields shared with you.
Behavior of deleted or invalid calculated fields in Reports
If the owner deletes a shared calculated field used in your report, the field will be automatically removed from both the owner’s and your reports.
If a calculated field becomes invalid, it will be automatically removed from the report when you save it.
However, invalid fields remain in the report, but it is not visible. Behind the scenes, it will be there until the report is saved, and when it gets valid again, it shows up in the report.
Behavior of calculated fields when you copy a report shared with you
If you copy a report shared with you, then it creates a copy of the calculated fields as well, and you can view these fields in the section Calculated Fields owned by you. The copy of the report created uses the copied calculated fields, and you own the fields and the report.
However, a copy is not created for the calculated fields already shared with you, and the report uses the same fields.
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