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Attachwell documentation (knowledge base source)

Getting started

After install, every work item gets a Files panel (open it from the panel icon under the summary), there is a page at Apps > Attachwell, and Jira admins get Jira settings > Apps > Attachwell. Nothing needs setting up: four starter categories (Screenshots, Documents, Logs and data, Designs) and their rules file your existing files straight away.

Categories and rules

Categories are site-wide, so every project shows the same list. A Jira admin edits them in the settings, and can type project keys next to a category to offer it only in those projects.

Rules file files automatically. Each rule names a category and any of: extensions (pdf, docx), a name pattern (*contract*, using * and ?), and the start of a file type (image/). The first matching rule wins. Anyone who can edit a work item can pick a category by hand in the Files panel; that choice beats the rules and is saved on the work item. "No category" is a valid choice too.

Renaming a file

Select Rename next to a file. Jira has no rename, so Attachwell uploads a copy under the new name as you and then removes the original. In Jira the file gets a new upload date; the Files panel shows "Renamed from ..." and the audit log keeps the original uploader and date. Leave the extension off to keep the current one.

Rename isn't offered when:

  • the file is shown inline in the description or a comment (the inline image would keep pointing at the old file),
  • the file is bigger than the limit your admin set (25 MB by default, up to 50 MB),
  • you lack Create attachments plus Delete own attachments (your files) or Delete all attachments (anyone's files) in the project.

Finding files across projects

Apps > Attachwell > Find files. Type any JQL (or leave it blank for everything you can see), pick filters and press Find files. Attachwell checks the JQL with Jira's strict parser first, so a typo shows Jira's message instead of an empty list. Each search reads 300 work items; use Search more work items to continue.

Filters: name contains, type (images, videos, audio, documents, archives, other), size, age, uploader, category, and Show: all files, duplicate uploads, or email signature images.

Duplicates and email signature images

A duplicate is a file with the same name and size as an earlier file on the same work item; the earliest copy is never flagged. An email image is an Outlook-style inline image name (image001.png, Outlook-abc123.png) at or under the size your admin set (50 KB by default). The Files panel has one-click buttons to select them.

Deleting safely

  1. Select files in the Files panel or in Find files, then Delete.
  2. Attachwell builds a preview from what is in Jira now. Files are left alone, with the reason, when you lack permission, when they are shown inline (unless you untick that option), or when they are no longer there.
  3. Type the phrase shown (for example DELETE 14 FILES). The preview is valid for 15 minutes.
  4. Files are deleted ten at a time, as you. Each one is checked again just before; if its name or size changed, it is skipped.
  5. Every file is recorded under Activity (yours) and in the admin audit log (everyone's).

Jira deletes attachments permanently. Attachwell can't bring a file back.

The storage report

Apps > Attachwell > Storage report, for Jira admins and the group your admin chooses. Press Build the report (optionally limited by JQL). It reads work items in the background and fills in as it goes: totals by project, type, uploader, age and category, the 50 largest files, and the space used by duplicates and email images. Atlassian's own storage meter is calculated separately and can take days to drop after deletes, so the numbers can differ.

Audit log and retention

Every delete, rename, category change, settings change and report run is recorded with who, when, which file and work item, and the result. Admins choose how long entries are kept (default 365 days).

Data and privacy

Attachwell runs entirely on Atlassian (Forge). Files, categories and the audit log never leave your Atlassian site. Full policy: https://greatwork.company/apps/attachwell/privacy