Filter Share

How to Start

You can externally share your Shared Filter with organizations outside your own. When creating an External Share, ensure that you have selected Filter as the share type.

After creation, the Share Preview appears on the right with several tabs.

• Preview: See how the external share contents will appear.

• Activity: View the heistory. For full documentation: Activities

• Mentions: Tag external users in comments of work items using @name, linking to the comment, with work item selection limited to items exposed by the Filter Share How to Mention External Users

• Filter Settings: Configure columns for your custom filter.

Filter Settings

Filter settings let you control how fields appear and behave in a shared filter.
You can decide which fields are visible and how external users can interact with them.

For each field, you can configure the following options:

• Searchable: Allows external users to search work items using this field.

• Sortable: Allows external users to sort work items by this field.

These options help you tailor the shared filter to show only relevant information and keep the experience clear and secure for external users.

Customizing Field Display Modes

When configuring columns on a Filter share, you can now choose how field values are displayed to external viewers to keep your dashboard clean and organized:

• Full Value: Displays the entire content of the field as normal.

• Has-content icon: Replaces the text with a compact icon indicating the field is not empty. Viewers can hover over the icon to see the full value via a tooltip, significantly saving screen space.

• Truncate: Limits the display size by cutting off the text after a specific number of characters, preventing long strings from stretching your layout.

Search behavior

Search functionality is configured directly at the field level.

• The search box becomes available when at least one field is marked as Searchable.

• For searchable fields, you can limit which values are available to external users.
  Only the selected values will appear in the search options, helping keep the filter focused and relevant.

This is useful when you want to:

• Reduce the number of options external users can choose from

• Prevent access to sensitive or irrelevant values

• Keep search results focused and easy to use

Examples include limiting:

• Status values to selected workflow states

• User or label selections to an approved subset

Validation messages

If a field cannot be configured as selected, a validation message appears directly below that field.

This helps you quickly understand:

• Why a specific option is unavailable

• What needs to be adjusted before saving the configuration

Customizable Options

On the right side of the window, you'll find various configuration options, which include:

General, Issue Fields and Permissions, Extensions, Security, Custom content, Quick Filters, Filter Configuration

Custom content

You can customize the header and footer text.

Quick Filters

You can add your custom quick filters to a shared filter.

You can add your custom quick filters to a shared filter.

Once these quick filters are added to the shared filter, external users will see them as clickable options.

From left image, two Quick Filters are defined:

1. Open

• JQL: status != Done

  • In practice, clicking this filter will hide all completed issues and display only issues that are still in progress, new, or need attention.

2. Recently Updated

• JQL: updated >= -1d

  • This filter shows all issues that were updated within the last day.

By selecting a custom quick filters, external users can focus on the work items that meet those conditions.