What data is collected?

The scan ingests project exports (XML/JSON), workflow definitions, permission schemes, custom fields, and integration metadata. It does not modify production data when using read-only API tokens; exports are used only for analysis and reporting.

Can signed reports be used in audits?

Yes. Electronically signed reports that meet the ESIGN Act criteria (intent, consent, attribution, retention) are admissible; maintain retention and an audit trail to support audit evidence and chain-of-custody.

Are eSignatures valid for approvals?

Electronic signatures are legally valid in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exceptions (wills, certain court filings) may apply; check specific statutory exclusions before relying on e-sign for those documents.

How do you handle PHI in reports?

Exclude or redact protected health information unless a HIPAA-compliant workflow and Business Associate Agreement are in place. HIPAA retention and handling rules apply (45 CFR §164.530(j)).

What if the scan fails to authenticate?

Verify API token scope and validity, confirm the instance URL, and ensure IP allowlists permit connections. If problems persist, provide exports manually for offline analysis.

How long are scans and reports retained?

Retention follows your policy; recommended retention is at least engagement term plus 3 years. For tax or healthcare contexts, follow IRS or HIPAA retention rules as applicable.

Electronic Signature
Templates
Project Management
Project Management JIRA Scan

Project Management JIRA Scan

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROJECT MANAGEMENT JIRA SCAN

Project Identification

Project Title Project ID Client Name Service Provider Name Project Manager (Provider) Primary Contact / Address (Client)

JIRA Environment

Indicate the JIRA environment(s) to be scanned. Select all that apply.

Cloud Server Data Center

Scope of Work

The Service Provider will perform a technical and process review of the Client's JIRA instance(s) to identify configuration risks, workflow inefficiencies, permission and scheme inconsistencies, and recommended remediation actions. Work includes data sampling, permission matrix analysis, workflow inspection, add-on inventory, and export of supporting evidence.

Detailed Scope Description Out-of-Scope Items

Deliverables & Acceptance

Service Provider will deliver the following items as part of the JIRA Scan. Delivery includes written findings, prioritized remediation actions and an executive summary.

List of Deliverables Acceptance Criteria

Client shall provide written acceptance or rejection within calendar days of receipt. Rejection must cite material non-conformities; Service Provider shall remedy conforming items at no additional cost within a reasonable period.

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1 — Name

Milestone 1 Date:

Milestone 1 Description Milestone 2 — Name

Milestone 2 Date:

Milestone 2 Description Milestone 3 — Name

Milestone 3 Date:

Milestone 3 Description

Budget & Payment

The fees and payment schedule for the JIRA Scan are set forth below. All amounts are in the agreed currency.

Total Fixed Fee Payment Schedule Hourly Rate for Approved Change Orders Change Order Process

Confidentiality

Each party acknowledges that data, findings and reports produced in connection with the JIRA Scan constitute Confidential Information of the disclosing party. The receiving party shall not disclose such Confidential Information except to its employees and contractors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. Confidentiality obligations shall survive termination for a period of years.

Limitations of Liability & Warranties

Service Provider warrants that services will be performed with reasonable skill and care. Except as expressly provided herein, Service Provider disclaims all other warranties, express or implied. The aggregate liability of Service Provider for any claim arising out of or related to this engagement shall not exceed the total fees paid by Client for the JIRA Scan. Neither party shall be liable for incidental, consequential, punitive or special damages.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of without regard to conflict of law principles.

Client Responsibilities

Client shall provide timely access to JIRA administrative accounts, relevant documentation, and a contact to facilitate the scan. Failure to provide access may result in timeline and fee adjustments as described in the Change Order Process.

Acceptance & Certification

By signing below, the individuals executing this document represent and warrant that they are authorized to bind their respective parties to the terms set forth in this Project Management JIRA Scan agreement and accept the described scope, deliverables, timeline, payment terms and legal provisions.

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What the Project Management JIRA Scan Is

A Project Management JIRA Scan is a structured assessment of a JIRA instance or selected projects that identifies configuration issues, workflow inefficiencies, permission risks, and data quality problems. The scan combines automated analysis of exports (XML/JSON) with manual review of workflows, permission schemes, custom fields, and integrations to produce an actionable findings report. Outputs typically include a prioritized remediation list, configuration change recommendations, and evidence artifacts suitable for internal audit or client review. The scan supports ongoing governance, security reviews, and release readiness checks across engineering, product, and IT operations teams.

Why a JIRA Scan Matters for Project Management

A scan reveals hidden configuration drift, permission gaps, and process blockers that slow delivery and increase risk.

Who Typically Requests or Completes a JIRA Scan

Teams that benefit most are those accountable for releases, compliance, and operational stability; the scan is practical for projects of any size.

Project Managers ensuring workflow alignment and predictable delivery timelines.
DevOps / SRE teams validating automation, integrations, and project-level permissions.
Security and Compliance Officers checking access, auditability, and data exposure controls.

Use the scan periodically (quarterly or before major releases) or after large configuration changes to validate settings and access control.

How to Run a Project Management JIRA Scan — Step by Step

Follow these four steps to gather data, run automated checks, review findings, and finalize the remediation plan for a JIRA Scan.

01

Export Data: Generate XML/JSON project exports or provide admin API access for the target scope.
02

Configure Scan: Select checks (workflows, permissions, custom fields, integrations) and set assessment dates.
03

Run Analysis: Execute automated scans, then perform manual review for workflow logic and scheme alignment.
04

Review & Approve: Deliver findings report, discuss with stakeholders, and agree remediation priorities and owners.

Typical Scan Workflow Settings and Configuration

Map scan inputs to configuration values so the assessment tool applies the correct checks and thresholds.

Field	Configuration
Export Type	Full project export \| XML or JSON recommended
Authentication	API token \| Admin-level, read-only credentials
Checks Enabled	Workflows, permissions, custom fields, integrations
Reporting Format	PDF & CSV \| Include prioritized remediation list

Where to Send Scan Outputs and How They Are Used

After analysis, route outputs to stakeholders for remediation, archival, and compliance review.

Internal Repository: Archive signed reports and raw exports in centralized document storage for audits.
Security Team: Submit findings for access control and data exposure remediation.
Project Stakeholders: Share prioritized issues and timelines for fixes and workflow updates.
Client Delivery: When applicable, deliver executive summary and signed compliance attachments to clients.

Digital Submission, File Formats, and Integration Considerations

Use supported file types and integration endpoints to ensure the scan tool ingests data correctly.

File Formats: PDF, DOCX, XML/JSON, CSV
Integrations: Salesforce, Microsoft 365, Google Workspace
Authentication: API tokens, SSO via SAML

Required Technical Information for a Complete Scan

Project Keys: One or more keys

Admin Token: Read-only API token

Workflow Schemes: Included

Permission Schemes: Included

Custom Fields: Complete list

Integration List: Connected apps

eSignature Provider Comparison for Signing Scan Reports

Compare common plan-level attributes when choosing an eSignature provider to finalize and archive scan reports. Pricing and feature availability vary by vendor.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Mistakes When Preparing a JIRA Scan

Missing or incorrect project keys that cause incomplete scans and false security assumptions.
Using interactive admin credentials without read-only tokens, which can alter live settings during export.
Failing to include custom fields and schemes, producing reports that omit key workflow logic.
Skipping stakeholder review, resulting in remediation tasks lacking clear owners or timelines.

Risks and Consequences of Incomplete or Incorrect Scans

Operational Disruption: Missed workflow errors can cause delivery delays

Data Exposure: Over-permissive roles increase breach risk

Regulatory Noncompliance: Healthcare or financial gaps may trigger fines

Contractual Breach: Undetected process flaws can violate SLAs

Audit Findings: Poor evidence retention harms audit outcomes

Reputational Harm: Public incidents affect client trust

Timing Considerations and Typical Deadlines for a JIRA Scan

Plan scanning windows to align with releases, audits, and contract milestones to maximize relevance and remediation time.

Pre-Release Scan:

Run 1–2 weeks before major releases

Quarterly Governance:

Schedule recurring scans every 90 days

Remediation Window:

Allow 14–30 days for prioritized fixes

Ad-Hoc After Changes:

Scan after major config or integration updates

Retention Review:

Archive reports per retention policy promptly

Key Milestones in a Typical JIRA Scan Engagement

A concise milestone sequence clarifies responsibilities and expected deliverables across the scan lifecycle.

01

Initiation

Kickoff, scope agreement, and credentials exchange with stakeholders

02

Automated Analysis

Run scripted checks against exported data and integrations

03

Manual Review

Validate workflow logic, permissions, and custom field usage

04

Report Delivery

Present prioritized findings and remediation plan for approval

Realistic Use Cases for a JIRA Scan

Case examples show how scans are applied to reduce risk and improve delivery in different organizational contexts.

Mid-size SaaS Team

The product team ran a quarterly scan to identify stale workflows and permission bloat

Findings flagged two dozen unused custom fields and three overly broad roles
After cleanup, cycle time improved and fewer transition errors occurred, enabling a smoother release cadence and clearer ownership for workflow maintenance.

Enterprise IT Organization

The IT security office requested a full-instance scan ahead of a compliance audit

The scan validated segregation of duties and produced signed evidence for auditors
Remediation actions closed high-risk admin accounts and standardized approval steps, simplifying future compliance attestations and reducing audit friction.

Best Practices to Ensure Accurate and Efficient Scans

Adopting these practices reduces false positives, speeds remediation, and strengthens governance across projects.

Limit Scan Scope Intentionally

Define precise project keys and exports to focus checks on critical areas; overly broad scans increase noise and review time, while targeted scopes produce actionable results and faster turnaround.

Use Read-Only Credentials

Provide API tokens with least privilege to prevent configuration changes during export; this preserves system integrity and ensures the scan is non-invasive and reproducible.

Schedule Regular Scans

Run scans on a quarterly cadence and after major configuration changes; regular checks catch drift early and reduce the cumulative remediation burden on teams.

Document Remediation Ownership

Assign clear owners and deadlines for each finding and track progress in JIRA; this formalizes accountability and converts the scan report into measurable improvements.

Frequently Asked Questions About the JIRA Scan

Answers to common questions on scope, data handling, legal validity of signed reports, and technical failures.

Need help? Contact support

What data is collected?
The scan ingests project exports (XML/JSON), workflow definitions, permission schemes, custom fields, and integration metadata. It does not modify production data when using read-only API tokens; exports are used only for analysis and reporting.
Can signed reports be used in audits?
Yes. Electronically signed reports that meet the ESIGN Act criteria (intent, consent, attribution, retention) are admissible; maintain retention and an audit trail to support audit evidence and chain-of-custody.
Are eSignatures valid for approvals?
Electronic signatures are legally valid in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exceptions (wills, certain court filings) may apply; check specific statutory exclusions before relying on e-sign for those documents.
How do you handle PHI in reports?
Exclude or redact protected health information unless a HIPAA-compliant workflow and Business Associate Agreement are in place. HIPAA retention and handling rules apply (45 CFR §164.530(j)).
What if the scan fails to authenticate?
Verify API token scope and validity, confirm the instance URL, and ensure IP allowlists permit connections. If problems persist, provide exports manually for offline analysis.
How long are scans and reports retained?
Retention follows your policy; recommended retention is at least engagement term plus 3 years. For tax or healthcare contexts, follow IRS or HIPAA retention rules as applicable.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now