At a Glance
Company: regio iT GmbH – the largest municipal IT service provider in North Rhine-Westphalia, Germany.
Industry: Public sector IT services and consulting.
Challenge: Excessive customization of Jira projects, inconsistent workflows, manual data entry from SAP, and security concerns with external collaborators.
Solution: Templating.app for project and board standardization; Awesome Custom Fields for API-based data integration and role-based field visibility.
Results: Standardized projects, automated data synchronization, secure field management, reduced admin overhead, and high user satisfaction.
About regio IT
regio iT GmbH is the largest municipal IT service provider in the German state of North Rhine-Westphalia. With around 630 employees, regioIT currently supports over 44,000 clients such as municipalities, schools, energy suppliers, waste disposal companies, and non-profit organizations.
The Challenges: Where Native Jira Fell Short
Too Much Individual Freedom, Not Enough Structure
Regio iT found themselves battling a common problem: excessive customization. “In our old Data Center instance, many people had extensive rights and would create projects exactly how they liked,” explained Alexander Cools, Chief Digital & Information Officer at regio iT.
The result: wildly varying screen configurations, inconsistent workflows, and a proliferation of one-off projects that were nearly impossible to govern.
For Jira administrator Lars Kohnen, it was an operational headache: “I no longer wanted to constantly worry about how boards should look, or copy them and adjust filters. All that manual work was not only time-consuming but prone to mistakes.” On top of the project-level chaos, employees wasted time recreating similar tasks over and over.
Manual Data Entry and Security Concerns
Separately, regio IT needed to bring data from their SAP system into Jira – specifically organizational units and customer information. These fields were maintained manually, which meant they were only as accurate as the latest update. Thus, the data quickly drifted from reality.
Security compounded the issue. External suppliers and contractors working in Jira could potentially see sensitive customer data. Native Jira offered no way to hide entire fields based on user roles. The team also needed dynamic field logic – selecting a customer should automatically display the associated customer manager – which native Jira simply could not deliver.
The Solution: Templating.app and Awesome Custom Fields
To address these two distinct sets of challenges as a part of the migration to Cloud, regioIT adopted two Atlassian Marketplace apps developed by Seibert Products: Templating.app for project and issue standardization, and Awesome Custom Fields for data integration and secure field management.
Templating.app: From Chaos to Clarity
Templating.app gave regio iT the ability to create reusable templates for projects, boards, and issues — the all-in-one solution they needed for Jira standardization. Key user permissions could be restricted, cutting down on unauthorized reconfigurations. Even untrained users could now spin up fully compliant projects in a few clicks, knowing each one adhered to company-wide best practices.
Apart from creating Project Templates, Alexander was also impressed by Issue Templates and their variable feature. They allowed users to create multiple issues within an issue hierarchy, and gather dynamic content in variables. On top of that, templates could prompt users with required questions before an issue was created. The answers were stored in variables, and only then was a complete, ready-to-work issue generated — eliminating half-finished tickets entirely.
Awesome Custom Fields: Smart Data, Tight Security
Awesome Custom Fields tackled the data and security challenges head-on. Using the app’s API-based synchronization, regio iT connected their SAP system to Jira Cloud and automated data population – replacing error-prone manual entry with always-current, automatically synced fields.
ACF’s cascading field logic meant that selecting a customer would automatically display the associated customer manager, improving both usability and accuracy. And with role-based field visibility, external users classified as such in the system could not even see sensitive fields – not just individual values, but entire fields were hidden from view.
regio iT also worked closely with the Seibert development team on customer lifecycle management: when a customer relationship ended, the entry could be deactivated for new issues while historical data remained intact in existing tickets.
The Result: Standardized Projects, Tight Security, and a Partnership Built on Trust
Awesome Custom Fields and Templating.App helped regio iT quickly adopt the new Cloud experience and therefore helped to make the migration smooth. Alexander, the Chief Digital & Information Officer, shared that users loved creating projects with a single click, and that the experience was clear, structured, and consistent. Lars, the Jira Administrator, added that project uniformity earned both apps many fans internally, and that Templating.app was also remarkably easy to handle from an admin perspective.
Both praised the collaboration with Seibert Group as friendly, professional, and consistently solution-oriented. Alexander’s recommendation was clear: Seibert team’s consistent solution-oriented mindset made even complex processes smooth.
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