Project Configurator exports configuration objects that are used directly or indirectly by the exported project(s). As any field configuration in Jira contains all system and custom fields and every project uses at least one field configuration, the previous rule means that all custom fields will be exported.
However, this is not always convenient. If the original instance has many custom fields, this could make the load into another instance unnecessarily complex and increase the risk of unexpected effects on other projects. So the app offers options for those Jira admins that wish to export only those custom fields that are used by the project configuration excluding the rest of custom fields from the export file.
The app considers a custom field as "used" by a project if:
The part related to field configurations and screens: "users of the project can see this custom field in a screen".
New filtering option
Since version 2.2.3 of Project Configurator, there is an intermediate filtering option: "Only those used in projects (no values considered)". This option will export only custom fields used by the exported projects but ignoring whether there are values set for those fields in issues of the exported projects. In terms of the criteria above, this is equivalent to ignoring the last condition, after the last "OR". This means that a custom field which is not used in any of the project schemes or workflows, and is not visible in any of the screens used by the project will not be exported, even if some issues in the exported projects have values for those custom fields.
This intermediate option is intended only for users with large databases and when the query that evaluates the condition about custom field values might have an excessive impact on times required for exporting. In all other cases, its use is not recommended.
Custom fields used in dashboard gadgets