Close a sprint with components from different boards

[Svenja Diester]

Hello all,

We are looking for a way to make it possible to complete a sprint on one board when there are tickets with components from different boards integrated there.

For example, we have issues in Board 1 (used by one part of the team) with Component 1, but displaying these issues is also necessary in Board 2 with Component 2 (used by another part of the team) because people working on Board 1 distribute the issues to people on Board 2. However, it is still necessary for the issues to be visible in Board 1 (for an overview) and therefore component 1 is also needed.

Now, when we try to close the sprint on Board 2, it's not possible as long as the components from Board 1 are still in the tickets. Is there a way to change this?

[Trudy Claspill]

Hello @Svenja Diester 

When you say you have "components" from Board 1 in Board 2, do you mean you have issues from Board 1 in Board 2? "Components" is actually a field within Issues, so I'm a little confused about your terminology. I'm not clear what you mean by "tickets with components from different boards".

When you try to complete the sprint are you getting an error message? If so, what is the message?

Can you provide a screen images to illustrate the problem. Here are some suggestions:

• An image that shows a sprint in Board 2 that has this problem, pointing out what in that sprint is blocking the closure (the "components from board 1")
• An image of the "component" that is causing the problem.

[Svenja Diester]

Hi @Trudy Claspill 
thanks for your answer!

Yes, perhaps it's better to describe it by saying I have issues from Board 1 in Board 2. I create issues in Board 1. To connect them to colleagues from another team, I add the appropriate component (in addition to the component I use to filter the issues on my board). They then add the issue to a sprint when they have the capacity for it.
So in the end, these issues have two components, allowing them to appear in two boards. The issue was initially created in Board 1 and is now also displayed in a sprint on Board 2.

However, when I attempt to complete the sprint from Board 2, the 'Complete Sprint' option is not available; it has a grey background (as seen in the pink box in the screenshot). It only becomes available again when I remove the components from Board 1 from all the issues. This, in turn, leads to the problem of not being able to see the issues in Board 1 anymore.

Furthermore, this problem also arises when an issue is part of two sprints in different boards. For example, one of our hardware developers has an issue in a sprint but requires input from one of our software developers (different team and different board). In addition to adding the hardware component, they also add the software component to link the issue to the software board. In this case, it's not possible to complete the sprint from the software board. I have to review each issue and remove the 'non-fitting' components before I can complete the sprint. Again, this leads to the problem of not being able to see the issue in the hardware board anymore.

I hope this helps. Unfortunately, I don't have any sprints to close at the moment, so I can't provide more screenshots.
This doesn't occur with just one component but with all components when they overlap across boards

[Trudy Claspill]

Hello @Svenja Diester 

We need to clarify another bit of terminology.

Issues are not created "in" boards. Issues are contained in projects. Boards display issues based on filters that select the issues. The filters can be constructed to select issues from multiple projects.

Are these issues all in the same project or in different projects? Do they have the same prefix in their issue keys (i.e. the "ABC" in ABC-123) or different prefixes? Different prefixes means different projects.

If the issues are in different projects then a user must have the right permissions to manage sprints in all the referenced projects to be able to close the sprints

Also you stated:

Furthermore, this problem also arises when an issue is part of two sprints in different boards. 

An issue cannot be part of 2 sprints at one time. An issue can be in only one Active or Future sprint at a time. Can you provide screen images that show an issue being part of two different Active sprints at one time?

Can you show us the filters used for Board 1 and Board 2?

[Svenja Diester]

The Issues are all created all in the same Project. Here are the filter we're using for the boards. I redacted our components but I think you can still see if there is something wrong. 

Filter Board 1: 

Filter Board 2:

Could the problem perhaps be that the components from the other board are not included in the filter? But if I were to add them, then the issues from the other board would also be displayed on the board, and that's not what we want.

I will double check with my colleague to verify the problem with the two sprint. 

[Trudy Claspill]

Given that the issues are all in one project, then your ability to manage sprints should be the same in both boards.

When you hover over the Complete Sprint button and it is disabled is there any hover help that displays to explain why it is disabled?

Have you confirmed that you have only one sprint selected when you go to use the Complete Sprint button.

The filter dictates what issues will be shown in the board. If you want the issues displayed in both boards, as you indicated in your original post, then the issues have to match the criteria of both filters. 

A sprint will show in any Scrum board where the board's filter matches an issue in the sprint. But only the issues in the sprint that match the boards filter will be displayed.

So if you have issue PB23-111 with two Component values assigned, and the Component values assigned means that it matches the filter for both boards, and you assign that issue to a sprint in either board, then that sprint will show in both boards. You will be able to manage the sprint in either board. So, while you see the issue in a sprint in two different boards, it is actually one sprint showing up in two board rather than two separate sprints.

I think we are going to need concrete examples of this problem when it is actually occurring to finish debugging it.

[Svenja Diester]

@Trudy Claspill 

I was not able to recreate the problem within the last sprints. If this happens again I'll make sure to take screenshoots.

Thanks for your help.