Move a task from project "A" to other project by using labels

[Persis Romero]

Hi Community! 

I am working on a project involving multiple teams, and we need a solution to enhance visibility and collaboration across teams. The goal is to have a mechanism where, when someone adds a specific label (e.g., "X") to a task, that task automatically becomes visible in another project associated with that label.

Alternative solutions or recommendations that address this need for cross-project task visibility are also welcome.

[Trudy Claspill]

Hello @Persis Romero 

Welcome to the Atlassian community.

Let us first agree on terminology. A "Project" in Jira means something specific. A Jira Project is the container for Jira issues. An issue exists in one and only one Project in Jira. The Project in which it exists is indicated by the Project Key that appears in the issue ID before the dash; i.e. ABC-123.

So, you can't have a single issue visible in multiple Jira Projects simultaneously.

Are your teams already working in Jira? How is their work currently distributed among Jira Projects? What type of projects are in use? (Get that information from the Type column on the View All Projects page under the Projects menu.)

Can you clarify how you need the issue to be "visible"?

Do you want it shown on multiple agile (i.e. scrum/kanban) boards simultaneously?

Are you trying to have a shared timeline that shows issues from multiple Jira Projects?

What type of Jira subscription do you have? Do you see a Plans option in the menu bar? That would indicate a Premium or Enterprise subscription.

What is your level of access in the Jira instance? Are you just an end user? Are you a Project Administrator? Are you a Jira Product/Application Administrator? Are you an Organization Administrator for your Atlassian Cloud Organization?

[Persis Romero]

Hi @Trudy Claspill 

Our tech team collaborates with marketing teams who use Jira but find the interface challenging. Marketing teams need to assign issues to us without moving them between projects.

To simplify this process, we implemented a label-based assignment system. Marketing teams now tag issues with our team's label instead of transferring them across projects.

This solution maintains project organization while creating an intuitive workflow for marketing team members.

[Evgenii]

Hi, @Persis Romero 

Welcome to Atlassian community.

It’s an interesting requirement! Since visibility in Jira isn’t typically controlled by labels and issues are bound to their original projects, shifting issues between projects could lead to tracking and reporting complications—not to mention it’s not recommended practice.

However, if you’re referring to creating visibility across boards (rather than actually moving tasks between projects), there’s a more efficient solution:

Solution: Using Boards with Filters for Cross-Project Visibility
You can set up a shared board that pulls in issues across multiple projects based on a filter. For example:

project = XYZ AND labels in (X)

This way, any task with the label “X” in the relevant project(s) will show on the board, giving all teams visibility over labeled issues without needing to move them.

Alternative Solutions:

Shared Filters with Dashboard Gadgets:

Create a filter that selects tasks with the label "X" from all relevant projects.
Use this filter on a dashboard gadget like Filter Results or Issue Statistics to display these tasks in a shared, visible place.

Automation Notifications:

Use Jira Automation to notify teams or channels when a label like “X” is added to a task. This doesn’t move tasks but keeps teams in the loop.
These methods let you maintain project integrity while allowing teams to track and collaborate on labeled tasks, without the downsides of moving issues between projects.

[Persis Romero]

Thank @Evgenii you for your answer, looks viable for me! I´ll use the solution provided. Many thanks!

[Varsha Joshi]

Hi @Persis Romero 

The board filter of your other projects can be updated to look for this new label and display the results. I have been using this to display items from other projects on a single board.

Hope this helps.

[Trudy Claspill]

Note that the filter for a Team Managed project Scrum or Kanban board cannot be modified, not can the filters for Business/Work Management project boards or Jira Service Management project boards.

[Varsha Joshi]

Good point. Works on company managed projects.

[Persis Romero]

Great! Thanks so much for your answer! @Varsha Joshi