5000 Issues did this ever go up to 10,000? If not and I archive some of my issues - see questions

[Sarah Isaacs]

Hi,

I have a few questions regarding the number of issues within a board.

1. I read a post stating that the number of issues within a board was set to increase to 10,000. Do you know if this happened now?

2. If I archive an epic will it archive the tasks and subtasks within that epic also? By archiving will it retain the dependencies structure of my epic? 

3. If I archive some of my epics will these be retained in my data when using Google Sheets  Jira cloud for sheets?

4. If the archived epics now does not exist within my data (google sheets  Jira cloud for sheets) is there a way to get this data? I want a full data set live epics and archive epics?

5. Will my board stop working if it exceeds 5000 issues?

Any help with these questions would really help please?

Thanks so much

Sarah

[Trudy Claspill]

Hello @Sarah Isaacs 

1. I read a post stating that the number of issues within a board was set to increase to 10,000. Do you know if this happened now?

No, it has not. The following change request remains unresolved:

https://jira.atlassian.com/browse/JSWCLOUD-27303

2. If I archive an epic will it archive the tasks and subtasks within that epic also? By archiving will it retain the dependencies structure of my epic? 

Archiving an epic will not archive its child issues. Subtasks will be archived if their parent issue is archived. What exactly do you mean by "will it retain the dependencies structure"?

3. If I archive some of my epics will these be retained in my data when using Google Sheets  Jira cloud for sheets?

I don't have an answer for this since I don't use Google Sheets.

4. If the archived epics now does not exist within my data (google sheets  Jira cloud for sheets) is there a way to get this data? I want a full data set live epics and archive epics?

I don't have an answer for this since I don't use Google Sheets.

5. Will my board stop working if it exceeds 5000 issues?

No, it won't stop working. But it will show a warning message and will display only the first 5000 issues that match the criteria for the board filter.

Information about the 5k issue limit in agile boards for Jira Software projects can be found here:

https://support.atlassian.com/jira-software-cloud/docs/issue-limits-in-company-managed-projects/

[Sarah Isaacs]

Brilliant thanks for the Answers so far. The question regarding the Archiving. Is if I archive the epic (in my case a book) will that then automatically archive the tasks and then in turn the sub tasks belonging to that epic? Or do I have to Archive the Epic and then each task and then the sub tasks. This will take me quite a long time so can you bulk archive? 

[Trudy Claspill]

Archiving an Epic does not archive its child issues. Those would have to be archived separately.

The bulk change feature does not support archiving multiple issues at once.

The following KB discusses a method for archiving multiple issues at one time, using Automation and the Rest API:

https://confluence.atlassian.com/jirakb/bulk-archive-issues-in-jira-cloud-1484590183.html

[Trudy Claspill]

You mentioned that you are using a Team Managed project. Is it a Software or Business project? Get that information from the View All Projects page under the Projects menu, looking at the Type column for your project in that list.

The previous 5k limit document I provided was for Company Managed projects. Here is the equivalent document for Team Managed projects.

https://support.atlassian.com/jira-software-cloud/docs/issue-limits-in-team-managed-projects/

Note again that if you archive issues then the archived issues will no longer be included in filter/JQL results. That could affect any reporting that relies on input from a filter/JQL statement. I'm not sure if it would affect Google Sheets because I don't know the inner workings of that integration.

You could move some issues to another project. However, with Team Managed projects the customizations in a project are local to just that project. While two Team Managed projects may appear to be identically configured, the internal workings of Jira will consider the configurations to be different. If you want to explore that methodology I recommend that you try setting up a few test projects, configuring them identically to your current project, add test issues comparable to your production issues, and experiment with moving the issues from one project to another. 

[Sunny Ape]

In addition to what @Trudy Claspill has correctly advised, let me add an additional perspective.

It is a very, VERY common misconception that issues are 'within' a board, when they are not. Boards are just viewports through which you can see a collection of issues based on a filter. The issues themselves are 'within' projects. That's why boards can simultaneously show a cross-section of issues across multiple projects based on multiple filter criteria.

People run into the 5,000 issue limit on boards because they are trying to see too much information all at once. If you start to reach the limit, just change the nature of the board's filter to make it show less....IE, restrict it to issues within a specific date range that is of actual significance.

There is nothing stopping you from creating multiple boards to display the remainder of the issues that of lesser immediate significance. For example:

1. Board 1 - Issues from projects A and B that are less than 2 years old
2. Board 2 - Issues from projects A and B that are between 2 and 4 years old
3. Board 3 - Issues from project A more than 4 years old
4. Board 4 - Issues from project B more than 4 years old

Atlassian put the 5,000 limit in place to negate the effect on the performance of the cloud platform when people started creating 'Monster Boards' that pulled every issue, from every project from all time into a single view, when it really isn't necessary.

Break your boards down into displaying manageable, meaningful chunks of issues, and you're already on your way to better business practices.

[Sarah Isaacs]

Hey David, Thanks this is brilliant. In my case I can of course create Multiple boards as you suggested, makes total sense. I just wondered if archiving would be the better option. Basically the aim is to create a complete data set. Here is my scenario: We are a books team. The project is RR. An epic is a single book. The tasks and subtasks are the steps to create a book. The tasks are for example writing, reviewing, proofreading, illustration, design, apps etc. The sub tasks are for example 1st draft written, 1st draft reviewed by editor, 1st draft reviewed by second editor, amendments etc.

Our board it quite complex it creates the next task when the previous task has been completed and copies all the information for that book from the epic each time. 

I want to create a full data set on all books that have been produced. Some will be 100% complete. I have attached a percentage to each task so that I can track and report where we are in production. I use google sheets and the Jira cloud extension to create the reports with a few app scripts as a filter to get the data I want for the many reports I have to produce. 

I therefore need a way to get all the data in one place in my google sheet. So this is my JQL query in Google sheets: PROJECT IN (RRBWB) AND ISSUETYPE IN ("Book Illustration", "Book Illustration Core Top Up Pack/HiLo", "Book Illustration HiLo", "Book Illustration KS3", "Book Illustration Level 1", "Design", "Design HiLo", "Design KS3", "Design Level 1", "Epic", "External Review", "Print Ready", "Subtask", "Upload", "Writing Core Top Up Pack", "Writing HiLo", "Writing KS3", "Writing Level 1", "Task") AND STATUS IN ("App/Online Files", "Brand Check", "Colours Review/Shared", "Design", "Design Proof Readers", "Design Review/Shared", "Done", "External Review", "Illustration - Roughs", "Illustration - Roughs Review", "Illustration - Thumbnails", "Illustration - Thumbs Review", "Illustration Backlog", "Illustration Colours", "In Progress", "Print Ready", "Proofreaders Final Draft", "To Do", "Upload", "Writing - 1st Draft", "Writing - 2nd Draft", "Writing - 3rd Draft", "Writing - Kick Off", "Writing - StoryBoard")

Can I add to that query the Archive epics or the epics that are within another board? In the list view can I see all the epics if they are on more than one board? I have 6000 issues. 

I hope this makes sense I just need some advice please? Thanks in advance

[Trudy Claspill]

If you use the Archive Issue feature, the Archived issues will not be included in the filter results.

[Sarah Isaacs]

Hey, So I'm still looking for a solution.

I cannot create multiple boards. As that functionality isn't available to me. Lucky me. We use team managed projects. I am not a global admin. Only an Admin of my project. 

I may be able to create an automation to archive the epics that are now done. I'm a bit nervous with this as my automations knowledge is limited, its getting better thanks to you guys though. 

I'm not sure of the best way around my problem. I was thinking perhaps I could create a second Jira raw data that contains the done epics like a hard copy and then delete or archive the old epics. Any other/better ideas?  As really I could do with a quick fix.