Board not syncing up

[Mindy Bollinger]

I'm trying to understand why my project board is not reflective of where things are status-wise.

Looking at the board of my project it shows I have 1000 in 'Done' and nothing else in any other column.  However 1) there are over 2000 issues, so not sure why it's only showing 1000 and 2) I know we have several tickets still in 'to do' status and also several tickets 'in progress' but none of them show correctly on the board.

Any ideas?

I'm using the Jira-hosted version of Jira.

[Nic Brough -Adaptavist- · Accepted solution]

A board does not "synchronise", it is a view of a set of issues, and the list on it is down to the configuration of the board.

Most boards are configured by filters, although these filters are often built for you (the usual one is "show us issues in project X", but they're also further refined by configuration.  Some boards have extra filters that hide things, some do it based on a date, some use other configuration.  Additionally, some have column mappings to status, so you won't see issues that are in status that have not been mapped.

We can tell you to look at the board config (filters, column mappings) and so-on, but to really help you, we need to know what the type of board is.  It's usually in the title or settings.

Knowing if you're on Cloud or Server would help us too - I am sorry, but "Jira-hosted" does not mean anything - my laptop is "hosting" a jira at the moment, as is Atlassian on the Cloud instance I'm trying to connect it to.  Is your menu at the left or at the top of the screen?

[Mindy Bollinger]

I'm using a Business Project Workflow.  I don't have any options to configure the board.  It's my understanding that it's based upon the workflow.  It is, indeed, showing the columns associated with the workflow - but the items aren't being put into the columns according to their workflow status. As mentioned, I'm using the Jira hosted (cloud) version.

[Nic Brough -Adaptavist-]

Ok, yes, the board config is entirely dependent on the project.

This does sound broken to me.  One thing to confirm this would be to

• Go to issue search and run a filter for "Project = X"
• Save the filter, and give it a useful name
• Go to the dashboard and add a new one
• Add a "filter statistics" gadget to it, with configuration
  • Do NOT include resolved issues
  • Statistic: Status (if you have more than one field with a name like status in the list it offers, then this gets difficult, but we need the system status field)

What numbers does this give you for each status?

[Mindy Bollinger]

I have 4 'To Do', 5 'In Progress' - all unresolved. I also have 259 'Done' that do not have any resolution either.

[Nic Brough -Adaptavist-]

Ok, that's not quite what I expected.   Could you re-configure the gadget so it does list all the resolved issues and give us all the numbers?

Although I have just had a thought - is it exactly 1,000 issues in done?  If so, then you may have run into one of the limits, in that boards don't perform when you've too many issues on them for a human to process.  If this is the case, your other issues are dropped because the board is too big.  You'll want to clear them out with a release or ending the sprint.

[Mindy Bollinger]

The board is showing exactly 1000 issues in 'Done'.

My filter of all resolved issues (no matter the status) is 2192. 

Total issues is 2463.

I'm not really sure how to 'release' and we're not really using it to do any sprints.

[Nic Brough -Adaptavist-]

What type of board is your "project board"?  If you go to "configure board", it should tell you

[Nic Brough -Adaptavist-]

No problem, that means it's a Core business board.

Issues in the "done" column of these boards will vanish after 14 days of inactivity - so if they're not edited or commented on etc.  There is a button to show/hide issues that have dropped off at the bottom of the column, but these boards are limited to 1,000 issues, so you'll generally not want to enable that.

If you run a filter for "project = X and updated <-14d" you should get a list of everything that should be on the board, but as I suspect it will still be over 1,000, the board is going to be missing them.

I'm afraid for issues in "done", you'll have to wait for up to two weeks for them to drop off and make the board more usable.

[Mindy Bollinger]

I really don't care about the ones in the 'done' column - so, from your understanding, the board is limited to 1000 and the limit of 1000 isn't just the 'done' column?

[Nic Brough -Adaptavist-]

Correct, there is a limit of 1000 active issues in total, on the board.

[Mindy Bollinger]

It doesn't give me the option to configure the board, I believe, because of the project type.  Unlike other projects, I can configure boards in others.