Having a same Jira ticket to reflect across multiple project for collaboration across department

[Ben Liow]

Hello Jira Experts, 

I will need to configure configure a 'system' to have a Jira ticket (ie a story) to reflect across multiple projects due to cross collaboration with other department. And the ticket status ie. to do, in progress etc will update along too. 

Is this possible? If so, how do I do to configure for it to work please?

Thanking you in advance.

[Trudy Claspill · Accepted solution]

Hello @Ben Liow 

Welcome to the community.

Do you want to have each project have a separate/independent copy of the issue where the teams make their own notes/comments on their own copy of the issue? 

If one team changed their copy of the issue to Done, but the other teams were not done with their work, what would you want to have happen to the other copies of the issue?

Or do you want to have one copy of the issue that multiple teams can all comment on together?

Are the teams working in Kanban or Scrum models? How do you want their work to be visible in their boards?

Are the teams using Company Managed projects or Team Managed projects?

[Ben Liow]

Thank you @Trudy Claspill for the welcome and response.

Further to the clarifications:

Do you want to have each project have a separate/independent copy of the issue where the teams make their own notes/comments on their own copy of the issue? 

A: no, all collaborators can comment on the same issue. 

If one team changed their copy of the issue to Done, but the other teams were not done with their work, what would you want to have happen to the other copies of the issue?

A: Status will only be changed when both teams meet up and agree on the status based on work done by both parties.

Or do you want to have one copy of the issue that multiple teams can all comment on together?
A: yes multiple team can comment together.

Are the teams working in Kanban or Scrum models? How do you want their work to be visible in their boards?

A: Kanban models. Ideally would like to configure a swimlane to collaborate between the 2 teams.

Are the teams using Company Managed projects or Team Managed projects? 

A: Company Managed project

Thank you in advance :) 

[Trudy Claspill]

Does each team currently use their own discrete Jira Project? If so, one possible solution would be:

1. Devise a method to identify collaboration issues - this could be a unique issue type or a custom field that could be used in all issue types to flag the issue for collaboration.

2. Create the collaboration issue in either project using the above method to identify it as a collaboration issue

3. Modify the filter used for each team's Kanban board to add a criteria thus:

(<original filter that gets issues from their own project>) OR (project = <other team's project> AND <criteria that identifies a collaboration issue>)

 The additional criteria would pick up the issues marked for collaboration from the other team's project to display in each team's board.

In each board, if you set the Swimlane configuration to Queries then you could create a swimlane based on JQL to select the issue marked for collaboration. 

Do the teams use the same workflow(s) for their issues? If not the mapping of Statuses to Columns may need to be adjusted in each team's board.

Each team would need appropriate permissions in the other team's project to be able to update the issues marked for collaboration.

[Ben Liow]

Thank you Trudy, will do some digging regarding permissions at our end, and then try out the steps based on this, and will update on next week. 

[Ben Liow]

Thank you @Trudy Claspill, your filter query worked like a charm. 

[Trudy Claspill]

I'm glad to hear that.

If your questions have been satisfactorily addressed please consider marking the Answer as Accepted.

[Ben Liow]

Done, Trudy. Cheers.