Help needed with Jira Boards

[Low Darren]

I have a Jira Company version and I have created my Project and it gives me a default board. I have since created 2 more boards. So I have 3 boards .. A, B, C

I have 2 issues

1 - When I am displaying Board A I see the Active Sprints for boar B. 

2 - How do I move stories from boar A to Board C

[Trudy Claspill · Accepted solution]

Hello @Low Darren 

To edit the filter for a board,

1. click the ... button in the upper right corner while the board is displayed.

2. Select Board Settings.

3. Select the General tab.

4. Click Edit Filter Query

If you scroll farther down on that same screen (shown above) there will be a field that shows what the filter settings are currently for that board.

If you show us the filters for each board we can provide more specific guidance on how you might need to change them.

Some points I want to clarify for you.

You said you "All our stories are created under Board A and they sit in the backlog"

Issue are not create "in" or "under" a board. Issues are contained in Projects. Boards are just a way to visualize and manipulate issues that are in Projects. Boards are set up based on Filters which can select all issues in 1..n Projects or subsets of issues.

So, when you say you are creating issues under Board A, what is really happening is you are creating them in a Project, and the filter for Board A is configured in a way that it will display the issues you created.

When you create a new project you have the option to create a Scrum or Kanban board with it automatically. When you do that, the filter for that board is configured to get all issues in the project.

When you manually create additional boards you have to specify if you want to create the board for an Existing Project, Create a New Project, or create the board from a Saved Filter. If you choose to create the board for an Existing Project, then the filter for that new board also is configured to get all issues in that project.

If you don't want the board to get all issues from the project, you have to modify the filter to only select the issues you want displayed.

It would help us greatly in helping you if you could show us the filters for each of the boards.

[Low Darren]

Hi @Trudy Claspill  Your explanation helps a lot. 

Here is a screenshot of my filters 

Board A = PARTSEWM 

Board B = EWM MAVERICKS

Board C = PARTSEWM-USA

[Trudy Claspill]

Your three boards are all using the exact same criteria in their filters:

project= PARTSEWM ORDER BY Rank ASC

So, all the boards will display the same issues - all the issues in the PARTSEWM project.

If you want to have the boards display different issues, you need to change those filters.

You said in Board A you want only the issues "in the backlog". In Jira Scrum boards the Backlog section of the Backlog screen consists of all issues that are not assigned to an Active or Future Sprint and where the issues are not "done". The Backlog screen will also show all the Active and Future Sprints to which the issues in the board are assigned. So, if you want to show only the Backlog list (not the issues in Sprints) you would need a filter for that board like this:

project=PARTSEWM AND Sprint not in openSprints() and Sprint not in futureSprints() ORDER BY Rank ASC

You said you use this board to size stories and then you want to assign them to the other teams. Do you want the issues to disappear from this board after they have been sized and assigned to a team? If so, then you would also need to include criteria for the to exclude issues where those fields have been set.

If you want only sized stories that have been assigned to a team to appear on their board, you need to figure out a few things.

1. Which field do you use to indicate size? For example, let us say you use the Story Points field.

2. What field do you use to indicate the Team to which the issue is assigned?

When you have that figured out, then you adjust the filter in each team's board accordingly. For example:

project=PARSEWM AND "Story Points" > 0 and [your team field] = [the value for this team]ORDER BY Rank ASC

One thing to be aware of with this type of issue segregation is that you have to make sure that Epics and Subtasks have the right information also to ensure they display on the correct boards. If you set the "team" field only for a Story and not its Subtasks, then the Subtasks will not show up on the team's board.

The above sample filters are not perfect for your scenario. They are just starting points to help you get ideas about how you might filter issues.

Another alternative is to set up separate projects for each team. After you size your stories in the PARTSEWM project, you could Move the issue to the project for the team who will work on it. In those cases you would need to change the team board filters to reference their respective projects.

Whether or not that would be a better solution depends on other factors that we haven't touched on.

[Low Darren]

Hi @Trudy Claspill   thanks for the information and filter suggestions I will try these.

So I guess why do you need a company managed project if you cant separate boards. We used to use Jira Team and had setup each project with a Board - Team A- Team B - Team C the way describe in your last suggestion but were forced to move to a company managed board as we were informed that this would allow us to have 1 Project not 3 and we can manage workload to the teams through Boards.  This does not appear to be the case. 

I am confused as to what the benefit is and purpose is of having 1 project with multiple board under it.

[Trudy Claspill]

Hello @Low Darren 

You have misunderstood what I have said.

You absolutely can have 1 Company Managed project and 3 boards that show different sets of data from the 1 project. You do that by changing the Saved Filter for each board to select just the data you want to display in that board.

In order to display different data sets on each board, you must be able to define criteria for selecting the issues to display, and that criteria is based on the fields and field values available in the issues in the project.

There are multiple benefits to having one project with multiple boards. I recommend that you ask the organization that forced you to move to a Company Managed project what they see as the benefits, since those might be specific to your company's needs.

You might also go to them and ask for help in setting up the filters and boards for your project. We are users of our own Jira systems. We cannot access your system to give you very specific guidance applicable to your project, which means we have to spend a lot of time asking your for details and screen images to try to be able to provide you with specific guidance. If that organization that forced you to change understands how this setup can be completed and they can access your Jira system, it may be more efficient for you to work with them to get the configuration built properly.

[Low Darren]

If I added a label for TEAM C PARTSEWM-USA can I set up a filter to only show stories with that label?

So if I added the label to each story - PARTSEWM-USA   

If yes what would that filter look like. 

Cheers 

[Trudy Claspill]

You can use the Label field to add a "tag" that specifies the Team that is responsible for the issue.

Note that anybody can add new values for use in the Labels field, so you could end up with misspelled values. Also you could end up with more than one team's value in that field because the Labels field allows multiple values.

If you choose to use the Labels field, and you want only the issues that have a certain label value, then your filter would be:

project=PARTSEWM and labels = your-value

 The Labels field does not allow values that include spaces. If you want a multi-word value you'll have to add dashes or underscores to replace blank spaces.

If you want the board where you do backlog grooming to NOT include the issues where you added a team to the Labels field, then your filter for that board would be:

project=PARTSEWM and labels is EMPTY

[John Funk · Accepted solution]

Hi @Low Darren - Welcome to the Atlassian Community!

You don't really move cards from one board to another. Each board has a board filter associated with it which tells which cards to appear on the board. 

So, in your case, you need to either modify the filter for board c so that the stories in Board A show up there, or you need to change the status of the stories to match the filter already on Board C. 

[Low Darren]

Hi John, how do I set up the filters. When I look at the filter and edit it the only board that shows up is the default one created when the Project was created..    

So more context- All our stories are created under Board A and they sit in the backlog.  We then refine and size these stories.

Once refined we would like to assign the story to one of the 2 global teams who each have their own board .. Board B and C

When I open the filters for Board B it shows all the stories in Board A blacklog

[John Funk]

What type of project are you using? Team-managed? Company-managed? Jira Work Management? 

[John Funk]

That's because the filters for all 3 boards are exactly the same. There needs to be something that differentiates what is on one board versus another board. Maybe it's the status the issue is in or something like that. 

What is the EXACT scenario you are tying to do? And it can't be to just move a card from one board to the next. What is it really you are trying to do? 

[Low Darren]

Im trying to set each board up so that I only see stories assigned to each team.   When i change the filter it will not show the filter name for Board B or C  just A

[Low Darren]

Company