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Need help with Jira Advanced Roadmaps

Aisha M
Contributor
May 9, 2025

In our instance, while creating a new plan, I chose a Filter that has 400 issues & maybe 63 projects. 

But despite the limit provided in the Plans, I get the error,

"Your plan contains more than 100 projects. Remove issue sources or use the section below to refine your plan."

I tried following this solution provided,

https://support.atlassian.com/advanced-roadmaps-for-jira/kb/trying-to-create-a-new-advanced-roadmaps-plan-leads-to-internal-server-error/

But in the DB, I do not have two entries for RANK 0, 2 for -859340285902835 (Advanced Roadmaps) as mentioned in the article. 

 

Any help is appreciated !

 

1 answer

0 votes
Walter Buggenhout
Community Champion
May 9, 2025

Hi @Aisha M,

Can you share the filter you are using and also clarify how you come to the conclusion that your filter has "maybe 63 projects". In the same effort: can you also check how many projects are in your Jira instance?

Taking a forward assumption: my guess is that your filter is probably very generic, which probably means for Jira it may - theoretically - return issues from all projects in your instance (and I suspect there are more than 100). I also suspect that you have added criteria that - at this point - limit the actual set of returned issues to less than 100 projects, but JQL does not know that if you don't somehow explicitly limit the projects your filter can technically speaking return.

If I am right, you should have a look at your filter and see if you can explicitly mention the set of projects in scope of your filter. Of course, listing all relevant projects is probably not feasible, but you might be able to use category (which is the project category) to dynamically limit the set of projects.

Hope this helps!

Aisha M
Contributor
May 9, 2025

@Walter Buggenhout Thank you for the comment.

Here is the filter 

(issue in childIssuesOf("XYZ-1234") OR issue in childIssuesOf("XYZ-1245") OR issue in childIssuesOf("XYZ-1298") OR issue in childIssuesOf("XYZ-1739")) and statusCategory not in (Done) and "PI (Program Increment)" in ("PI 25.1 (01/02/25 - 03/12/25)", "PI 25.2 (03/13/25 - 05/21/25)", "PI 25.3 (05/22/25 - 07/30/25)", "PI 25.4 (07/31/25 - 10/08/25)", "PI 25.5 (10/09/25 - 12/31/25)" )

 

The reason I am able to say 63 projects is, I exported the JQL results and checked the number of projects this query returns and it was 63

 

Also, our whole env has more than 6000+ projects are so.

Walter Buggenhout
Community Champion
May 9, 2025

Yes. You just confirmed my assumption. While the current result set may indeed return issues from only 63 projects, the JQL in itself contains nothing that keeps Jira from looking at all 6000+ projects in your instance.

To resolve the problem, you'll need to find some way to explicitly limit the set of projects to search in, as mentioned in my initial response.

Aisha M
Contributor
May 9, 2025

But there are also filters that do not limit the set of projects, but returns a small of result despite having a vague query

Example: "Application Field" is not EMPTY and createdDate >= startOfYear()

This query has a result of 55 issues. Though this does not explicitly mention the keys, yet this filter is acceptable in the roadmaps

Does this not sort through 6000+ projects ?

Walter Buggenhout
Community Champion
May 9, 2025

I do not know your instance, @Aisha M, so I don't know. You are using a custom field in that second example filter and this may be limited by field context to a limited set of projects. The fact that it only returns 55 issues is to some extent a hint that this might be the case.

Give my suggestion a try and see if it does the trick (I am pretty sure it will). 

Aisha M
Contributor
May 9, 2025

Would it be alright to explicitly mention all the 60+ projects in the query ? Will it cause jira to freeze or something ?

Aisha M
Contributor
May 9, 2025

Okay you were right actually, I tried this in our test environment

This filter spans across 90 projects. (I checked this by taking an export and counting the number of projects)

Filter 1: issuetype = Story AND status in ("Code Review") 

Filter 2: project = (90 PROJECTS explicitly mentioned) AND issuetype = Story AND status in ("Code Review")

 

When I tried creating a plan using Filter 1, I got the error "More than 100 projects....."

When I tried creating a plan using Filter 2, It works. 

Does Roadmaps have a specific way of reading the filter that the same filter works when the project is individually mentioned ?

Walter Buggenhout
Community Champion
May 9, 2025

The challenge lies within JQL actually. The only thing Roadmaps / Plans adds to the story is that it has a couple of limitations on the number of issues and projects that can be included in a plan.

Listing projects individually is a way of telling JQL exactly what projects to search in. But, obviously, that is not very dynamic (if you add new projects or remove old ones in Jira, you would need to update your filter each time to have it return correct results). That is why I referred to project categories as a way to work more dynamically.

While you said there are more than 6000 projects in Jira, I am quite sure that not all these projects are relevant to your team, let alone to your search. In project settings / project details there is an attribute called project category that you can use to identify similar projects (e.g. by owning team, product, customer, ...). The list of available categories is curated by your Jira Admin. If you tag your projects with a category (note that a project can only be in 1 category), you can than use that category to search dynamically for a limited set of projects in JQL. I already mentioned that approach in my very first reply.

Walter Buggenhout
Community Champion
May 10, 2025

In a short recap: if you don't tell JQL somehow in your filter to look in a specific set of projects (either by enumerating them or more dynamically through e.g. the project category), it will search through your entire Jira instance to perform a correct search.

In plans, it is not the actual result your filter returns that determines the project limitation of 100 projects, it is the number of projects the search is actually looking into.

As another simple example:

assignee = @Aisha M 

might return issues from 63 projects, but actually looks in all 6000+ Jira projects to make sure there are no issues where you may be the assignee. It will be invalid as a source for a plan.

Whereas ...

category = HR and assignee = @Aisha M

will only return issues from projects assigned to the HR project category. As long as there are less than 100 HR projects, this will work. And if you add another new project next week and link it to the HR category, it will be recognised by your filter without you needing to update it.

Aisha M
Contributor
May 10, 2025

Oh okay understood. Actually I did try adding the category to the same filter,

category = "Agile Team" AND issuetype = Story AND status in ("Code Review")

But unfortunately, this gave in the error as well and did not help. I am unable to find a middle ground which covers all the projects in a filter and yet keeps a check on how the jql is perceived by the plans. 

Aisha M
Contributor
May 13, 2025

Actually when I query for category as 'Agile Team" and issuetype = Story, it returns around 2million issues . .  Maybe that's why including category did nothing for the plans, it still showed the 'More than 100 projects' error

Like Walter Buggenhout likes this

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