Overview of users task across several pojects

[Anders Hebert]

A manager wishes to have an overview of the tasks their staff are working on. The staff (all users in Jira) work in one organisation across a several Jira-projects. 

Ideally the manager would have a view that allows them to see all their staffs tasks, but perhaps be able to have separate views (or filter) on each individual (staff) user.

I tested Planner but was unable to achieve the desired result - as I was only able to create timelines which I could sort by users.  I also tried using Confluence to insert and filter a tabel of tasks per user. But not really the best solution either. 

Ideally I would like to provide a board view per user (or to filter per user) of all projects in our organisation - but have not found how I can do this. 

We are using: Jira Software (Cloud) Premium and Confluence. 

I have created a Team with the staff.

[Walter Buggenhout · Accepted solution]

Hi @Anders Hebert,

A filter in Jira retrieves a list of issues. If you want to retrieve the list of issues for your team, you need to do so using criteria associated with these issues.

Before diving into any technical solution: ask yourself how the team retrieves its work in Jira. This can be:

• all issues in Project X, Y and Z
• all issues in Project X, but only issues from project Y where the team field matches your team
• ...

In the cases where all issues in a project belong to your team, your filter can simply be:

Project IN (X, Y, ...)

If only a subset of issues in a project are for your team, you need to:

1. make sure each issue explicitly has your team (or something else) filled out in a field on the issue;
2. build a filter using that information

In combined scenarios, your filter should combine all these options into one. Ideally, your team has a single team board pulling in the team's work from these different locations. If you have that in place, then the board filter is exactly what you need to provide your manager with the desired overview.

Hope this helps!

[Anders Hebert]

Thank you @Walter Buggenhout - Sorry, but this went slightly over my head :-) 

I don't understand where in Jira or Confluence you mean - or how I should proceed. You describe how filtering works, but I do not understand how to apply what you suggest in a practical way. I am not an advanced user/admin :-)

[Walter Buggenhout]

I totally understand that, @Anders Hebert. No need to worry about that. But you say "you created a team with the staff" and seem to be hoping that this will now automatically make the team's work appear.

It doesn't. If you want to pull a list of work per user, you will need the following query:

assignee = "user you are looking for"

This will return all the issues where the assignee is filled out as such.

In a similar fashion, you can assign issues to your team. Again, that means make sure that the team field is filled out on every single issue. When you do so, you can perform a query like this:

Team = "team you are looking for"

If you create a board that has all the issues for your team (that's why I explained so elaborately how you could first of all make sure to collect all the issues for your team), it will automatically:

- display a quick filter for My issues. If a user selects that option, only issues assigned to him/her will be filtered out;

- let you click the avatar of any user with issues on the board, so you can filter out the issues for that selected user as well

Creating separate, individual boards is usually a lot of work for something that is in fact already available.

[Anders Hebert]

@Walter Buggenhout - thank you very much. I got it to work just as I wanted.
By adding project Swimlanes in the new board, I created an extra benefit for the manager too.