Managing Jira Projects Cloud PDF

Managing Jira Projects Cloud 1 - Managing Jira Projects Copyright © 2023 Atlassian  1 Course Overview 2 - Managing Jira Projects Copyright © 2023 Atlassian  What will you learn? Configure boards and issue types...

Managing Jira Projects Cloud 1 - Managing Jira Projects Copyright © 2023 Atlassian  1 Course Overview 2 - Managing Jira Projects Copyright © 2023 Atlassian  What will you learn? Configure boards and issue types Implement versions and components Configure Jira automation rules Assign team members to project roles Modify project details Run reports and create dashboards Work with the Jira administrator to configure JIra to meet business requirements 3 - Managing Jira Projects Copyright © 2023 Atlassian  Create projects your team will love to work in! The overall goal is to create projects that teams love to work with. Adoption equals success! 4 - Managing Jira Projects Copyright © 2023 Atlassian  To succeed here, you need to have Jira Essentials course or Basic understanding of Jira projects, boards, issues, issue types, and workflow To succeed with this course, you need to have gone thru the Jira Essentials course or have a basic understanding of Jira including knowledge of projects, issues, issue types, workflow and boards. 5 - Managing Jira Projects Copyright © 2023 Atlassian  Course Overview Managing Projects Managing Roles and Permissions Managing Boards Boards and Projects Managing Issues Automation Reports and Dashboards Other Jira Features Creating & Configuring Team-Managed Projects 6 - Managing Jira Projects Copyright © 2023 Atlassian  Live teach schedule 1 Course Overview 10 minutes 2 Managing Projects 45 minutes 3 Managing Roles and Permissions 1 hour 4 Managing Boards 50 minutes 5 Boards and Projects 45 minutes 6 Managing Issues 1 hour 7 Automation 40 minutes 8 Reports and Dashboards 40 minutes 9 Other Jira Features 40 minutes 10 Creating & Configuring Team-managed Projects 40 minutes Here you see the approximate timings for the course. Each module includes the lecture, demo, and lab time. If you are missing some of the pre-requisite knowledge and need to take extra tutorials, that will add additional time. 7 - Managing Jira Projects Copyright © 2023 Atlassian  2 Managing Projects In this module, you’ll get an overview of managing projects in Jira. 8 - Managing Jira Projects Copyright © 2023 Atlassian  What will you learn? List the basic responsibilities associated with Jira project administration Explain the overall goal of Jira project administration Describe the core components of a Jira project Explain the difference between Company-managed and Team-managed projects Create a Jira Software project You’ll learn the basic responsibilities of administering Jira projects Explain the overall goal of Jira project administration. Review the basic components of a Jira project. Explain the difference between Company-managed and Team-managed projects, And learn how to create a Jira Software project. 9 - Managing Jira Projects Copyright © 2023 Atlassian  Jira project administration Topics Let’s begin by exploring what we mean by Jira project administration. 10 - Managing Jira Projects Copyright © 2023 Atlassian  Who benefits from this course? Anyone responsible for managing Jira projects Scrum masters, project leads, product owners, project administrators, etc. Anyone responsible for maintaining the health and usability of Jira projects Ensures projects compliment the team’s work process This course is designed for anyone who is responsible for managing and maintaining the health of one or more Jira projects. Depending on the size and structure of your organization, this person might have a formal title of scrum master, project lead, product owner, or project administrator, or the role might be less formally defined, or a responsibility shared among multiple team members. Ultimately, it’s the person or persons who make sure Jira compliments their team’s work process. 11 - Managing Jira Projects Copyright © 2023 Atlassian  Jira user types This is you Site administrator Jira administrator Project administrator Team member Manages users and Configures the Jira Configures and Works on projects groups for the Jira site instance for all users maintains projects to match the team’s process This could also be you Within Jira, there are several types of users, or roles, that have specific capabilities within the application. A Site administrator manages users – they create user accounts, assign users to groups, and grant application access. They also accesses billing information for the site. A Jira administrator configures the Jira instance for all users. They in general know the most about the technical capabilities of Jira and can set policies for the entire company to use with their Jira projects. The changes that they can make can affect multiple projects, so they must be very knowledgeable of Jira. A Jira project administrator can perform limited configurations on a specific Jira project so it matches the team’s desired process. Jira project administrators work closely with the agile team to understand their work process, and must work with the Jira administrator to configure their Jira project.. A team member uses Jira to work on projects. In general, a company has a few Jira administrators, more Jira project administrators, and even more team members. This course is aimed at Project administrators, but in some organizations, this role is fulfilled by the Jira administrator, as well. 12 - Managing Jira Projects Copyright © 2023 Atlassian  Scope of responsibilities Depending on your team’s structure, project administration typically involves some combination of: Gathering business requirements Working with Jira administrators to implement projects, configurations, and customizations Granting user access through project roles Managing boards, sprints, and backlogs Creating reporting dashboards Monitoring the health of Jira projects Administering Jira projects typically involves some combination of the following responsibilities: Working with the team to gather their requirements and understand their work process Working with Jira administrators to implement projects, configurations, and customizations Granting user access through role membership Managing boards, sprints, and backlogs Running reports and creating dashboards And monitoring the overall health of their Jira projects We will be discussing these topics throughout the course. 13 - Managing Jira Projects Copyright © 2023 Atlassian  Make your project easy to use Your mission as a project Help your team get their work done administrator Help the Jira administrator Projects in Jira are where teams manage their work. As the project administrator, you are the owner of your project. It’s up to you to make your project easy to use so your team can get their work done. This involves assigning users to roles that are appropriate to their job tasks, configuring boards, setting up version and releases, and more. We’ll go into all these tasks throughout this course. You can also help the Jira administrator by understanding how Jira works. By being well informed you can troubleshoot issues, and possibly resolve them, without having to escalate to the Jira administrator. And when you do need to contact the Jira administrator you can help them by knowledgeably explaining the problem behavior or requesting changes to be made. 14 - Managing Jira Projects Copyright © 2023 Atlassian  Jira projects review Topics Next, we’ll take a look at the basic elements of a Jira project. This was covered in the Jira Essentials course, and is being presented here as a quick refresher. 15 - Managing Jira Projects Copyright © 2023 Atlassian  What is a Jira issue? An item of work (work item) identified by the team An issue has an associated type (for example, story, task, bug) The details of the issues are known as fields Issues A Jira issue is the name of an item of work that has been identified by the team. The term “issue” comes from Jira’s historic roots as bug, or issue tracking software. Every issue has an associated issue type. Each issue type can have unique screens and workflows associated with them. An issue can contain a lot of information. This information is broken down into fields. Fields include the name of the issue, its unique identifier, its description, comments, date of creation, current assignee and many others. Custom fields can also be created to match your team’s desired business processes. 16 - Managing Jira Projects Copyright © 2023 Atlassian  What is a Jira project? A collection of related issues A team “to do” list Can have a fixed end date or be an ongoing project iOS Project A project has an associated type (for example, Kanban, scrum) HR Onboarding A Jira project is a collection of related issues. A project is a way to organize work. The issues can be related in any way that the team desires. You can think of the issues of a project as the team’s “to do” list. The issues can be in different states, such as not ready for development, ready for development, in progress and done. Jira therefore contains a record of the team’s work, allowing the team to do things like report on their work. A Jira project is not necessarily a project in the traditional sense, which usually has a start and end date. The term “project” is used loosely to include work that has no planned end date. For example, a product that is planned to continuously be improved, with no plan to ever stop work on it. When this course refers to a “project”, it is meant to be a Jira project. Projects have an associated type, depending on how the team wants to accomplish their work. When you create a project, you select its type, such as Kanban or scrum. We will discuss these later in the course. Over time, the team can configure their project to use a custom agile methodology or framework. 17 - Managing Jira Projects Copyright © 2023 Atlassian  Each issue belongs to one project iOS Project Issues HR Onboarding Every issue in Jira is unique and belongs to just one project. The issues are the project’s work items. For instance, the HR Onboarding project may have issues such as create email account, supply laptop and assign desk. The iOS project may have issues such as code login button, create help screen and configure iCloud. No issue can belong to multiple projects. 18 - Managing Jira Projects Copyright © 2023 Atlassian  Issue key Every issue has an issue key Unique identifier Project key + Issue number Jira automatically assigns a unique issue key to each issue. The letters before the dash represent a unique identifier for the project. This is called the project key. The issue number in the project follows the dash. Issue key values are unique to the Jira account. To ensure this, you can not have two projects with the same project key. 19 - Managing Jira Projects Copyright © 2023 Atlassian  What is a project board? A two-dimension “to-do” list A way to visualize issues A visualization of the team’s process/workflow Displays issues as cards A project board is a two-dimensional view of the work to be done by the team. The two dimensions become more important than with a personal to do list because the work items can be in multiple states and be worked on by multiple team members. Project boards visualize the work process of the team, and can be physical boards (such as sticky notes in columns) or digital boards (such as Jira boards). On a Jira board, each issue is shown as a card, which displays a convenient subset of the issues’ fields for easy visualization. The fields displayed on a card can be configured to match the team’s desires. 20 - Managing Jira Projects Copyright © 2023 Atlassian  Project types and templates Types Software Service project Business Kanban IT service management Project management Templates Scrum External service project Task tracking … … … Each of the three Jira products is suited to different types of projects. Jira Software is ideal for creating software projects. Jira Service Management is ideal for any kind of service project. Jira Work Management is ideal for any business project. Depending on which Jira products you have, you may have more than one project type available. The project types are Software (if you have Jira Software), Service project (if you have Jira Service Management) and Business (if you have Jira Software, Service Management or just Jira Work Management). Each project type has a number of project templates available. Project templates are sets of pre-configurations which are the default starting points. Software projects give you Kanban and Scrum templates. The Bug tracking template is also available for classic projects. Service projects give you IT service management (ITSM) and external service project templates, among others. Business projects (classic only) give you Project management, Task tracking, Content management, and more. Once you create a project, users can go to work with the defaults, or you can customize them to suit your needs. Going forward, we'll concentrate on Software and won't go into details of Service Management and Work Management projects. 21 - Managing Jira Projects Copyright © 2023 Atlassian  Company-managed projects vs. Team-managed projects Many options Fast to set up Highly configurable Easy to configure Jira administrators create Any user can create (by default) Can share configurations Changes don't affect other between projects projects Formerly Classic projects Formerly Next-gen projects Jira Cloud comes with company-managed and team-managed projects (formerly called classic and next-gen, respectively). This is course covers company-managed projects. Company-managed projects have a huge number of options for planning, tracking, and reporting on your team's work. They're powerful and highly configurable. Team-managed projects are fast to set up, easy to configure, and user-friendly. Only Jira administrators can create company-managed projects, but any user can create team-managed projects by default. Also project configuration can be shared between company-managed projects. Whereas any changes you make to a team-managed project won't affect other projects. Supplemental information: In the future Atlassian may introduce the ability to share configurations between team- managed projects. 22 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? Who is responsible for configuring the Jira instance for all users? a. Team member b. Site administrator c. Project administrator d. Jira administrator The answer is on the next slide. 23 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? Who is responsible for configuring the Jira instance for all users? a. Team member b. Jira project administrator c. Scrum master d. Jira administrator Answer: d. Jira administrators Remember that a Jira administrator configures the Jira instance for all users. They in general know the most about the technical capabilities of Jira and can set policies for the entire company to use with their Jira projects. The changes that they can make can affect multiple projects, so they must be very knowledgeable of Jira. A Jira project administrator can perform limited configurations on a specific Jira project so it matches the team’s desired process. Jira project administrators work closely with the agile team to understand their work process, and must work with the Jira administrator to configure their Jira project.. A team member uses Jira to work on projects. 24 - Managing Jira Projects Copyright © 2023 Atlassian  Topics Creating projects Now, we’ll look at creating company-managed projects in Jira. 25 - Managing Jira Projects Copyright © 2023 Atlassian  What's needed to create company-managed projects What you need to do… Administer Jira global permission Create projects Members of the administrators and jira-administrators groups have this global permission by default As the Jira administrator, you act as the project creator for your Jira community. A user who has the Administer Jira global permission is the only one able to create company- managed projects for all products installed. Members of both the administrators group and the jira-administrators group have this global permission by default. 26 - Managing Jira Projects Copyright © 2023 Atlassian  Project templates Software Here you see some of the project templates for Software project types. Kanban, Scrum and Bug tracking for the Software project type. Each project template gives you different functionality as a starting point. 27 - Managing Jira Projects Copyright © 2023 Atlassian  Entering project details Use a descriptive name Choose a short, descriptive key Project type can't be changed after creation If available, provide URL to project docs Categorize projects Use a meaningful icon Provide a description to help identify projects When you create a project, choose the project type (and template) that meets your needs. You also supply the name. Use a descriptive name so the project's easy to find. The project key will be used as the prefix of this project's issue keys (e.g. ’HR-100'). The key is automatically generated from the project name (the first letter of each word). You can change it when you create the project and also later. Choose one that is descriptive and easy to type. After the project is created, the Project administrator can edit the project details as necessary. For URL, you can use the link to a Confluence space, document repository, etc. for project documentation. If you have a large number of projects, you can use project categories to categorize them – this is an optional feature in Jira. An Avatar (icon) makes the project easier to find. You can use one of the provided avatars or your own image. A description makes it clear what the project is for. Note: If you change the name of your project, you will need to update the new name in any filters using that project’s name in their filter. However, if you rename a key then it will be automatically updated in the filters using it. 28 - Managing Jira Projects Copyright © 2023 Atlassian  Supplemental information: For more information, see https://confluence.atlassian.com/display/JIRACORECLOUD/Editing+a+project%27 s+details. 29 - Managing Jira Projects Copyright © 2023 Atlassian  Project list All projects can be accessed from the Projects page Once a project is created, it will appear in the list of projects on the Projects page in Jira. You must have the appropriate project permission (Browse project) to view a project. Permissions will be discussed in a later module. 30 - Managing Jira Projects Copyright © 2023 Atlassian  Enable or disable project features Admins can enable or disable features under Project Settings > Features Features are listed under work categories Main categories are: Planning Development Operations Project admins can find Features under Project Settings. Features are listed under different work categories. Agile features such as roadmap, backlog, sprints, and reports are listed under Planning and development features such as code and releases are listed under developments. 31 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? Which of the following is true? a. Any Jira user can create and configure projects b. Project administrators need to work with Jira administrators to create and fully configure projects c. Site administrators are the only users who can create projects d. Project administrators have all the necessary permissions to create and fully configure projects independently The answer is on the next slide. 32 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? Which of the following is true? a. Any Jira user can create and configure projects b. Project administrators need to work with Jira administrators to create and fully configure projects c. Site administrators are the only users who can create projects d. Project administrators have all the necessary permissions to create and fully configure projects independently Answer: b. Project administrators need to work with Jira administrators to create and fully configure projects Jira administrators are the only users who can create projects and perform higher level configurations. Project administrators can perform certain basic project configurations, and are responsible for maintaining projects. 33 - Managing Jira Projects Copyright © 2023 Atlassian  Takeaways Jira project administrators work with the Jira administrator to create and configure projects that help teams do their work Jira administrators create projects, while project administrators are responsible for maintaining and configuring projects Basic takeaways from this module are that Jira project administrators need to work with the Jira administrator to create and configure projects. Jira administrators create projects, while project administrators are responsible for maintaining and configuring them. 34 - Managing Jira Projects Copyright © 2023 Atlassian  3 Managing Roles and Permissions In this module, we’ll explore project roles and permissions. 35 - Managing Jira Projects Copyright © 2023 Atlassian  What will you learn? Describe permissions, groups, roles, and permission schemes Identify common project permissions Assign users to project roles Work with custom roles In this module we’ll learn about permissions, groups, roles, and permissions schemes. We’ll look at some common project permissions, how to manage role membership, and how custom roles can be used to satisfy specific team requirements. 36 - Managing Jira Projects Copyright © 2023 Atlassian  Permissions terminology Topics When discussing permissions in Jira, there are several key elements that interact with each other. In this section, well examine those elements. 37 - Managing Jira Projects Copyright © 2023 Atlassian  Jira cloud administrators Site administrator Jira administrator Project administrator Creates users and groups Creates projects Edits project details Grants application access Configures Jira product Configures basic project settings settings Configures schemes and Assigns users to project settings used by projects roles Jira’s administrators are responsible for managing user access and permissions in Jira. Each type of administrator affects different aspects of Jira. A Site administrator manages the Jira instance and grants access to users and adds users to groups. The Site administrator does not directly work with Jira or Jira projects. A Jira administrator configures Jira, which includes configuring roles and permissions schemes, which we will discuss shortly. A Jira project administrator uses the permissions configurations set up by the Jira administrator to grant permissions to various team members. 38 - Managing Jira Projects Copyright © 2023 Atlassian  Jira permissions Determine what users can see and do in Jira Global permissions grant capabilities across the Jira instance Project permissions grant capabilities within specific Jira projects Only Jira administrators can assign permissions Permissions are settings within Jira that control what users can see and do. Jira has a variety of permissions: from whether users can create new projects to whether a user can see a specific type of comment on an issue. Permissions are different from application access, which is controlled by groups that have Use access for a Jira product (application). Global permissions allow Jira administrators to control functionality that is system wide and project independent. For example, whether users can see the other users in the application. Global permissions are granted to groups of users and can only be modified by Jira administrators. Project specific permissions let you restrict project related functionality to individual users, groups or project roles. For example, who can see the project's issues, create, edit and assign them. Project specific permissions can only be modified by Jira administrators. 39 - Managing Jira Projects Copyright © 2023 Atlassian  Jira groups Users belong to groups in Jira Groups apply globally to entire Jira instance Organization administrators create groups and assign membership Global and project permissions can be associated with groups Group memberships give users site and product admin permissions. Groups apply to all Atlassian applications on an organization’s site, such as Jira and Confluence. Organization administrators create groups and manage membership. Global permissions are assigned to groups, and project permissions can also be associated with groups. 40 - Managing Jira Projects Copyright © 2023 Atlassian  Project roles Like a group, except membership is for a single project Users and groups can be members Jira provides a set of default roles for every project Project permissions are associated with roles Project administrators assign users to roles Jira administrators can create additional custom roles, as needed Project roles are similar to groups, except that while groups apply to the entire site, while roles are scoped to a single project. Additionally, group membership can only be altered by Site administrators, whereas project role membership can be altered by project administrators. Project roles can be used in many places including permission and notification schemes, issue security levels, workflow conditions and comment visibility. They can also be given access to issue filters and dashboards. But the core usage is for permission and notification schemes. While you could assign permissions and notifications to users and groups directly, roles are more flexible and sustainable. 41 - Managing Jira Projects Copyright © 2023 Atlassian  Permission schemes Permissions are mapped to roles/users within a permission scheme The permission scheme is applied to projects Weather module Development Permission Scheme Permissions Granted to… Any logged in user Media codec Browse projects Administrators Manage sprints Scrum Masters Pixel shader Any logged in user Edit issues Only Jira administrators can create, edit, and apply permission schemes Many Jira project configurations are implemented through the use of schemes. Schemes are essentially a container that holds a particular kind of configuration. For example, there are workflow schemes that describe how workflows behave, notification schemes that configure notification rules, and so on. All schemes are configured by a Jira administrator, and then associated with one or more projects. In this way, a set of configurations can be defined once, and then applied to any number of projects. A permission scheme determines who perform certain tasks in a project. It is simply a list of permissions along with users, groups, and/or roles they are associated with. In this example, the permission requirements in all development projects are the same. So the Jira administrator has created the Development permission scheme and applied it to all development projects. Any logged in user with application access can browse projects and edit issues but a user needs to be in either the Administrators project role or the Scrum Masters project role to Manage sprints. When there are multiple entries in a particular permission like this, it’s treated as an OR statement. The user doesn’t have to satisfy both, but either of the choices. After the Jira administrator creates a permission scheme and assigns it to a project, the project administrator can add project to users to the roles listed in the permission scheme, granting the permissions associated with the role. 42 - Managing Jira Projects Copyright © 2023 Atlassian  Project Roles vs. Groups Membership is for one project Membership is global Project administrators can manage Only Jira administrators can manage membership, so changes can be made membership quickly if membership changes Helps reduce the number of schemes Only Jira administrators can create project roles and groups In short, groups are used across Jira, whereas roles fulfill particular functions within a project. First, Jira administrators must create the project roles. But once created, project role membership is project- specific whereas group membership is always global. Project administrators can therefore manage membership (on a project by project basis), so changes can be made quickly if membership changes. This takes the load off of Jira administrators, because they are the only ones who can manage groups. And finally, roles help to reduce the number of schemes because schemes can be more generic and therefore shared. 43 - Managing Jira Projects Copyright © 2023 Atlassian 9 Customizing Jira Workflows  Jira permissions Topics Now we’ll take a closer look at some of the project permissions. 44 - Managing Jira Projects Copyright © 2023 Atlassian  Types of permissions Jira has several levels of permissions Global permissions apply to the entire Jira instance Project permissions apply to individual Jira projects Project A Project B Project C Issue security permissions apply to individual issues Jira has two levels of permissions. Global permissions apply to the entire Jira instance, and determine things like whether users can see other user accounts and groups, share dashboards and filters, make bulk changes in projects, and so on. Global permissions are assigned to groups by the Jira administrator. Project permissions apply to individual Jira projects and determine the types of actions users can perform within a project. Jira administrators config Issue security permissions allow the visibility of individual issues to be adjusted (within the bounds of the project's permissions). For example, issue security permissions can let you set up types of issues that can only be seen by project admins or users in specific groups.ure project permissions using permission schemes that are then associated with individual projects. We’ll take a look at some examples of project permissions on the next slide. 45 - Managing Jira Projects Copyright © 2023 Atlassian  Examples of Jira project permissions Permission Description See the relevant project(s), view issues, search for them Browse projects in Issue Navigator Transition issues Transition (change) the status of an issue Schedule issues Edit an issue’s Due Date Perform sprint-related actions on a board Manage sprints (e.g. Start, Complete) Assign issues Assign issues to users Move issues Move issues to a new project and/or change issue type Jira administrators assign project permissions via permission schemes Browse Projects is the most important permission. No matter what other permission the user may have (Create Issues, Delete Issues, etc.), if they do not have Browse Projects permission, then cannot see the project or any of its issues. Note that some permissions are dependent upon others to ensure that users can perform the actions needed. Some examples are, to be able to resolve an issue, that user must be granted both the Transition Issue permission and the Resolve Issue permission to move issues between projects requires Move issues in source and Create issues in target project to edit Due Date requires Edit Issues and Schedule Issues Transition Issues is needed above any other specific permission that may be used in a workflow condition. Schedule Issues allows users to set the Due Date. Normally, you only need Edit Issues permission to edit fields, but for Due Date, you need this Schedule Issues permission. The Schedule Issues permission and the Edit Issues permission are both needed to rank issues in the backlog of a software board. Ranking is a feature that is only available to Jira Software users. Manage Sprints allows users to Create, Schedule/Reorder, Start, and Complete Sprints in a software project. But boards (and hence this permission) are only available to Jira Software users; so they need Jira Software application access. 46 - Managing Jira Projects Copyright © 2023 Atlassian  Note that there is a distinction between Assign Issues (which allows someone to make assignments) and Assignable User (which allows someone to be the Assignee). Move Issues allows a user to move issues between projects and/or change an issue’s issue type. For a full list of Jira project permissions, refer to this article: https://confluence.atlassian.com/adminjiracloud/permissions-for-classic- projects-1001823931.html 47 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? Is the following statement true or false? Global permissions grant capabilities across the Jira instance. a. True b. False The answer is on the next slide. 48 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? Global permissions grant capabilities across the Jira instance. a. True b. False Answer: a. True Global permissions allow Jira administrators to control functionality that is system wide and project independent. 49 - Managing Jira Projects Copyright © 2023 Atlassian  Topics Jira roles 50 - Managing Jira Projects Copyright © 2023 Atlassian  Default project roles These roles are automatically created in every Jira project Project administrator Project lead Default assignee Board administrator Performs basic project Can be designated as Unassigned or the Can configure a configurations and the Default assignee Project lead board assigns users to project roles For every Jira project, a default set of roles is provided. Each role has specific significance and capabilities in a project. Project Lead, Default Assignee and Project Administrator are automatically created for all projects. These could be different people or the same person. The Project Lead is the person who manages the project, for example; the Project Manager or the Lead Developer. This role can be used in schemes and can be used as the 'Default Assignee. When a new issue is created, if an assignee isn't specified, the project's Default Assignee is used. This can be either the Project or Component Lead, or Unassigned (the default). In Jira's general configuration, the setting ‘Allow unassigned issues’ is set to ON by default. Turn this off if you don’t wish to allow unassigned issues. An additional default role, Component lead, is also created when a project utilizes components, which we will cover later in this course, The Jira administrator assigns one or more users to be a Project administrator for a project. The Project administrator can perform basic project configurations and is responsible for assigning team members to the other project roles. We’ll take a closer look at the default roles in the next few slides. 51 - Managing Jira Projects Copyright © 2023 Atlassian  Default role: Project administrator Designated by the Jira administrator One or more users and/or groups added to the Project settings > People Administrators project role Capabilities: Assign project members to project roles Edit project details Configure boards and field layout Can be referenced in permission schemes, notification schemes, issue security schemes and workflows The Project administrator can edit the project details i.e. name, description, avatar, and URL as well as the project lead. But their most important responsibility is to edit project role membership. They can also define project components and versions. By default, when a project is created the jira-administrators group is assigned to the Project administrators role. 52 - Managing Jira Projects Copyright © 2023 Atlassian  Default role: Project lead Designated by the Project administrator or Jira Administrator Project settings > Details Single user (default is project’s creator) Capabilities: The only user who can be designated as the project’s Default Assignee Can be referenced in permission schemes, notification schemes, issue security schemes and workflows The Project lead is a person who manages the project. By default the Project lead is the project’s creator, but can be reassigned to be any team member. The Project lead can be designated as the project’s default assignee for newly created issues. This role is often fulfilled by the Project Manager or the Lead Developer. 53 - Managing Jira Projects Copyright © 2023 Atlassian  Default role: Default assignee Designated by the Project administrator or Jira Administrator Project settings > Details Either Unassigned or Project lead If no assignee is specified when an issue is created, the issue will automatically be assigned to the Default Assignee Not used in any other way , including permissions and schemes The Default assignee is the person who is assigned to a new issue if no assignee is specified. There are only two choices: Unassigned (the default), or the Project lead. The Jira administrator can configure Jira to disallow unassigned issues, in which case the Project lead is the only choice. 54 - Managing Jira Projects Copyright © 2023 Atlassian  Default role: Board administrator Designated by the Project administrator or Jira Administrator Board settings > General Can be one or more users and/or groups Board creator is default Capabilities: configure the board Not used in any other way , including permissions and schemes The Board administrator is able to configure a specific Jira board e.g., add columns, configure card colors, etc. By default, a board’s creator is automatically assigned as the Board administrator. A board can have more than one Board administrator. 55 - Managing Jira Projects Copyright © 2023 Atlassian  Mapping teams to project roles Understand how your team works and assign project roles accordingly Some teams may have a strict hierarchy and only a few individuals should be project and board administrators Some teams may work best when all members have full control of the project A team member may be an administrator of one project, but a regular user in other projects Job titles don’t necessarily equate to Jira project roles You should know how your team works and what each of them needs to do to do their work in Jira. Then you can set their roles and have the Jira administrator set their permissions in your projects appropriately. For example: Some teams may be more hierarchical, like this Marketing team. They have one person, the Project Manager, who’s in charge and who will have the most control so that person will be the Project Lead and the project administrator. Other team members will be users with the ability to manage their own issues. Other teams, for example agile Software teams, may want to manage their own projects and have everyone in the team have all the project permissions. 56 - Managing Jira Projects Copyright © 2023 Atlassian  Custom roles Jira administrators can create new roles to satisfy specific requirements Permissions are associated with custom roles in a permission scheme The permission scheme is associated with a project Project administrators assign team members to the custom roles Typical use cases: Restrict common functions to specific users Enable specific users to perform functions they normally can’t do If the default roles are not sufficient to satisfy your team’s permissions requirements, the Jira administrator can create custom roles, which can then be referenced in a permission scheme and assigned to Jira projects, where they can be used like any other project role. Typical situations where custom roles are needed is when common permissions, that are widely granted to all users, need to be narrowly restricted to a smaller subset of users, or when certain users need to perform specific functions they normally aren’t able to do. 57 - Managing Jira Projects Copyright © 2023 Atlassian  Custom role: restricting permissions Every Jira Software user can edit issues We’ll remove the default group in our backlog. I'd like to lock this down assignment and assign individual team to just the team members. members to the Developers role, instead. Most issue-related permissions are granted to the default group, jira-software-users. If this default group is assigned to, for instance, the Developers project role, you might be giving broad issue permissions to users who are not part of your development team. Some organizations are comfortable with this situation, but others prefer exerting more control over access to the team's backlog. In this case, the project admin can just remove the default group from the project role in question, then create a custom role to grant the permission to specific users. 58 - Managing Jira Projects Copyright © 2023 Atlassian  Custom role: enabling additional permissions Only the project administrator can add watchers to an issue. We’d like to give this capability to selected team members, but We’ll create an Add Watchers role and assign the Manage Watchers not make them administrators. permission to it. By default, the Manage Watchers permission is associated with the Administrators group for a project. To grant selected administrative permissions to other team members, the permissions can be associated with a custom role, and selected team members can be added to the custom role. 59 - Managing Jira Projects Copyright © 2023 Atlassian  Topics Use cases Now we’ll look at some specific use cases related to permissions. 60 - Managing Jira Projects Copyright © 2023 Atlassian  BUSINESS REQUIREMENT f For certain projects, we need selected team members to be able to delete issues that are no longer relevant By default, only administrators have the ability to delete issues Is it possible to give users the ability to delete issues without making them admins? In this example, certain team members need to be able to delete issues, which normally only administrators can do, but we don’t want to give full administrator permissions to these team members – they only need to be able to delete issues. 61 - Managing Jira Projects Copyright © 2023 Atlassian  Solution The Jira administrator: Creates a custom project role (e.g., Issue Managers) Creates a new permission scheme (e.g., Development Permission Scheme) Assigns the Delete issues permission to the custom role Associates the Development Permission Scheme with the project The Project administrator: Adds selected project users to the Issue Managers custom role The solution is for the Jira administrator to create a custom role and assign the Delete issues permission to that role in a new permission scheme. Once the permission scheme is associated with the project, the Project administrator can assign users to the role, granting them the ability to delete issues. If this requirement wasn’t limited to selected projects, but applied to all Jira projects, creating a new scheme wouldn’t be necessary. The Jira administrator could simply modify Jira’s Default software permission scheme that is applied to all Jira projects by default. 62 - Managing Jira Projects Copyright © 2023 Atlassian  Managing role membership Add and remove users to/from roles on the Project settings > People page Best practice: don’t add groups to project roles. Groups are global and managed outside the project, so the Project administrator cannot control membership. Only add users to roles. To edit project role membership, select Project settings > People. This page allows you to view the project roles and their respective membership lists, as well as add and remove users. Groups are created and managed by the Site administrator, so they are in control of group membership. While it’s possible to add a group to a project role, the Project administrator will not be able to make any adjustments to the group membership. Therefore, it makes sense to add only users to project roles. 63 - Managing Jira Projects Copyright © 2023 Atlassian  BUSINESS REQUIREMENT f For certain projects, we need specific users to be able to start and stop sprints By default, any Jira Software user can start/stop sprints How can we allow only selected users to manage sprints? For this requirement, the ability to start and stop sprints should only be granted to selected team members, instead of to all users, which is the default. 64 - Managing Jira Projects Copyright © 2023 Atlassian  Solution The Jira administrator: Creates a custom project role (e.g., Scrum Master) Creates a new permission scheme (e.g., Development Permission Scheme) Updates the Manage sprints permission so it only applies to the Scrum Master custom role Associates the Development Permission Scheme scheme with the project The Project administrator: Adds selected project users to the Scrum Master custom role In this situation, the Jira administrator creates a custom role and a new permission scheme, and assigns the Manage sprints permission to the custom role. Also, a part of the Jira administrator’s permission scheme configuration would involve removing the Manage sprints permission from all users, so the permission is only restricted to the custom role. 65 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? When a user is added to a project’s Administrators role, they become a: a. Project administrator for that project b. Jira administrator c. Project administrator for all Jira projects d. Site administrator The answer is on the next slide. 66 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? When a user is added to the Administrators project role, they become a: a. Project administrator for that project b. Jira administrator c. Project administrator for all Jira projects d. Site administrator Answer: a. Project administrator for that project. Project roles are specific to individual projects. A user may be a Project administrator in Project A and a regular team member in Project B. 67 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? How do Project administrators manage permissions within a project? a. Assign permissions to roles b. Add roles to projects c. Assign permission schemes to projects d. Add users to project roles The answer is on the next slide. 68 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? How do Project administrators manage permissions within a project? a. Assign permissions to roles b. Add roles to projects c. Assign permission schemes to projects d. Add users to project roles Answer: d. Add users to project roles Project administrators are not able to manipulate individual permission settings. Instead, they can grant permissions to users by adding those users to project roles, that in turn, are associated with specific permissions. 69 - Managing Jira Projects Copyright © 2023 Atlassian  Takeaways Project administrators manage project permissions by adding/removing users to/from project roles Project administrators must work with the Jira administrator to create and apply new custom roles to a project Some takeaways from this module are: Project administrators manage project permissions by editing project role membership, and Project administrators must work with the Jira administrator to create and apply custom roles to a project. 70 - Managing Jira Projects Copyright © 2023 Atlassian  4 Managing Boards In this module, we’ll learn how to manage boards in Jira projects. 71 - Managing Jira Projects Copyright © 2023 Atlassian  What will you learn? Explain how boards can be configured Add columns and map statuses Clean up Kanban boards Implement versioning Here you will explore how boards can be configured and will add columns to a board, map statuses to columns, clean up Kanban boards, and implement versioning. 72 - Managing Jira Projects Copyright © 2023 Atlassian  Board configuration Topics We’ll start by looking at what it means to configure a Jira board. 73 - Managing Jira Projects Copyright © 2023 Atlassian  Kanban and scrum boards Kanban Scrum For teams that manage continuous For teams that plan their work in delivery of work sprints Display all project issues Only display issues In current sprint Backlog column, but can enable a Dedicated backlog page for sprint dedicated Kanban backlog page planning Jira offers two types of boards to track issues: Kanban boards and Scrum boards. Scrum boards are idea for teams working in small cycles, or sprints. Scrum boards have a dedicated backlog where work can be planned and allocated to sprints, Scrum boards are sometimes referred to as “sprint boards” or “agile boards”. On the other hand, Kanban boards are excellent for tracking an ongoing stream of tasks, such as support issues or bug fixes. By default the leftmost column of a Kanban board serves as a backlog, but a dedicated backlog page can be enabled, if desired. Scrum and Kanban are not mutually exclusive. Many team like to use both of them, applying the correct tool for a given task. 74 - Managing Jira Projects Copyright © 2023 Atlassian  Board configuration Ways to configure Jira boards: Add columns to a board Map workflow statuses to board columns Edit column names and sequence Configure swimlanes Specify which issues appear on a board Edit board quick filters Customize card colors and displayed issue fields Jira boards are the primary way team members interact with Jira, so it’s important to that boards are configured to meet the team’s needs. Fortunately, boards are highly configurable and offer many settings that affect their appearance and functionality. 75 - Managing Jira Projects Copyright © 2023 Atlassian  Board permissions To configure a board and any of its settings, you must be either a: Jira administrator project administrator for any project(s) related to the board board administrator for the board itself A board administrator is a user who has been added to the Administrators role for a particular board By default includes the person who created the board Can be more than one person Project administrators and Board administrators are able to configure Jira boards. Board administrators can be assigned on the Board settings > General page. 76 - Managing Jira Projects Copyright © 2023 Atlassian  Who can manage boards? Board Jira Project Board Configuration admin admin admin Create board Add/remove columns Add/remove status All other board configurations The Board administrator can perform the same board configurations as a Jira or Project administrator, except that a Board administrator cannot add or remove statuses. 77 - Managing Jira Projects Copyright © 2023 Atlassian  Does This Look Familiar? Where’s the QA column? I can’t find what I’m looking for It would be great if the most important issues would always appear at the top Too many issues displayed We don’t need to see all these old issues A poorly configured board can be confusing and difficult to work with. If your team can’t locate their issues easily, they won’t want to use the board. 78 - Managing Jira Projects Copyright © 2023 Atlassian  A better board Configure boards to enhance their usefulness A properly configured board, using card colors, swimlanes, quick filters, relevant columns, and meaningful information displayed on cards, promotes team adoption, continued use, and effectively conveys overall project progress. 79 - Managing Jira Projects Copyright © 2023 Atlassian  Columns and statuses Topics In this section, we’ll look at how board columns are tied to workflow status. 80 - Managing Jira Projects Copyright © 2023 Atlassian  BUSINESS REQUIREMENT f We want to apply different statuses to issues moved to a Review column When users move an issue into the Review column, they need to set the status to either: New Revised How can this be accomplished on a board? For this requirement, the team wants to have two possible statuses for issues moved to the Review column. 81 - Managing Jira Projects Copyright © 2023 Atlassian  Solution The Project administrator: Board settings > Columns Adds a Review column to the board Creates two new workflow statuses: New and Revised Adds the two new statuses to the Review column To satisfy the requirement, the Project administrator adds a Review column to the board, creates two new workflow statuses and adds them to the new column. A single column can be associated with any number of statuses. The Board administrator can also create the new column and add statuses to it, but cannot actually create new statuses. 82 - Managing Jira Projects Copyright © 2023 Atlassian  Solution result Users now see a Review column on the board When users drag an issue into the column, they must choose an appropriate status When users work with the board, they will see the newly added Review column. When they drag an issue into the column, the possible status choices will appear, and the users selects one simply by dragging the issue on top of the status name. 83 - Managing Jira Projects Copyright © 2023 Atlassian  Boards and the underlying workflow Board Workflow TO DO IN PROGRESS DONE Let’s look at what’s actually behind the scenes when new columns and statuses are added to a Jira board. Boards are tied to an underlying workflow. For Software projects, the simplified workflow is used for the board that’s created when the project is created. Here’s an example of a simplified workflow for a scrum software development project. The top screenshot shows the sprint board in the project. The diagram at the bottom shows the underlying workflow. Note the connection between columns and workflow statuses. This is the actual workflow that’s used for the board. 84 - Managing Jira Projects Copyright © 2023 Atlassian  The simplified workflow Applied to new projects by default Issues can be transitioned freely between all statuses New statuses/columns can be added GLOBAL TRANSITIONS The simplified workflow is very basic and all its transitions are global transitions i.e. ALL. Global transitions allow any status in a workflow to transition to any other status (either from inside an issue or by dragging issues on the board). Here you see the default workflow for a Scrum software development project. It has only three statuses and issues can freely move between any statuses. The default simplified workflow for a Kanban project has four statuses. A simplified workflow has no conditions, validators, or transition screens on its global transitions. Also in the simplified workflow, the resolution is set and cleared automatically, and that setting can be made from the board. The simplified workflow can only be used if a board represents a single project. Also, if the board was created as a result of creating a project, the board will be using the Simplified Workflow. You can edit this workflow from the board configuration to add new statuses and columns. Also note the different colors of each status. Each of these represents a status category – To Do (blue), In Progress (yellow), and Done (green). You’ll see these colors in all types of workflows. These help you identify where issues are in their lifecycle, particularly in places where a large number of issues are rolled up, for example the Version Details page and Sprint Health dashboard gadget. 85 - Managing Jira Projects Copyright © 2023 Atlassian  Mapping the Workflow to Columns New column New status mapping TO DO IN PROGRESS IN CODE REVIEW DONE It’s crucial to map all statuses to columns Here you see some of the things that can be changed with regard to the relationship between workflow, status, and columns of the board. You can create a new column on the board and then map a status to that column. You can also map a status to an existing column. It’s crucial that you map all statuses to columns. Otherwise issues in “unmapped” statuses will be hidden from the board. You can add columns to boards that are using the simplified workflow or any other type of workflow. But to add a status to a board the project must be using the Simplified Workflow. Adding a status to a board adds a status to the underlying workflow. The workflow now becomes a custom workflow. 86 - Managing Jira Projects Copyright © 2023 Atlassian  SIMPLIFIED CUSTOM A simple workflow A more complex workflow Drag issues freely on the board Specific sequence of steps Easy to use Conditions, validators, and automated functions No transition screens Custom transition screens for input Board and project admins can edit Jira admins can edit, project admins have limited editing The simplified workflow is an easy to use workflow. There are no screens for transitions and users can transition an issue from any status to any other status (drag freely between columns). Also users who are both board and project administrators can edit the workflow via the board configuration, adding statuses and columns. Once you edit a simplified workflow adding statuses and transitions, it is no longer a simplified workflow and becomes a custom workflow. A customized workflow is usually a more complex workflow. Often it has a specific sequence of steps rather than allowing every status to transition into every other status (global transitions). The Jira administrator may add conditions, user input validation and automated functions to transitions in the workflow. There could be screens that pop up during transitions that allow users to enter data for example, a resolution. Jira administrators are the only ones that can fully edit a workflow, Project administrators have limited editing capability for their project workflows. 87 - Managing Jira Projects Copyright © 2023 Atlassian  Adding Statuses to Your Project Workflow Start simple and add statuses only when you need them Create a status whenever: There's a handoff from one person to another A piece of work is going to be in that same status for a long time Don’t create a lot of statuses NEW DESIGN DECLINED Jira ships with a set of default statuses that are used by the default workflows. When editing your project workflow(s), don’t over-complicate your workflow. You want to get fine-grained visibility into the status of work, but building a workflow with 20 or 30 statuses results in a workflow nobody wants to use. It’s better to start with a simple workflow, and add statuses when you need them. When people enjoy using workflows, they’re more likely to keep issues updated, which means your data is more accurate and actually useful. Add statuses that reflect how people actually do their work. Add a new status is when work needs to be re-assigned to another person. Or when a piece of work is going to be in the same status for a significant period of time. This period of time will differ depending on the workplace and the overall period needed for the workflow to be completed. Often management will want to track more data for reporting. It’s important to think through a request for more data. Will that data help us make better decisions? Enable us to help our customers better? Will the proposed change be the best way to get that data, or is there a better way we should think about? Don’t gather data for the sake of data. That will slow down work and negatively impact your team outcomes. Don’t exceed around 7 statuses unless it’s complex change management, or a shared workflow where different phases will be used by different teams. If you add a status to your workflow, you may also need to update filters. 88 - Managing Jira Projects Copyright © 2023 Atlassian  Adding New Statuses Example TO DO IN DEVELOPMENT DONE IN CODE REVIEW FAILED VERIFICATION Would it make sense to add these two new statuses? Stakeholders often want to have statuses for each part of the workflow. That’s generally a good thing, but remember: each status adds more transitions and complexity. Aim for simple and scalable instead. Whenever adding a new status to a workflow, make sure you have no other option. Let’s look at two examples. Code review is an important part of the software development process. Jane, the development manager, wants to add a specific status called In Code Review so it’s clear to her team which issues are under active development, and which issues are awaiting review. Reviewing code is distinctly different than writing code, so it makes sense to add a new state. Bill, the QA manager, wants to add new status called Failed Verification for all issues that don’t pass review by his team. I’d advise against doing this, as the test engineers can simply send any issue that fails review back to a previous state, such as In Development. 89 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? State true or false: A single board column can be associated with any number of statuses? a. True b. False The answer is on the next slide. 90 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? State true or false: A single board column can be associated with any number of statuses? a. True b. False Answer: a. True 91 - Managing Jira Projects Copyright © 2023 Atlassian  Topics Clearing the Done column Now we’ll look at a specific board requirement and explore several ways to satisfy the requirement. 92 - Managing Jira Projects Copyright © 2023 Atlassian  BUSINESS REQUIREMENT f Our Kanban Done column is getting overloaded! What can be done to keep the Done column from being cluttered with too many completed issues? As you know, Kanban boards are structured for continuous work. There are no sprints or workflow restrictions in a Kanban board. Consequently, as tasks move through the board, they eventually land in the Done column where they can accumulate and clutter up the board. So how can we clean up completed issues from a Kanban board? 93 - Managing Jira Projects Copyright © 2023 Atlassian  Four approaches Hide done issues Board filter Quick filter Release versions Basic date-based Modify the board’s Create a filter to hide Use Jira’s versions and Kanban board filter to hide older older resolved issues releases feature to configuration resolved issues that users can apply clear groups of issues We’ll look at four ways to clear up a Kanban board’s Done column. The first three, utilize standard board configuration methods, while the fourth is an optional Jira feature for managing versions and releases, but it also happens to be a way of clearing issues of a board. 94 - Managing Jira Projects Copyright © 2023 Atlassian  Method 1: hide done issues Automatically hide completed issues that have aged Convenient when time is the only criteria Configured in Board settings > General Not available for scrum boards May cause some report results to differ from what’s visible on board If all you need to do is hide aging issues that have ben completed, Jira provides a way to automatically hide old issues on a Kanban board that have been resolved. In the general board settings, select a time period from the Hide completed issues drop- down Resolved issues that are older than the selected time period will automatically be removed from the Kanban board. Note this may cause some reports to return different results than what's visible on the board, since reports only use the board’s filter query to determine the status of issues. 95 - Managing Jira Projects Copyright © 2023 Atlassian  Method 2: board filters Apply a board filter to remove Done issues based on a condition Configured in Board settings > General For example, this query removes resolved issues in the Done column that are older than 5 days: Another way to avoid Done issues from accumulating on your Kanban board is to modify the board’s filter. Here is an example of a JQL query that hides Done issues and issues that have been resolved in the last 5 days. If you want a resolved issue to become visible again in the future, should there be a comment or change added to the issue, use updated instead of resolutiondate in the query. This query can also be implemented as a board sub-filter or as a quick filter. 96 - Managing Jira Projects Copyright © 2023 Atlassian  Kanban sub-filter Kanban boards have a secondary sub-filter Board settings > General Applied after the primary board filter Useful for uncluttering the board Primary filter Sub-filter Project = TIS ORDER BY rank ASC Assignee in (currentUser()) All issues in project TIS Only issues assigned to the current user May cause some report results to differ from what’s visible on board A sub-filter is a feature of Kanban boards only. The sub-filter refines the results of the board filter, and goes into effect whenever the board is viewed. Note that when using a sub-filter, some reports may return results that differ from what's visible on the board, because reports only look at a board’s filter query and do not factor sub-filter. 97 - Managing Jira Projects Copyright © 2023 Atlassian  Method 3: quick filter Applied manually by the user Boards can have multiple quick filters with different conditions Configured in Board settings > General To avoid potential reporting discrepancies that can occur with sub-filters, a query can be implemented as a quick filter instead. However, instead of being automatically applied to the board, the user must activate the quick filter by clicking it when viewing the board. 98 - Managing Jira Projects Copyright © 2023 Atlassian  Method 4: version releases Mobile App Issues can be grouped in Jira by associating them with versions v 1.0 Optional feature managed by Project administrators Releasing a version removes the associated v 1.1 issues from the board Versions are associated Helps organize and schedule projects with issues v 1.2 Can be used in both Kanban and scrum A single version can span multiple sprints v 2.0 Another approach that has nothing to do with board configurations, is to use Jira’s optional version and release function. A version is a set of features released together as a single update to a product. By default, Kanban boards do not require issues to be pre-assigned to versions. This is because Kanban is designed for a continuous flow of work, rather than set iterations. On a Kanban board, you can choose to release a version at any point in time, grouping done issues into a single version. For example, if you are using Jira to manage the development of a product or manage the build of a house, you may want to define different versions to help you track which issues relate to different phases of your product or build (e.g. 1.0, 1.1, 1.2, 2.0, 2.0.1). Jira can help you manage, release and archive your versions. Versions can also have a Release Date and will automatically be highlighted as "overdue" if the version is unreleased when this date passes. Versions are defined in the project and are for that project only, they are not global. They help build out the roadmap for the project. And they allow repeated iterations of a project Versions are typically used in Software projects but are also available in Jira Core projects. Versions are managed by project administrators. 99 - Managing Jira Projects Copyright © 2023 Atlassian  Create and assign versions Backlog: - or - Issue’s Fix versions field: Requires Edit issues permission Issues can be assigned to versions from the backlog or from an issue’s Fix versions field. The version you create can be used in the Affects version and Fix versions fields. As a Project administrator, you also have the option to create new versions. 100 - Managing Jira Projects Copyright © 2023 Atlassian  Versions status The Releases page displays an overview of the project’s versions Click a version to display details The Releases page displays the status of all versions, including previously released versions. New versions can be created from this page, as well. Clicking a version will display additional details and provide the option to release the version, 101 - Managing Jira Projects Copyright © 2023 Atlassian  Releases Referred to as the Release hub After clicking a version on the Releases page, the “Release hub” is displayed, providing a dashboard with real-time visibility into the status and progress of an upcoming release. Also the Release Hub, when integrated with other Atlassian development tools, automatically identifies issues that are marked complete but still have open pull requests or require reviews, as well as any other un-reviewed code or open builds. By ensuring that a completed issue is truly complete, Release Hub mitigates risks, replaces time-consuming status update meetings, and provides for a more confident and stress-free release process for the entire team. Click the Release button will release the version. 102 - Managing Jira Projects Copyright © 2023 Atlassian  Releasing a version Versions can be released from: Releases board menu Releases page Released issues are removed from board Except if issues currently in an active sprint When a version is released, all issues associated with that version are removed from the board. The only exception are issues that are currently part of an active sprint. If there are issues belonging to the version that have not reached the Done column, you can either assign them to another version or choose to release them anyway. 103 - Managing Jira Projects Copyright © 2023 Atlassian  PROS CONS Useful for software projects with Unnecessary overhead for non- designated updates software projects that don’t need to track versions Bundles released issues together Generates metadata that may not Creates audit trail through the be relevant to project release history Can generate unnecessary notifications In terms of clearing issues from a Kanban board, the version release method has some pros and cons that should be considered: Version releases are particularly useful for the management of software projects where designated updates and fixes need to be documented and released. They bundle issues together and create an audit trail. For non-software projects, version releases may create unnecessary overhead and generate additional Jira metadata that's not necessarily relevant to the project, as well as generating additional notifications. We’ve seen how versions and releases can be used to clear issues from a Kanban board, but you will need to decide if this method is appropriate for your team’s projects. 104 - Managing Jira Projects Copyright © 2023 Atlassian  Are you getting it? Which of the following is true? A board sub-filter: a. Overrides the board’s filter query b. Filters issues from the current sprint only c. Overrides all quick filters associated with the board d. Filters the results of the board’s filter query The answer is on the next slide. 105 - Managing Jira Projects Copyright © 2023 Atlassian  Did you get it? Which of the following is true? A board sub-filter: a. Overrides the board’s filter query b. Filters issues from the current sprint only c. Overrides all quick filters associated with the board d. Filters the results of the board’s filter query Answer: d. Filters the results of the board’s filter query. The sub-filter is applied to the results of the board’s filter query. 106 - Managing Jira Projects Copyright © 2023 Atlassian  Takeaways Configure boards to make them understandable and easy to use Reports use a board’s filter query for status information, and in the case of Kanban boards, may return results that don’t match what’s visible on the board when the hide issues feature is used or a sub-filter is applied Some key takeaways from this module are to configure boards to make them understandable and easy to use, and reports look at a board’s filter query, and in the case of Kanban boards, the report results may differ from what’s visible on the board because some issues may be hidden by the hide issues feature or a sub-filter. 107 - Managing Jira Projects Copyright © 2023 Atlassian  5 Boards and Projects In this module, we will learn how boards and projects relate to each other. 108 - Managing Jira Projects Copyright © 2023 Atlassian  What will you learn? Describe the ways boards and projects can be related Configure a board to display multiple projects Configure a project with both Scrum and Kanban boards Create boards based on existing filters Copy a board Here you will learn how boards and projects can be related. How to configure a board to display multiple projects, and how to configure a project to have both Scrum and Kanban boards. You will also create boards based on existing filters and copy boards. 109 - Managing Jira Projects Copyright © 2023 Atlassian  Board and project relationships Topics In this section, we’ll explore the different types of relationships that are possible between Jira projects and boards. 110 - Managing Jira Projects Copyright © 2023 Atlassian  Default project board When a project is created, it is associated with a single board by default One board / one project Project A Kanban or Scrum Displays issues from a single project When a project is created, you have the option to create a Kanban or Scrum board for the project, creating a simple one-to-one relationship between the project and its board. 111 - Managing Jira Projects Copyright © 2023 Atlassian  Other configurations Boards and projects can be arranged to meet your work, tracking, and reporting needs One board / one project Project A One board / multiple projects Project B Multiple boards / one project But other types of relationships between projects and boards are also possible. A single project can have multiple boards. For example, it may make sense to create individual boards for each team that only displays the issues they’re working on. It’s also possible to have a single board that displays issues from multiple projects. For example, you may want to create a master board to display issues from multiple related projects or from multiple teams. 112 - Managing Jira Projects Copyright © 2023 Atlassian  Board filters rule all A board’s filter query determines which projects/issues the board displays project = "Project A" Project A ORDER BY Rank ASC project in ("Project A","Project B") ORDER BY Rank ASC Project B project = "Project B" ORDER BY Rank ASC A board’s filter query determines what projects and issues are displayed on the board. In its most basic form, a Jira board is simply a visual representation of a query result, so a board is only limited by what’s allowable in JQL. A board’s filter query is accessed under Board settings - General. Note: Jira Software allows you to create a company-managed Scrum or Kanban board that displays issues from multiple projects on your Jira site. But, team-managed project issues don't appear in company-managed project boards. When configuring a filter for your company-managed Scrum or Kanban board, you may still use a JQL filter that searches through team-managed projects, but you won't see or be able to transition those issues from your company-managed board. 113 - Managing Jira Projects Copyright © 2023 Atlassian  Multiple projects on a board Topics Now we’ll look at a specific use case for multiple projects on a single board. 114 - Managing Jira Projects Copyright © 2023 Atlassian  BUSINESS REQUIREMENT f We need a master board that includes issues from several projects How can a board display issues from multiple projects? This requirement calls for a board that displays issues from multiple projects. It should also be made clear on the board, what issues belong to what project. Let’s see how we can accomplish this. 115 - Managing Jira Projects Copyright © 2023 Atlassian  Multiple projects A board can display issues from more than one project by: Creating a new board from an existing project or Project A Modifying the filter query of an existing board One board / multiple projects Project B A board can be associated with multiple projects by creating a new board from an existing project or modifying an existing board’s filter query. 116 - Managing Jira Projects Copyright © 2023 Atlassian  Configuring a new board Create a new board based on an existing project Associate multiple projects One way to associate multiple projects with a board is to create a new board, selecting the option to create the board from an existing project. Then in the Project field, specify multiple projects. Note that even though the board will query multiple projects, it still has a home project as indicated by the Location field. This simply means the board will be grouped together with other boards from the indicated project, but this does not determine what the board can display. In the above example, even though the board’s Location is Project B, the board is not required to display issues from Project B. 117 - Managing Jira Projects Copyright © 2023 Atlassian  Modifying an existing board Board settings > General Edit the board’s filter query to include multiple projects Must have board administrator privileges Instead of creating a new board, you can modify the filter query of an existing board to include multiple projects. You need to be the Board administrator to modify the filter query. If you are not the owner of the filter, you won’t be able to edit it directly. Instead, inspect the filter and clone it using Save As. Then change the board filter to the newly saved filter and edit it. 118 - Managing Jira Projects Copyright © 2023 Atlassian  Column mapping Depending on each project’s workflow, statuses may be re-mapped to different columns on the new board May want to add columns and rearrange statuses If the projects included in the new multi-project board have different workflows, the statuses from those projects may be re-mapped to different columns on the new board. To ensure issues and statuses are displayed correctly, you can create additional columns on the new board and rearrange the status as needed. This won’t affect the source projects. 119 - Managing Jira Projects Copyright © 2023 Atlassian  Organize the board by project Use swimlanes to make a multi-project board easier to view Browse projects permission is required on all projects to see issues To keep the board better organized, you can configure swimlanes by project, so each project’s issues appear in their own swimlane, making it easy to distinguish issues from the different projects. 120 - Managing Jira Projects Copyright © 2023 Atlassian  Topics Scrum and Kanban together Next, we’ll explore how a single project can have both Kanban and Scrum boards. 121 - Managing Jira Projects Copyright © 2023 Atlassian  BUSINESS REQUIREMENT f Manage a project with both Kanban and Scrum boards For a Scrum project, may have ongoing tasks not related to specific sprints For a Kanban project, may need to run sprints for selective tasks How can we add different types of boards to a single project? What if you have a Kanban project and you want to run some sprints for the project on a Scrum board? Or vice versa. You have a Scrum project, but want to track some ongoing project tasks that aren't tied to specific deadlines on a Kanban board. Or what if you started a Kanban project, but down the road, realize you now need the project to be a Scrum project instead. How can we add different types of boards to a single project? 122 - Managing Jira Projects Copyright © 2023 Atlassian  Multiple boards A project can be associated with any number of boards Useful for organizing work by team or by type of work Project B Multiple boards / one project Any number of boards can reference a single project. In the most general sense, a project can simply be thought of as a collection of tasks, or issues. And a board is just one particular view of those tasks and issues. 123 - Managing Jira Projects Copyright © 2023 Atlassian  Any board type Add a Scrum board for an existing Kanban project, and vice-versa Depending on filters, permissions, active sprints, each board may display the same or different issues For example, Scrum boards only show sprints, while Kanban boards may show sprint issues plus additional issues not related to sprints Scrum Project B Kanban Since a project is just a collection of issues, and a board is simply a view of those issues, the project itself is neither a Kanban nor a Scrum project - it's simply a Jira project. You can choose to view work in that project either thru the lens of a Kanban board or a Scrum board. Yes, it's true that when you first create a project, you're asked to identify it as a Kanban or Scrum project, but you’re really doing is determining if the initial board for that project is a Kanban or a Scrum board. 124 - Managing Jira Projects Copyright © 2023 Atlassian  Multi-board considerations