Documentation on archiving individual issues in a team-managed project?

[Matt T]

Hi There,

Where can I find the documentation on archiving of individual issues in a team-managed software project? Lot's of issues piling up in the 'done' column on a new project...

Thanks in advance.

[Trudy Claspill · Accepted solution]

Hello @Matt T 

Welcome to the community.

Are you working with a Scrum Board or a Kanban board for your Team Managed project?

For a Scrum board, the "done" column should be cleared of issues in a completed sprint when you use the Complete Sprint.

For a Kanban board, the issues will be hidden automatically when the Resolution Date reaches 14 days in the past. There is no option for changing that to hide "done" issues sooner.

[Matt T]

Yes, we are using Kanban. Issues are automatically being hidden 14 days after we move them to 'done'.

I can see the archived issues when I search for them using the 'Issues' search and select a 'Resolution Date' of 'more than 2 weeks ago' (under the 'more + 'search option).

Thanks.

[Matt T]

I review and report on 'done' issues each week.

As issues are 'piling up' as velocity increases, I've created a separate 'Done and Ready to Archive' column which I move issues to each week, after I've done my report. This means issues can spend up to 1 week in 'Done' and up to 1 week in 'Done and Ready to Archive'.

Is there a best practice here?

[Trudy Claspill]

I'm unclear what problem you are trying to solve, exactly.

Is the problem simply that you see a large number of issues in your Done column because a large amount of work is being completed within the past 14 days?

In that case, with a Kanban board and a Team Managed project, the standard is simply to let the issues age out of the column after 14 days.

If you want more control over how long issues continue to display in the Done column of a Kanban board, you could use a Company Managed project instead. For such projects you manually create your Kanban board, and have more configuration options available for that board. For such boards you can set the aging on the done column down to 1 week. You can also add Quick Filters for boards created for Company Managed projects, and with the Quick Filters you could create one called "Hide Done" and give a JQL of "statusCategory!=Done"

But, with Company Managed projects the administrator of the project does not have access to customize things like workflows, screens, and fields. That can be done only by a Jira Administrator. So, there is a trade off.

[Matt T]

Yes, the problem is that I see a large number of issues in your Done column because a large amount of work is being completed within the past 14 days. 

[Trudy Claspill]

As I mentioned, with a Team Managed project you have no ability to change the aging of issues in the last column. The work around you have implemented with another column is about the only thing available for Team Managed projects in Jira natively. There might be something that could be done with a third party app, but I have not investigated that.

The other native solution is the alternative I suggested about using a Company Managed project instead where you have more control over the aging of issues out of the last column and the ability to use quick filters to "hide" issues.