Calendar view of all tasks assigned to me across all spaces within a team

[jrmorrison]

I've been searching and playing around and can't seem to find a solution! 

Context: We have one team and multiple spaces which represent 50+ projects we have going on within the team. Space A might have Jane, Sue, and Joe while Space B might have Jane and Sue, but also Mary. Space C further has Joe and Bob. 

I need these individuals to have a calendar view of all work items assigned to them. I need some easy way for this dashboard/plan/board to update as new Spaces are added. I know, for example, that I can create a plan to pull my work items, but then I have to update the plan to get it to pull a new space that's added next week. 

As an admin, I don't mind getting a single something created and then allowing individuals to filter for themselves. It's definitely the blind (me) leading the blind (my team) over here, so help, particularly as detailed as possible, will be so very much appreciated!

[Trudy Claspill · Accepted solution]

Hello @jrmorrison 

A Plan is the only native way to get a Calendar or Timeline view that spans multiple projects.

With a Plan you can set the plan source as Spaces/Projects, Agile Boards, and/or Saved Filters. You can do combinations of those.

If you are trying to collect data from Spaces there are a few ways you can simplify the management:

1. You can modify the Plan Settings to add the each new Space as another source, as the Spaces are created.

2. You can create and save a Filter that selects the items from the specified Spaces, and set the Plan to use the Filter as the source. You would then need to update the Filter each time a Space is added. The benefit of this is that Dashboard and other Filters could also be created using that Filter as a base and adding the criteria "AND assignee = currentUser()" to get the data reduced to the items assigned to the user viewing the results.

3. You could create and save a filter that is based on the Category you assign to a Space.

Each time you create a new Space that needs to be included, set the Category to a pre-determined shared value for that Space. Then it will automatically be included in the results of the filter. If you use that filter as the source for your Plan, then the Plan will automatically include items from the new space also, as will any other filters that use the above filter as a base.

Each Space can have only one Category value, so if you already use Space Categories for another purpose then this solution may not be right for you.

[jrmorrison]

Ah, super helpful and I figured the Plan approach was the way to make something work. 

Option 3 (category) would definitely be ideal. I haven't employed categories at all and it's been on my to-do list to figure out how/when to use them. I'll test this approach out. Thanks!!

[Nick]

Hi @jrmorrison ,

I'm Nick, I work on the team that built Calendar for Jira plugin and your use case looks like a good fit. Here's how it could work:

Admin setup (once):

Create a JQL Calendar that pulls issues across all your projects with something like project in (SpaceA, SpaceB, SpaceC, ...). When you add a new Space next month, just update the JQL query and everyone's view updates automatically.

Mark it as a Default Calendar so it shows up for every team member right away, no need to invite anyone.

Then create a few Quick Filters: one per team member (assignee = "Jane", assignee = "Joe") plus a universal assignee = currentUser(). Filters are shared across the calendar, so you set them up once and the whole team gets them. They support AND/OR logic too, so people can combine, say, "my tasks" with "Blocker priority".

How the team uses it:

Everyone opens the calendar, picks their filter and sees their work across all projects. Jane sees Space A + B, Joe sees A + C, and so on. No setup on their side.

You can also skip filtering altogether and use color conditions instead. Give each assignee their own color and everyone sees the full team picture while still being able to spot their own tasks at a glance.

Calendar supports day/week/month/quarter views, drag-and-drop rescheduling and can be added as a dashboard gadget if you want it embedded somewhere central.

Let me know if you have any questions!

[jrmorrison]

I briefly looked at third-party apps. Since we're a nonprofit (research center in a university), I'm obviously trying to avoid increasing costs more than we have already invested in Jira alone.