Company managed task list task assigned to team managed projects

[Adam Pigeon]

I have company managed task list that I am trying to use to communicate tasks I need completed by each department. Some of the tasks may turn into projects and others will stay individual tasks assigned to someone else within the department. Some of the tasks may also need to be assigned to a current project.

I know tasks can be moved but then I lose visibility and I would like to be able to follow the tasks to completion no matter how they get reassigned.

Is it possible to set up a link between corporate managed tasks and other task list or projects?

[Trudy Claspill]

Hello @Adam Pigeon 

Welcome to the Atlassian community. 

If you want to create a new task in a different project while keeping the original task in your current project, you can use the Link Issue function to link them together.

This short video is a tutorial on linking issues.

https://www.youtube.com/watch?v=nSs1Tr6IVFQ

[Adam Pigeon]

Thank you @Trudy Claspill , Do you know if there is an automation for updating both issues for every edit or comment being made?

[Trudy Claspill]

You could create automation rules to copy updates between the issues.

Because you would be working with issues in two different projects the rules would have to be created as multiple project scope. Multiple project scope rules can be created and managed only by Jira Administrators. 

This is a plan that would need to be carefully thought out. If the projects use different custom fields you may not be able to copy absolutely everything between the two issues. You may have to incorporate logic to say "if Field A was changed to value X, then change field B to value Y in the other issue."

In addition you need to consider the limits on automation rule executions per month. Your post is tagged that you are using the Free subscription. On the Free plan you are limited to 100 rule executions per month.

https://www.atlassian.com/blog/announcements/cloud-automation-packaging-update.

There may be an alternative way to keep visibility into the issues that move to another team.

What type of projects do you and the other teams use? Are you using Software projects, Service Management projects, or Work Management project, or some combination of those? You can find the Type for each project in the Projects > View All Projects page.

If you, specifically, have a Jira Software Product license, then you could create a filter that would retrieve all the issues in your project and the ones that have been moved from your project to another project. You would need a way to identify those that have been moved, such as a label, a component, a custom field you could use to flag those issues, or maybe just setting yourself as a Watcher on the moved issues. You could then construct an agile board (scrum or kanban) to visualize all those issues.

Note that the creation and viewing of such a board could only be done by a user with a Jira Software Product license, versus a user that only has access to Jira Work Management.

[Adam Pigeon]

@Trudy Claspill

Thank you again, we are just starting to utilize Jira and trying to figure out the best workflow for the company. I will pass you response onto my project management team.