Creating Cross-Project Subtasks in Jira

[Sherly Fratista]

Hi,

Define case :

My team has a scenario where we need to create subtasks in a different project while still maintaining the relationship or link to the main task/story. 

Problems :

- Is this feasible? If not, are there any solutions or add-ons (free) for my team to utilize?

We have tried, such as manually creating linked issues, but it doesn't align with the team's goal of achieving automation. Are there examples of automation rules that we can use as a reference?

Thank You

[Danut M _StonikByte_]

Hi @Sherly Fratista,

It is not possible to have Tasks with Sub-tasks in different projects.

But, instead of Task > Sub-Task you could use Epic > Task relationship because you can add tasks from different projects to epics. This means to use Epic instead of task and Task instead of sub-task. Not ideal, but might be a potential solution.

Also, if you have Jira premium with Advanced Roadmaps, you could try using a custom issue type (like Initiative) instead of Epic. In this case the relationship used would be Initiative > Task. 

Hope this helps.

Danut.

[Amay Purohit_RVS]

Hi @Sherly Fratista , 

You can use Issue Links to create a custom Hierarchy which will not impact your current project structure. If you would be interested in an add-on for this need, you can try out our plugin.

Issue Hierarchy 

The app shows your issue hierarchy in a tree view. The app can help you easily Sum up values (time tracking/story point/custom numeric fields) to see overall progress for your Issues at each parent level. Also it provides excel like editing for all the values right on the report and see real time progress updates. 

Do give it a spin.

(Disclaimer: I work on RVS, the vendor for this app)

[Tom langton]

I will look at this

[John Funk]

Hi Sherly,

Can can't have a sub-task linked to a parent on another project. You can have a task or a story as a child to an Epic on another project. But not parent > sub-task. 

Or if you want to keep the current parent > sub-task you could do an issue link to another issue on a different project. 

[Rudy Holtkamp]

Hi @Sherly Fratista ,

To be blunt, this is not feasible.

A subtasks always belongs to it's parent and is created in the same project. You should opt for an issue link, which indicates that it is a 'subtask' or at least that it has a some kind of relation with 'parent'

You can only do this with issues that are higher in the hierarchy like epics and stories (in a standard plan) or initiatives and epics (if you have a premium plan).

[Tom langton]

Not an answer as such but an observation and follow up question. Enterprise service management is being pushed by Atlassian now which is great. However not being able to reference "related" actions on a request across the projects feels limiting.  For example an HR onboarding request will reach out to IT to provide IT equipment and access , plus to facilities to provide desk space etc etc. How do you manage and track these sub tasks needed from the HR parent ticket to ensure visibility of the whole multi team effort needed to complete ?

[John Funk]

In the HR case, I create an Epic for the new employee. Then all of the tasks - no matter what project or who is doing them, are created as children under the Epic. Then those that need to so the overall effort and and status can see that in the Epic. 

[Tom langton]

Thanks- will need to have a think as most situations would see the parent ticket be a service request, with many sub tasks (ideally allocated to the relevant teams projects)

ie HR parent SR- sub requests/tasks 1) IT install software 2) estate allocate desk 3) Finance arrange payrol etc etc

[John Funk]

You cannot have a sub-task in a different project from the parent. You can have an Epic in a different project with child tasks under the Epic in a different project. It might must be some nomenclature, but those are not "sub-tasks". 

And, yes, if I am following you correctly:

(Epic) SR-123 John Doe Onboarding

               (Task)     IT-5433 Install software for John Doe

               (Task)    HR-87583 Estate allocate desk for John Doe

               (Task)     FIN-2322 Arrange payroll for John Doe

[Tom langton]

Thanks John, we will look into this  . Feels the wrong use of an  Epic but may be the only way (until something changes) - I actually had a meeting with Atlassian re ESM yesterday and discussed this.. They have offered to take it back to the product teams for consideration. I am guessing i wont hear again on the matter but if i do you will be the first to hear! :)

[John Funk]

I guess that I would disagree that it is a wrong use of an Epic - I think that is exactly what an Epic is for.  :-)

Yep, let me know if you hear something.