How to view tickets from different projects into a single List

[Gelo Gonzales]

Hi Community,

I want to create a priority list that contains tickets from multiple projects, the backlog and the kanban board (ongoing work). 

I first created a board with a filter that allows me to view all tickets from different projects. After that, I can see those tickets appear in the board's Backlog and Kanban Board views. With this, I can manually drag tickets to the top or bottom depending on the priority.

However, I can only drag tickets inside their own views. What I need is the ability to drag or prioritize tickets from both the Backlog and Kanban Board views. Here's an example of what I want to achieve:

Priority List:

1. PROJ-A-002 (status in dev)

2. PROJ-B-001 (status undefined)

3. PROJ-C-001 (status in dev)

The board's List view will meet my requirements but it only shows tickets from a single project (e.g. only from PROJ-A).

Any ideas how to achieve my requirement?

[Hannes Obweger - JXL for Jira]

Hi @Gelo Gonzales

As Bill mentioned, Jira's native List view is scoped to a single space and doesn't use the board's filter. That's the core limitation you're hitting.

A few native options that might get you partway there:

• Saved filter + issue navigator: Create a JQL filter like "project in (PROJ-A, PROJ-B, PROJ-C) ORDER BY Rank ASC" and use it in the work item navigator. You'll get a flat list across projects, but no drag-and-drop ranking and limited inline editing.
• Advanced Roadmaps / Plans (Premium): If you have Jira Premium, Plans can pull from multiple projects and you can reorder items. It's heavier than a simple list though, and more suited to roadmap planning than day-to-day prioritization.

Neither of these fully solves the "single sortable list with drag-and-drop ranking across projects" requirement.

Good news is, if you're open to solutions from the Atlassian Marketplace, you'll have some options available. I'll add more details below. 

Hope this helps,

Hannes

[Hannes Obweger - JXL for Jira]

... and just to expand on my last point: If you're open to solutions from the Atlassian Marketplace, you might want to have a look at the app that my team and I are working on: JXL for Jira.

JXL lets you create spreadsheet-like views (called Sheets) scoped by any JQL query - i.e., a single sheet can cover e.g.

project in (PROJ-A, PROJ-B, PROJ-C)

 - and show all these work items in a combined list. From there you can:

• Rank via drag-and-drop across the entire list, using Jira's native Rank field
• Group by project, status, or any field while still ranking within each group
• Inline-edit fields directly in the table (assignee, priority, status, etc.)

This is how it looks in action:

I should add that JXL can do much more than the above: From support for configurable work item hierarchies, to sum-ups, conditional formatting, or inline bulk editing via copy/paste.

Any questions just let me know!

[Gelo Gonzales]

Hello Hannes,

This might be the one I need. I will try this one. 

Thanks!

[Bill Sheboy]

Hi @Gelo Gonzales 

From what you describe, I assume you have:

1. one or more company-managed spaces (i.e., Jira projects)
2. have created a saved filter spanning those spaces, perhaps with additional criteria by Status values, with an ORDER BY Rank ASC expression at the end
3. have created a Kanban board for that saved filter, mapping all the Status values to columns 
4. and, that board is stored in one of the following: a separate space, one of the spaces noted in #1 above, or in your user profile

If those assumptions are valid, what is possible is...

• from the backlog view, you may drag-and-drop items to reorder them for the Status values mapped to the backlog or the left-most board column, but not both at once 
• from the Kanban board view, you may drag-and-drop items to reorder them relative to the other items within each column 

How do your filter and board configuration compare to what I have described?

Kind regards,
Bill

[Gelo Gonzales]

Hi Bill,

Thanks for responding. To answer your question:

• #1 and #2 are correct
• What do you mean in #3?
• For #4, the board is stored in one of the spaces noted in #1. 

My current ranking/prioritization is the one you described below:

• from the backlog view, you may drag-and-drop items to reorder them for the Status values mapped to the backlog or the left-most board column, but not both at once 

• from the Kanban board view, you may drag-and-drop items to reorder them relative to the other items within each column 

The only issue here is that the dev team and myself need to check the items on multiple views (i.e. 2 views - backlog and Kanban). It would be nice if the board filter also works on the List view because this view contains all tickets in both backlog and Kanban board views.

[Bill Sheboy]

A Jira board is a "view" of the work items in a space, filtered for what is needed.  When the backlog is also used, it uses the same filter as its associate board.

However, the newer "list" view is independent of the filter used for the board / backlog, and by default it shows all the work items in the space(s). 

And, I believe drag-and-drop reordering within the list view is only possible when the items are only sorted by the Rank in ascending order.  That may be changed from either:

• the filter control, and then editing the JQL / options
• or, adding Rank to the columns and sorting by that field

[Gelo Gonzales]

Thanks, Bill. That explains the behavior I'm seeing now. I'll just have to update my process and work on ranking items separately in the Backlog and Kanban Board views.