Issues disappearing from "Done"

[Max Drougge]

Hello. 

We are using Jira for planning various projects. I have noticed that in some projects, for no reason, the issues which are put under "Done" just sometimes gets deleted. This is not good as we need to track what we have done, and why.

Why are issues disappearing randomly? It has happened in 2 projects now and I have not found a way to recover them... I would say that this is critical to the planning and follow up. 

[Fazila Ashraf]

Hi @Max Drougge 

Welcome to community!

It is clear from your other comments that those issues were not deleted but just not available in the view you see. 

I recommend to check the settings details @Dick  shared for the kandan/scrum boards. But sharing screenshots of where you do not see them can help us guide you better.

[Dick]

Thank you @Fazila Ashraf, for giving more guidance to Max. I think we're both curious what the board filter (accessible using the edit filter query link) would look like. 

@Max Drougge , could you copy that query into this thread, so we can evaluate if there is something in there that could cause the not-displaying of your Jira-issues?

We're here to help Max,

Dick

[Simon König]

Hi @Max Drougge and welcome to the community.

If you can't remember the name of the Issue maybe you can check if there are missing keys. They are unique, so if you search for all Issues of a given project (include all issue types) and you can see a skip, that could identify the Isssue-Key and maybe help us to get deeper into it.

As a very fast precaution: Can you look up the Permission for Issue deletion and who might be able to do that, if not done by yourself? Also: Do you have any external integrations?

kind regards

[Max Drougge]

How do I do that search? 

No one but me has the right to delete issues. And I have certainly not done it. Only external integration is Teams. I have done nothing through teams, though. 

[Max Drougge]

So. I checked the "Summary" menu and there, I can see old "Done" issues which has child issues etc. They are not visible on the "Done" list on the board. Is there a way to make them show up there? 

[Max Drougge]

Alright so I checked the "List" and they show up there. So they are not deleted. But why are they disappearing from the board? I think it's easier to have them on the board all the time. 

[Simon König]

Hey @Max Drougge

Issue on the Done Part of a Board will disappear after some time as @Dick suggested.

Maybe we should look at the problem from a different angle: What do you want to accomplish / see? Do you maybe want a page dedicated for done Issues, or just all issues regarding of status? Maybe this approach will get us (and you) faster to what you need.

Kind regards

[Dick]

Hi @Max Drougge Welcome to the Atlassian Community

Can you please verify the deletion by searching for the disappearing issue first: 

In the Issues menu, you can search for issues. Please use the below JQL.

project = YourProjectName and status = Done

Happy to hear from you soon,

Dick

[Max Drougge]

Thank you for the quick reply. Unfortunately I can't remember the Issues by name which have disappeared. Is there any other way? 

[Dick]

Hi @Max Drougge , 

Jira doesn't delete stuff, but things in the "done" column on a Kanban board under standard setup, get filtered out after two weeks. 

This behavior of the board can be configured. 

Top right on your board, you find a Board dropdown. Choose: Configure

On the next screen you select General, and there you can see the term:

hide completed issues older than pulldown : two weeks.

Hope you have a Kanban board that acted up

Dick

By voting for helpful posts and marking answers to your question, you're helping people with similar questions find a solution more quickly. Sharing is caring applies to knowledge as well :)

[Max Drougge]

We just use the normal "Blank Project" and not the Kanban. Any similar settings on the Blank Project? 

[Dick]

And the good thing is, Max:

If it's really a Kanban board you're using, you can press the Release button and make a release. This action bundles all the done issues together. You can then select a number of graphs and lists under Reports (left on main screen), to see what issues you've tackled with your team in that release (read: period of time / quarter / year etc). 

Kind regards,

Dick

By voting for helpful posts and marking answers to your question, you're helping people with similar questions find a solution more quickly. Sharing is caring applies to knowledge as well :)

[Max Drougge]

Like I wrote, I am not using Kanban. 

[Dick]

Even the "blanc project" can have a Kanban board. Boards are just the pair of glasses you put on to look at your project. You can have multiple pairs of glasses (so multiple boards) in one project.

Here's what the configuration looks like. The bottom row displays the extra filter with the value of two weeks.

[Dick]

If the option to hide the done issues is not available, you are indeed using scrum. 

In that case you have to click the edit filter query link on that configuration page and see if there are other restraining filters active from within your search query that you use to fill the board with issues.