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In a KanBan board, is it possible to limit the number of tickets shown per status?

David Dean_y5v50x

I'm having a problem with KanBan boards where too many tickets are being shown in the "Backlog" and "Done" statuses.

For example, if each engineer moves 20 tickets to "Done" within a week, and there are 5 engineers on the team, then 100 tickets are showing in the "Done" column.

This is causing a lot of scrolling!

Ideally I want to only show a maximum of 5 tickets in the "Backlog" and "Done" statuses, either by descending rank order for Backlog or my most recent for Done.

Is limiting the tickets shown possible in a KanBan board? Maybe with filters?

Accepted answers

Roberto Miasack

Hi @David Dean

There are a few ways to help at this point.

First, for a large backlog, I advise using a separate backlog to the frame. You can activate it in both team-managed and company-managed projects.

These links can help:

https://support.atlassian.com/jira-software-cloud/docs/use-your-kanban-backlog/

https://support.atlassian.com/jira-software-cloud/docs/configure-columns/#Enabling-the-Kanban-backlog

Second, for a Done with many cards, I advise that you clear this column over time. This is a native function of the Kanban board configuration. (This only works for the last column of the board) 2021-09-19 18_33_24-Window.png

You can also choose to add in the filter so that only unopened cards appear in a short time:

resolutiondate >= -1d

I hope I've helped!

Cheers!

All comments

Roberto Miasack

Hi @David Dean

There are a few ways to help at this point.

First, for a large backlog, I advise using a separate backlog to the frame. You can activate it in both team-managed and company-managed projects.

These links can help:

https://support.atlassian.com/jira-software-cloud/docs/use-your-kanban-backlog/

https://support.atlassian.com/jira-software-cloud/docs/configure-columns/#Enabling-the-Kanban-backlog

You can also choose to add in the filter so that only unopened cards appear in a short time:

resolutiondate >= -1d

I hope I've helped!

Cheers!

Bill Sheboy

Hi @David Dean

Yes, and...to the suggestions from @Roberto Miasack

What type of project are you using: team-managed or company-managed?

For team-managed, issues drop off the board at 2 weeks, and there is no configuration for that yet. Here is the suggestion to add that feature: https://jira.atlassian.com/browse/JSWCLOUD-21257

For company-managed projects, you may do what Roberto suggests. I would add try changing the Kanban sub-filter rather than the main filter. The sub-filter impacts board display on top of the main filter, and the main filter impacts the board *and* reporting.

Kind regards,
Bill

David Dean_y5v50x

Great, thank you @Roberto Miasack and @Bill Sheboy . I am using a company-managed project so there is the option of editing the filter to limit the "Done" tickets to <48hrs.

Shame there isn't an option to do something similar for the other columns, i.e. only show the top x number of tickets based on descending rank.

Bill Sheboy

Hi, David!

When a team has so many things on a column/board that you are looking for filter options, please consider if that is a different symptom to investigate.

In the near-term, you could add quick filters to show/hide stale issues to provide focus and discussion starters. For example, this quick filter would show things that haven't moved on the board in a week or more:

NOT status CHANGED AFTER -1w

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