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Setting up Rules and Permission on the Kanban Board to Move Tickets

Abdul Kader Broachwala

Hello,

We have designed a Kanban Board workflow with columns - "Backlog", "To Do", "In-Progress" and "Done" so that the team can move the tickets as per this workflow.

However, we are facing a challenge as some of the team members are not following the above-mention workflow and moving the tickets from Backlog to Done/In-Progress.

Is there a setting or permission that could be applied to the board so that they cannot move a ticket from Backlog to any column on the board and instead follow the above process?

I would appreciate it if anyone could guide me about this setting? Thank you in advance for your help.

Accepted answers

Trudy P Claspill

You would need to modify the workflow used by the project(s) visualized in the board.

The board is just a method to visualize and manipulate the issues. The issues themselves and the workflow exist in the project, not "in" the board.

If you want to set rules on how issues can change from one status to another, you do that by modifying the Workflow.

Are you working with Cloud-hosted Jira or Server/Data Center hosted Jira?

If you are working with Jira Cloud, are you working with a Team Managed project or a Company Managed project? The interface for modifying the workflows differs depending on which you work with in Jira Cloud.

When we have the answers to your hosting and project type, we can point you to the documentation that provides guidance, and provide more specific help.

All comments

Trudy P Claspill

You would need to modify the workflow used by the project(s) visualized in the board.

The board is just a method to visualize and manipulate the issues. The issues themselves and the workflow exist in the project, not "in" the board.

If you want to set rules on how issues can change from one status to another, you do that by modifying the Workflow.

Are you working with Cloud-hosted Jira or Server/Data Center hosted Jira?

When we have the answers to your hosting and project type, we can point you to the documentation that provides guidance, and provide more specific help.

Abdul Kader Broachwala

Hello Trudy,

Thank you for your prompt response. We are hosting our own server for JIRA. Sorry I am trying to understand what exactly I need to do when I go to the project settings>workflow? When you say modify the workflow. Could you please provide an example for setting up rules or permission for the Kanban columns?

Trudy P Claspill

The rules are not "for" the Kanban columns. The Kanban columns are just a way of visualizing the available workflow. The rules are for the workflow, and the Kanban board functionality is constrained to the rules in the workflow.

I work in Jira Cloud, so what I see may be slightly different than what you see in Jira Server.

To modify the workflow you may need to be a Jira Administrator. The workflow assigned to your project may be shared with other projects. In that case, any change made to it would affect the other projects too, and the changes then can be made only by a Jira Administrator. Are you a Jira Administrator? If you are not a Jira Administrator then you should reach out to your Jira Administrators to get help with modifying the workflow.

Following is some information to help you understand workflows and transitions. You can also find information in the documentation, starting with this document:

https://confluence.atlassian.com/adminjiraserver/working-with-workflows-938847362.html

Typically in the default workflow issues are allowed to transition from any status to any status. That is designated by the "All ...> " symbols you see pointing to each Status in the workflow diagram. Here's an example

Screen Shot 2021-12-10 at 11.01.21 AM.png

These means an issue in any status (represented by "All") can transition/change status to (represented by the arrow) to the specified destination status. An issue in any status can be changed to the In Progress status, for example.

If you want to restrict the statuses an issue can be moved to/from you have to remove the existing "All ---> " transitions and add new transitions.

In this example I want the users to be able to transition to the In Progress status only if they are currently in the To Do status. So I removed the "All --->" that pointed to In Progress, and added a transition from To Do to In Progress.

Screen Shot 2021-12-10 at 11.10.44 AM.png

If you wanted to restrict changing an issue from any status to the To Do status, you would remove the "All --->" pointing to To Do also. But, if there are scenarios where you do want to allow an issue in another status to change back to To Do, then you would have to also add transitions from those other statuses to To Do.

Screen Shot 2021-12-10 at 11.18.48 AM.png

There are additional ways to constrain issue transitions. For instance, Conditions can be applied to transitions so that only members of a certain user group could execute the transition.

If you want to learn more about workflow management there are documents and videos available. If you are not a Jira Administrator, then I recommend you consult with your Jira Administrators on this topic.

John Funk

Hi Abdul,

You should modify your workflow to be more linear. Meaning you should create transitions from one status to the next in the order of the flow and not use the ALL transitions for each status.

To modify the workflow, go to Settings > Issues > Workflows

Then search for your workflow that you want to change and click on Edit.

Abdul Kader Broachwala

Hello Trudy,

I loved the way you explained the workflow and their transitions by providing examples. In my current organization, I do have the JIRA administrator permissions. Following your example, I was able to create transitions and removed "All" by editing the workflow. However, when I published my Workflow after adding transitions and later tested it. I couldn't move any tickets on the board. Please let me know if I am missing anything here? Below are the transitions I have created

Backlog - "Backlog to To Do"
To Do - "To Do to In-Progress"
In-Progress - "In-Progress to Done"
Done - "Done to In-Progress

Abdul Kader Broachwala

Hello John,

Thank you for your response. How do I search the intended workflow? I do not see that option. I just see "Add Workflow" and when I click on it, it is asking for a name and description.

John Funk

You can just do a CTRL F and search for part of the name.

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