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How to stop tickets from auto-archiving

Leanne Przybylowski

After tickets spend some time in any of the "done" statuses on various projects my team has, they eventually (after ~2 weeks it seems) disappear. I don't want this to happen, and if it is going to happen, I want to be able to at the very least access them for our end-of-month reporting.

There is a similar question here from 2019, so it seems that this is not new, but I have combed through the community board and found nothing helpful. I did try filtering by project and the done status I was looking for, but I still cannot see the tickets I'm looking for from 3-4 weeks ago.

I have tried finding an "archive" page based on resource pages/community answers and we don't seem to have any. We are a small digital equity non-profit and have the standard JWM plan, if that's relevant.

Thanks in advance.

Accepted answers

Fazila Ashraf

Hi @Leanne Przybylowski

Like @Kuan Yi Ming (ServiceRocket) mentioned, there are settings in the kanban board that hides the done issues after a certain period of time to avoid clutter. However, the issues are not archived or deleted.

You should be able to find all the issues in your project by filtering with the query

Project = "Your project name"

and then add additional filtering clauses to it to get the required issues for your reporting.

All comments

Kuan Yi Ming (ServiceRocket)

Hi Leanne,

It sounds like you're using a Kanban board for your projects. By default, Kanban boards hide completed issues after two weeks. If you'd like to adjust the time when these issues are hidden from the board, click the button with three dots on the top right of the board, select "Configure board" from the drop down menu, and adjust the "Hide completed issues older than" setting under General Settings.

-yiming

Fazila Ashraf

Hi @Leanne Przybylowski

You should be able to find all the issues in your project by filtering with the query

Project = "Your project name"

and then add additional filtering clauses to it to get the required issues for your reporting.

Leanne Przybylowski

Hi Yi Ming,

Thanks for taking the time to respond. I did read about this possible change of configuration, but I don't seem to have it. I am a full administrator in Jira so it doesn't seem to be a reflection of access privilege or anything like that.

Here is what comes up for me when I click the three dots with More:

Screenshot 2023-12-12 at 4.22.55 PM.png

Again, appreciate your time.

Leanne Przybylowski

Hi Fazila,

Thanks as well for your response!

I was trying this earlier based on other community questions and I was convinced it wasn't working. Now upon review I see that I was not turning off the automatic Created Date: within the last 30 days. My mistake!

Paul Janssen

Having exactly the same issue. Any news on this?

Leanne Przybylowski

Hey Paul, I never resolved the "adjust the time when issues are auto-hidden from the board" aspect -- I think it may be something unique to Jira Service Management, but my team is exclusively in Work Management.

In terms of being able to find old tickets, however, I did realize that they're searchable via filters even after they auto-hide from Boards. My goal was to be able to do monthly reporting and refer to all tickets within a specific month, which was solved by better understanding filtering.

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