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Issue in backlog automatically moved to kanban board and I don't want that

Lucie Zemanová

Hello all,

for our team we have set up a project in company managed Jira system. We wanted to have two boards - one Kanban for issues not related to project work - administration and organisational stuff and Scrum board for our work packages.

When I was setting up the project, there was a problem with these two boards not allowing me to distribute issues between the kanban and scrum, so I created a filter for the kanban board as follows:

project = 123456 AND sprint is EMPTY ORDER BY Rank ASC

But now, all issues created in backlog are automatically moved to the kanban board from backlog. Workflow of my company does not allow me to move issue back to backlog.

How can I modify my filter for the issues to stay in backlog before they are assigned to either kanban or sprint, but issues in a sprint not showing on the kanban board?

Accepted answers

Marc -Devoteam-

Hi @Lucie Zemanová

Can you show the configuration of the board and the workflows that are used?

The problem is not the filter, but the process followed in this case.

The filter say project X and Sprint value on an issue is not empty.

So any issue in the project with no sprint value set in any status will be on the kanban board.

Do issues that are in status backlog, of this is the initiatl state of you workflow, need to bee on the kanban board?

If not adjust the board configuration and remove status backlog to not be present on the board.

Lisa Forstberg_o85gu4

Hi @Lucie Zemanová ,

Welcome to the community!

What is the filter of the Scrumboard?

If it is project = 123456 AND sprint is not EMPTY ORDER BY Rank ASC I can see that the behaviour you describe will happen.

Thing is, right now creating the issue is happening before classifying the issue into project work vs dev work (ie putting it in a sprint).

If your scrum board have a catch all filter project = 123456 ORDER BY Rank ASC it will contain both project work and dev work and you then need a method via quick filter hide the project work.

I think the easiest you can do is to divide issues into project work (kanban) vs development work (scrum) via issue types rather than if it is in a sprint or not. For example Task = project work and Story = Development work.

There are other ways; asking admins for adding a custom issuetype for project work, adding labels, adding custom field for classifications and filter on that.

best regards

Lisa

All comments

Marc -Devoteam-

Hi @Lucie Zemanová

Can you show the configuration of the board and the workflows that are used?

The problem is not the filter, but the process followed in this case.

The filter say project X and Sprint value on an issue is not empty.

So any issue in the project with no sprint value set in any status will be on the kanban board.

Do issues that are in status backlog, of this is the initiatl state of you workflow, need to bee on the kanban board?

If not adjust the board configuration and remove status backlog to not be present on the board.

Lisa Forstberg_o85gu4

Hi @Lucie Zemanová ,

Welcome to the community!

What is the filter of the Scrumboard?

If it is project = 123456 AND sprint is not EMPTY ORDER BY Rank ASC I can see that the behaviour you describe will happen.

Thing is, right now creating the issue is happening before classifying the issue into project work vs dev work (ie putting it in a sprint).

If your scrum board have a catch all filter project = 123456 ORDER BY Rank ASC it will contain both project work and dev work and you then need a method via quick filter hide the project work.

There are other ways; asking admins for adding a custom issuetype for project work, adding labels, adding custom field for classifications and filter on that.

best regards

Lisa

Lucie Zemanová

Hi Marc,

please see the issue workflows we are using and the information i can see in board configuration.

What ever issue I create just isn't staying in the backlog and is automatically in the kanban board even after i have disabled the filter.

I do not have rights to edit workflows, or automation, that is set by the company.

Thank you

Lucie Zemanová

Hi Lisa,

but why my issues on the kanban board are not staying in the backlog? I have created a test issue in the backlog, but it is automatically on the kanban board? Why won't is stay in the backlog?

Is it because of the workflows of my company?

Thank you for your answer

Lucie

Marc -Devoteam-

Hi @Lucie Zemanová

A board is based on columns these columns contain workflow statuses, the filter just specifies the issues that will be on the board.

So if any issue in you project 123456 is made, it will be in the To Do status, so it will be on the board.

You tried to separate by using the sprint field, but if the sprint field is empty, the issue is still on the board as it is in To Do stat with field Sprint empty

Adjust your workflow and make the initial status Backlog. Then all new issue will be in status Backlog, remove the status Backlog from your kanban board.

Then move issues in To Do, will show them on the kanban board, just make sure that work related to sprints alwasy needs to be in a sprint

Or you will need to have a custom field, component or label to differentiate between your project/admin work and development work.

Then you could amend your filter of the kanban board, based on the differentiator.

Lisa Forstberg_o85gu4

Hi @Lucie Zemanová ,

I think Marc helped you above.

The Backlog in the kanban board is represented by a status in the workflow. You manage this through mapping statuses to columns in board settings.

The Backlog column should be your first status in the workflow, and the next column should be one of the statuses coming second (we need to ensure there definitely is a step in the workflow to the second status).

See an example from my site:

Screenshot 2024-08-29 at 12.03.57.png

You mentioned you are not allowed to change the workflow so the easiest you can do is for the kanban board map your "Todo" status to the Backlog column and the "In progress" to the column to the right of the Backlog column and then add the two other statuses as separate columns.

best of luck!

/lisa

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