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How long do items that are completed remain in the Jira board?

mduberstein

I have a free account, I had a Jira board with 9 items.
I have completed 7 and didn't touch the board for 3 weeks. The completed items have completely disappeared without a trace. Not even archived.

Am I missing a filter that I need to clear or enable?
Is this a designed behaviour or a bug?
Can these items be restored somehow?

Accepted answers

Matthew Sinclair

Jira Issues/Tickets remain for the life of your space unless you specify/configure/automate otherwise.

Likely what's happening is your Kanban Board/Scrum Board is dropping completed/resolved issues off after so many days. You should be able to see this configuration by checking your Board settings.

If your not sure - try checking the main space's "List all work items" and see what's there via the quick filters.

Alternatively you could do a search via JQL

"Project = <insertyourspacekeyhere> AND Resolution IS NOT EMPTY" - should display all completed issues to prove they do exist. (if your space key is ABC - its Project = ABC)

Or just "Project = <insertyourspacekeyhere>" for ALL Issues in the space.

I could go on as this turns into a rabbit hole. I'm fairly confident you still have them.

Source:

https://support.atlassian.com/jira/kb/kanban-board-shows-or-hides-completed-work-unexpectedly-in-jira-cloud/

Scrum is similar if your using it - wasn't able to dig up a manual for it.

Trudy P Claspill

Hello @mduberstein

Welcome to the Atlassian community.

Adding to what @Matthew Sinclair said:

For a scrum board the right most column is cleared only as Sprints are Completed. It will not clear automatically unless you have set your sprints to complete automatically.

Can you share with us the specific type of Space you are using? Click the ellipsis button next to the Space name in the navigation panel on the left. A pop up will display. What do the last two lines in the pop up say? It will be something like:

Software space

Company-managed

If you are working with a Software space then the board would be a Kanban board or a Scrum board, and how the Done column is cleared is specific to the board type.

Your Space might alternately be a Business space. Such spaces have a board similar to a Kanban board. The Done column of that type of board can also be set to hide work items automatically. If you are working with such a space you can find information about hiding done items from view here

https://support.atlassian.com/jira-software-cloud/docs/work-with-boards-in-business-projects/

In all these cases the items are just no longer being displayed on the board, but the items still exist. Matthew provided a few ways you can find and view the items.

Sugandha Kshirsagar

Hii,

All issues are definitely available. Completed issues visibility depends on your board configurations.

You can change your board configuration, go to board settings » Details section » scroll down to completed work items and then you can select time frame, you can select 1 week, 2 week or never mind, show all so all completed tickets will always be visible on the board.

Trudy P Claspill

Hello @mduberstein

To change the time period that completed items remain in the last column of a Kanban board for a Team-managed Software space, while viewing the board click the View Settings button.

Then select a time period from the Hide done work items list.

All comments

Matthew Sinclair

Jira Issues/Tickets remain for the life of your space unless you specify/configure/automate otherwise.

Likely what's happening is your Kanban Board/Scrum Board is dropping completed/resolved issues off after so many days. You should be able to see this configuration by checking your Board settings.

If your not sure - try checking the main space's "List all work items" and see what's there via the quick filters.

Alternatively you could do a search via JQL

"Project = <insertyourspacekeyhere> AND Resolution IS NOT EMPTY" - should display all completed issues to prove they do exist. (if your space key is ABC - its Project = ABC)

Or just "Project = <insertyourspacekeyhere>" for ALL Issues in the space.

I could go on as this turns into a rabbit hole. I'm fairly confident you still have them.

Source:

https://support.atlassian.com/jira/kb/kanban-board-shows-or-hides-completed-work-unexpectedly-in-jira-cloud/

Scrum is similar if your using it - wasn't able to dig up a manual for it.

Trudy P Claspill

Hello @mduberstein

Welcome to the Atlassian community.

Adding to what @Matthew Sinclair said:

For a scrum board the right most column is cleared only as Sprints are Completed. It will not clear automatically unless you have set your sprints to complete automatically.

Software space

Company-managed

If you are working with a Software space then the board would be a Kanban board or a Scrum board, and how the Done column is cleared is specific to the board type.

https://support.atlassian.com/jira-software-cloud/docs/work-with-boards-in-business-projects/

In all these cases the items are just no longer being displayed on the board, but the items still exist. Matthew provided a few ways you can find and view the items.

Sugandha Kshirsagar

Hii,

All issues are definitely available. Completed issues visibility depends on your board configurations.

mduberstein

NOTE:
This is a corrected post. In the previous version I stated "Company-managed".
This was a mistake. Sorry for everybody's time. This Board is Team-managed!
———————————————————————————————————————
Thank you @Matthew Sinclair and @Trudy P Claspill !
The Board was created using the Kanban template, the Space is not Business.

The last two lines in the pop said:
Software space
Team-managed

I can see all items if I use the List view.
I still couldn't find where is the setting that controls items visibility on the Board view.
Kindly point me to where it might be.
Thank you again!

Matthew Sinclair

From → https://support.atlassian.com/jira-software-cloud/docs/configure-a-company-managed-board/

Access board settings

From your board, select more () then Configure board.
On the Board settings screen, select the desired tab (Columns, Swimlanes, etc).

If you need to see both the work and the rest of your scrum or kanban board, you can choose to open the Jira work item as a right sidebar. To do it, go to a board and choose > Open work items in sidebar.

This isn't to be confused with "Space Settings" - which is your Jira space's configuration.

Josh

Hi, since it's a company-managed Kanban board, this is the exact place:

On the board, select More (•••) in the top right, then Configure board (in some layouts it's labelled Board settings).
Stay on the General tab and scroll down. You'll find the option to hide completed work items older than a set time. The choices are 1 week, 2 weeks, 4 weeks, or show all.
Pick Show all, or a longer window.

The default is 2 weeks, which matches what you saw: you finished the items, didn't touch the board for 3 weeks, and they dropped off. Nothing was deleted or archived. They're just past the window, which is why the List view still shows them. Atlassian explains the behaviour in Kanban board shows or hides completed work unexpectedly. Two details from that article are worth knowing:

"Completed" means any status in the Done category, whichever column it's mapped to.
Editing a done item restarts its timer, so an old item can reappear for a while after someone changes it.

If you ever use Releases, the default sub-filter on that same General tab also hides work in a released version. That's the other common reason done items disappear.

mduberstein

Josh, I am so sorry for the time you spent trying to help.
This is Team-managed board.

Matthew Sinclair

After doing some digging - this appears to be a feature limitation of "Team Managed" spaces - they fall off after 14 Days (2 Weeks) and that's that (at least from what I've searched I tend to avoid Team Managed spaces like the plague these days).

Seems a little odd - and I'm highly skeptical.

Only suggestion I have is to create a Dashboard/Filter that specifically shows any/all Resolved tickets like I suggested in my initial answer as a work around.

I am curious however - you didn't find anything in your board settings what so ever?

Trudy P Claspill

Hello @mduberstein

To change the time period that completed items remain in the last column of a Kanban board for a Team-managed Software space, while viewing the board click the View Settings button.

Then select a time period from the Hide done work items list.

Matthew Sinclair

You'd think this would be easier to spot in documentation! 🤣

mduberstein

@Trudy P Claspill - you nailed it. Thank you.

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