How to manage/delete repeated status'?

Harees Hussain April 2, 2024

Hey community, I want to manage all my status' across my Jira Software projects.

Attached is view from Kanban board configuration.

Im trying to standardise my projects a bit, by having the same To Do status found in each project however, as you can see, it seems duplicates exist across the organisation's Jira account.

Whats the best way to tackle this?

Delete Status in Jira.png

2 answers

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John Funk
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April 2, 2024

Harees,

This is the result of using Team-managed projects and one of the reasons I don't like them. I have not found a good way to identify which one it is without just doing a trial and error with them. You might try just limiting the rule to a single project initially to see if that helps identify the correct status. 

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Stephen Wright _Elabor8_
Community Leader
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
April 2, 2024

Hi @Harees Hussain 

These Statuses will be coming from one of two places...

---

Global Statuses:

To view these...

  1. Go to Settings (cog icon in top-right) > Issues
  2. Select Statuses from the left-hand menu

I'd recommend ensuring in here there aren't any duplicate or similar sounding statuses - so for example...

  • TODO and To Do aren't both required
  • Look for Statuses which use additional characters, or additional letters - eg. To Doo, To-Do, etc
  • You could also look to combine statuses with a similar definition - eg. To Do, New, Open, etc could all mean the same thing

---

Team-managed Statuses:

This is a little harder to govern, or do something about.

Every Team-managed Project's Statuses are "unique" - which means they have a different ID per status. That's why you have so many Statuses just called "To Do" - technically, these are all different statuses.

Your options here are...

  • Limit the use of Team-managed Projects
  • Archive/delete Team-managed Projects which aren't in use
  • Don't add Statuses or edit Workflows from this menu for Company-managed Projects - add them via the admin settings instead (i.e Settings > Issues > Workflows)

---

Once identified you can begin to make changes to Workflows and move data across Statuses. Be careful though - make sure to bring users on the journey and be aware that changing a Status can have other impacts - eg.

  • Dashboards or Filters might be using the current Status
  • Replacing a Status could impact a Board and its reports
  • They might be being used in Automation Rules
  • They might be used as part of Confluence Jira issue macros
  • ...etc

It's important to change manage this carefully.

Ste

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