Hi Atlassian Community!
My name is Ivan, and I’m a Product Manager on Jira Software Cloud.
Project admins are spending hours a week tracking their team’s work on their boards. End users use the board to update their work and need to visit it frequently.
We’ve heard from many of our users that having too many completed issues causes more clutter and increased their board’s load time, slowing their team’s agility.
In our continued effort to increase the performance and scale of next-gen projects, as well as provide admins with an easy and flexible customization option, we are launching the ability to clear Done issues at any time with manual board clearing.
Not only will this prevent completed issues from piling up on the board, it also allows next-gen boards to load and perform faster overall.
For project admins, you’ll have control over when completed issues disappear from your board.
For teams, you’ll be able to focus on the work that matters most to your team.
Manual board clearing will be an exclusive feature for next-gen projects. This is for next-gen Kanban (sprint-disabled) projects, and you'll need to be an admin to use it.
We believe that giving you more control over when you clear issues will result in a more effective and high-performing team.
Clearing completed issues is a way of cleaning your board of work that is considered dev-complete, providing the focus required to optimise your team’s Kanban flow.
We decoupled board clearing from Releases/Versions, unlike in classic where they are coupled together, as the problems that they are trying to solve are different.
Clearing these issues will also clear them from the board container in the backlog view, but not the Roadmap as the Roadmap tracks work at a level higher than the board.
You can access cleared issues at any time by enabling the next-gen project issue navigator.
Can I clear a parent issue in the DONE column with incomplete subtasks, and vice-versa?
You can clear parent issues as long as they are in the DONE column.
Subtasks are not at the same level in terms of issue hierarchy, so we are only enabling clearing based on a status check on parent issues.
If the parent issue is done, it will be cleared regardless of the status of its subtasks.
Clearing is possible in any GROUP BY view (None, Epic, Assignee) that shows parent issues. It is not available when using the GROUP BY SUBTASKS view, as shown below.
Ideally, a piece of work should represent itself end-to-end, as the work is only truly done when all its subtasks are completed. However, we didn’t want to force this principle upon all our users since different teams may work in different ways.
You can still choose to enforce automatic closing/not closing of subtasks or parent through Automation for Jira in project settings.
How should I use manual board clearing alongside Releases/Versions?
In classic, we tied the ability to manually clear DONE issues together with Releases. This has resulted in scenarios where teams who aren’t doing continuous releases (e.g. quarterly releases) end up waiting many months to clear their boards, resulting in their boards becoming very slow and cluttered.
We have decoupled this from Releases in next-gen, so that you won’t end up with this problem.
Focus your team on work that has finished development in the board view, and clear your board of completed work at any time to maintain your board’s hygiene and keep it tidy.
Track a release date to customers for a collection of cleared issues through enabling Releases and tracking them in another view.
A release is switching on a feature flag and should ideally not take up your team’s focus on the board.
Why can’t I clear individual issues?
Shipping issue-level clearing may result in a state where issues are cleared individually by different people, and the rest of the team has no visibility into what happened.
We recommend clearing issues together during team meetings, so that the product owner has agreed with the team on the definition of done (e.g. automated tests, QA, analytics, approved Pull Requests, green builds, merged) before they’re cleared.
If there is an issue that shouldn’t be cleared, it might be best to represent it in another column.
How do I get the issue back on the board?
Completed issues should ideally not be brought back on the board, so it is best to create a new issue to reflect the latest thinking about that piece of work.
If you do want to restore a cleared issue, you can do this via a status change of the issue.
How does automatic clearing work alongside manual clearing?
The 14-day automatic clearing rule is based on when you resolve an issue, which is currently tied to the DONE column. Manual clearing allows you to clear DONE issues at any time you prefer.
The configuration of the automatic clearing rule is dependent on board settings being shipped first. You can track the progress of board settings here.
In the interim, manual clearing should resolve most of the pain you’ve experienced with completed work.
Is clearing an issue the same as archiving an issue?
Issue “clearing” is a concept we’ve introduced that best reflects the solution to our users' problems. Clearing an issue effectively hides it from the board/backlog. You will still be able to search and view cleared issues using the global and project issue navigator.
Issue archiving, which hides it from the system search and places it into an archive is something that is not being looked at for the moment.
I’ve got suggestions or questions – how can I provide feedback?
Ivan TeongAtlassian Team