Board Sharing

[Deleted user]

Hello All,

I need to set up one board where the Project Managers can add all the requirements from the client to the product backlog. After it is added, the tasks must be going to respective boards (backend team and frontend team) depending on the assignees to which team they belong to.

Backend and Frontend must be able to run their own sprints and the project managers on the main board must be able to sprints running on both boards on the main board like a consolidated board. But, the project managers must not be able to complete the sprint. It should be from the respective team only.

Can the access be given on boards as to who can close the sprint?

[Trudy Claspill]

Hello @[deleted] 

You could 

1. Set up one project in which issues are entered for the Frontend and Backend teams.

2. Give the Project Managers access to create issues (also possibly Edit issue, Comment on issues, and Assign issues) but not Manage Sprints.

3. Give the members of your Frontend and Backend teams access to create, edit, comment, work on, assign, assignable user, schedule issues and Manage Sprints.

4. Create three filters:

a. one filter for all issues in the project - share this with the Project Managers, and optionally with the Frontend and Backend teams

b. one filter for issues assigned to the Frontend team members - share this with the Frontend team

c. one filter for issues assigned to the Backend team members - share this with the Backend team

5. Create three scrum boards; one based on each filter.

Sprints show in any board where an issue within the board scope is in a sprint. So the Project Managers will see in the all-issues board any sprint created in the Frontend and Backend team boards where an issues from the project has been assigned to the sprint. The PMs won't see the empty sprints. Without the Manage Sprint permission they will not be able to Complete any sprint.

The ability to Manage Sprints is a Project permission, not a permission specific to the board. To keep PMs from completing the sprints you simply don't give them the Manage sprint permission in the project. If you have both teams working from the same project they could potentially complete sprints in the other team's board. If you need to prevent that, then you would have to set up a separate project for each team, And then for the PMs you would need to create a filter that encompasses both projects and create a scrum board from that saved filter.

[Deleted user]

Should I make all three boards Company Managed?

[Deleted user]

@Trudy Claspill  can you please tell what filters I must have.

[Trudy Claspill]

Should I make all three boards Company Managed?

Boards are not Company Managed. That is a Type of Project.

Issues are contained in Projects. Boards are just a way to visualize and manipulate the issue. Boards select issues based on a filter. That filter can include issues from 1..n boards based on the criteria you choose.

I prefer Company Managed projects to Team Managed projects personally.

If you make Team Managed projects, such a project gets only one board linked directly to it and that is for all the issues in the board.

If you make additional boards based on Saved Filters, those boards can't be linked directly to the project. And the boards and their reports will not work quite the same as the native Team Managed board.

can you please tell what filters I must have.

That depends on a few factors.

Are you going to have the teams work in one project, or a project for each team? Looking at your response to John Funk it seems like you created three projects. You should not need three. The PMs will not not need a separate Project if they are just entering and viewing work that should all be owned by the Backend and Frontend teams.

If one project, exactly what method will you use to assign the issues to their respective team? Will you use the native Team functionality. Looking at your response to John it appears that you decided to use the User Group and membersOf() functionality. Only the issues from the Development Project that are explicitly assigned to the group members will appear in their respective boards. If the subtasks are not assigned, they will not be visible in the boards.

[Deleted user]

@Trudy Claspill I created different boards because the teams wanted. 

This is the Filter for main DEVELOPMENT BOARD.

In this picture you can see subtask assigned to guys from front end and backend.

This is the filter details for Backend team 2.

I don't see the subtasks here as assigned on main Development board. Please help me with this.

Also, please tell me how to disable managing sprints on development board.
Some screenshots would be very helpful.

[Trudy Claspill]

I don't see the subtasks here as assigned on main Development board. Please help me with this.

The subtasks cannot display when their parent tasks are not included in the board. Since the parent task is not assigned to the member of the team, it is not being included in the team board. Assign the parent task to a member of the team.

Note that subtasks cannot be assigned to a sprint separately from their parent task. They inherit their Sprint setting from their parent task. If you have subtasks under a single parent split between two teams running independent sprints, they will not be able to assign just their own subtasks to their own sprints. In that case you need to have separate parent tasks for each team so that all the subtasks belong to just one team.

Also, please tell me how to disable managing sprints on development board.
Some screenshots would be very helpful.

Please be clear about the terminology.

Managing Sprints is not a permission that is set per Scrum board. It is set for the Jira Projects that the board references.

For the Development Board Project you would need to look at the Permission Scheme assigned to the project. 

1. the Development Board Project click the Project Settings option at the bottom of the navigation panel on the left.

2. Select Permissions from the next set of options that display in the navigation panel on the left.

That will show you the Permission Scheme and settings for the project, on the right.

3. Make note of the name of the Permission Scheme displayed at the top of the page.

4. Click on the gear/cog icon near you avatar in the upper right corner and select Issues.

5. In the next screen in the navigation panel on the left select Permission Schemes.

That will display a list of Permission Schemes on the right.

6. In that list find the Permission Scheme noted in step 3.

7. Check the information in the Projects column for that Permission Scheme. Does it list only one project or multiple projects? If it lists multiple projects, then you need to make a copy of the scheme that you can then modify and assign to the Development Board Project.

8. After you make a copy of the Permission Scheme, or decide it is safe to modify the existing Permission Scheme, click the Permissions option to the right of the scheme.

That will display the Permissions settings for that scheme.

9. The permission you may need to modify is the Manage Sprints permission.

You need to make sure that the people who should not be able to manage sprints don't belong to any of the groups/roles/etc. noted here as having the permission. This may require you to change the groups/roles/etc. that have been granted the permission. In my sample image the permission is granted to Any logged in user. Every user that logins in would be a member of that group. It would be necessary to Remove that group from the permission and then add other groups or roles to the permission if there are people that should be allowed to manage sprints in the project.

For more information about managing permissions refer to

https://support.atlassian.com/jira-cloud-administration/docs/manage-project-permissions/

[Deleted user]

Hello @Trudy Claspill 

Please find the screenshots attached.

I have completely removed the permissions for managing sprint on CM Development board and yet I am able to access the sprint board and move issues from card to card. These issues are assigned to frontend and backend teams and here on CM Development I just want to see active sprints at max and not be able to complete sprints on CM Development at all.

[Trudy Claspill]

Are those screen images of your own access or of what is seen by the PMs that use this project?

To what Roles in the project have you assigned the PMs?

[Deleted user]

@Trudy Claspill 

CM DEVELOPMENT board is for the project managers and I don't want the PMs to disturb or handle the sprints. But if you can see the permission board I have not given the permission to anyone to manage sprints. But still I was able to move tasks on CM DEVELOPMENT board.

Basically, on CM DEVELOPMENT board the PM must be able to see the sprints running on different boards.

[Trudy Claspill]

Hello @[deleted] 

But still I was able to move tasks on CM DEVELOPMENT board.

What do you mean by "move tasks"?

Your original post says:

But, the project managers must not be able to complete the sprint.

Moving a task is not the same thing as completing sprints.

Additionally, according to the tags on your post you are a Product Admin. You have a higher level of permission overall than other users of Jira. You need to test this as a user that has only the same level of access as the PMs you are trying to restrict.

[Deleted user]

Hi @Trudy Claspill 
I meant I don't want people to move tasks on Jira board for CM DEVELOPMENT. I just want people on CM DEVELOPMENT or close any sprint.

Moving a task is not the same thing as completing sprints.

So, according to the permissions I have set no one will be able to click the complete sprint button and also move tasks from card to card?

[Trudy Claspill]

Moving a card from one column on the board to another column on the board is based  on the Transition Issue permission. That is the ability to transition the issue from one Status to another Status. You'll need to remove the groups/roles/etc. assigned to that permission.

There is also the ability to move an issue up and down within the same column, changing its relative Rank. Access to that is based on the Schedule Issue permission.

For more information about what capabilities are linked to each permission, refer to this documentation:

https://support.atlassian.com/jira-cloud-administration/docs/permissions-for-company-managed-projects/

Note that the atlassian-addons-project-access role is the role used by third party apps and the native Automation Rules functionality. If you remove that role from permissions, third party apps and Automation Rules may stop working in the projects that use the modified permission scheme.

[Deleted user]

Hi @Trudy Claspill 
I tried removing all the access from Transition Issue and I was unable to move anything at all. That was good. 

But for the CM DEVELOPMENT Board when I turn off everything for Manage Sprints still I am able to click on complete button sprint. Is there anything that I can do where people on DEVELOPMENT board don't have any authority to click on complete sprints button?

When I set restrictions on Transition Issue on CM DEVELOPMENT board that is also affecting the other 2 boards linked I think it is because they are linked with queries. Although, the CM DEVELOPMENT is on a different permission schema than the other two.

Please let me know if disabling the complete sprint button is possible?

Is there a way where we can apply these restrictions to just the main board and not to the boards that are linked to this with queries?

[Trudy Claspill]

Hello Ganesh,

Please, let us clarify the terminology.

The permissions you are changing apply at the Project level, not to a Board.

A Board uses filters to select the issues. The Board filter may select any subset of issues from 1 or more projects. If you have different Permission Schemes applied to different projects, and a Board has issues from all those projects, the permissions will be applied to the issues based on the Project in which they exist.

When I set restrictions on Transition Issue on CM DEVELOPMENT board that is also affecting the other 2 boards linked I think it is because they are linked with queries. Although, the CM DEVELOPMENT is on a different permission schema than the other two.

If the other boards' filters reference issues in the CM Development Project then the permissions you have applied to the CM Development Project will be applied to the CM Development issues that appear in any agile board.

The changes you have made to the Permission Scheme should not affect what can be done with issues in other projects that do not share the Permission Scheme, regardless of which board is used to view those issues.

But for the CM DEVELOPMENT Board when I turn off everything for Manage Sprints still I am able to click on complete button sprint. Is there anything that I can do where people on DEVELOPMENT board don't have any authority to click on complete sprints button?

Additionally, according to the tags on your post you are a Product Admin. You have a higher level of permission overall than other users of Jira. You need to test this as a user that has only the same level of access as the PMs you are trying to restrict. Based on my testing a user with the Product Administrator will be able to Manage Sprints even it that permissions is removed from all users.

[John Funk]

Hi Ganesh,

You can share the board filter with whomever you want and thereby, restrict it. 

[Deleted user]

Hi @John Funk 

I have created a Main Board names Development Board (Company Managed). Here all the backlogs are added. 

I have created 2 Company Managed boards and Backend Team 1 and Front End Team and enabled filters.

Backend 1 -> 

project = "Backend Team 1" or (project = "Development Board" and assignee in membersOf("backend 1"))

Front End Team ->

project = "Front End Team" or (project = "Development Board" and assignee in membersOf("Front End Team"))

Now, whatever the issues are entered on Development Board and assigned they are appearing on Backend and Frontend boards respective. Although, I don't see subtasks appearing on respective boards until they are run on sprints. Now, how to make that sure that the sprint cant be run on main boards but the PM sitting on the main board can have access to see consolidated boards.