How to manage multiple projects in a single board under new JIRA design

So, before the JIRA Cloud redesign, we were planning on migrating all of our TFS online projects into JIRA as separate projects, and then group them into boards based on team assignments.

Since we one team support multiple sites in a portfolio it is much easier for us to have sites as their own projects and have them work off of a single sprint backlog board. However, I don't see how to do this anymore. Boards appear to be tied to a specific project.

How would we have a sprint team support multiple sites in a single sprint board?

1 answer

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Peter DeWitt Community Champion Oct 26, 2017

@Alex Blanton, you can click the Boards button and then view all boards.  From that screen you can click the create board button.  This will create you a new board.  Like before you will be able to start with a project or filter.  Either is fine as they can be changed afterward.  

Eventually, you will need a filter that pulls in all project issues. into your board.  You can then segment the projects by swimlane or quick filter.

As far as the board being 'assigned' to a project, it will link to each project represented in the shared board.  You will need to pick one to run the sprint out of though.

 

.pd

Thanks - that is what I was trying to figure out. It's a bit odd however to have to run the sprint out of one particular project, but maybe I can create a project to hold the sprint for each team.

@Peter DeWittIs there a JQL example you can provide for pulling in multiple projects into one board? I'm working with a project owner who wants to see the activity happening on at least 3 other JIRA projects.  Is it possible to do that with a filter? I'm having trouble writing the JQL for that. Any help appreciated. Thanks!

Where is the Boards button? I can't seem to find that anywhere.

@Lisa de Araujo

Depends which version of Jira you are using.

If you see your profile image bottom left, click the magnifying glass (search) > under "Recent Boards" > "View all boards". Took me a bit to find this as well.

If you see your profile image top right, "Boards" appears as a drop-down in the top navigation bar.

Peter DeWitt Community Champion Dec 20, 2017

@Sofie, you could start with something like this for multiple projects:

project in (project1, project2, project3)

you could then extend the query with an AND or an OR for additional filtering.

@Peter DeWitt On the new Jira I don't see where to create a new board except than in a single project. If as the document says that a board is attached to a project or a person it feels counter intuitive to still be able to create a board for multiple projects. The hierarchy seems just wrong and confusing.

If I'm correct, the hierarchy is like this:
Projects > Boards > Sprints > Version / Epics / Issues

If this is correct I'm still very confused on how a project manager can see in one view what the team is working on. I mean in our company we have something like 120 active projects, we can't have 120 boards with 120 sprints.

What would be the correct way to visualise what the team is working on a single view?

Blake Dodley I'm New Here yesterday

Without information like, the expected delivery of each project. I would suggest you let the Jira "Project" be a representation of your team. "Epics" be a representation of the projects. From there you can assign epics to sprints as needed. 

As for the "Board", you can tailor it how you see fit. It's a creation based on the query you provide. That query could be pulling items that aren't even associated with the project it's in. 

For Example: You can make a "Project" for Project Managers. In that project, you can make boards that are based on "Epics". 

Project = "PMO"

Boards = Customers, Marketing, Finance 

Customers Query: Epic = "Customers"

Marketing Query: Epic = "Marketing" 

Finance Query: Epic = "Finance"

To expand on @Blake Dodley's response,

You can use filters to make boards pull in whatever projects you want. By controlling the permissions to those filters you can even manage what different users see in that same board.

For example:

share group CEO = the CEO

share group Employees = employees under CEO

filter All Epics = shared with share group CEO

filter All Stories = shared with share group Employees

board All Projects = shared with share groups CEO and Employees, using filters All Epics and All Stories

In this board the CEO can only see Epics (assuming the CEO does not have access to Stories) and the Employees can only see Stories (assuming Employees do not have access to Epics).

You can do the same thing with dashboards. The primary issue raised by @Alex Blanton is that currently boards must be associated with a project. If the board uses filters that pull from multiple projects, associating the board with a single project doesn't make sense.

It does make sense to ensure boards are tied to "active components" within Jira such as projects or users, to ensure they aren't simply abandoned and forgotten. It would likely make more sense to tie boards to users (owners), the same way dashboards are treated.

Thanks a lot @Blake Dodley and @Joshua Balsillie for your answers. I'm a bit frustrated by the idea that we have to hack the platform to make it fit with our organization. Considering Projects as Teams and Epics as Projects just doesn't feel right.

Same for boards. You can create a board with a filter for multiple projects but you have to attach it to a single project or member. Jira's hierarchy is for me too flexible, it makes it hard to actually understand what would be the recommended way.

It would actually be great if the Atlassian team could document some use cases.

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