How to sync epic status and backlog view epic status mark as done

[Lakshmi S]

Hi Team,

Epic Status and Status are two different fields and we need to keep them in sync to keep the backlog screen updated.

I used copy value from the field (issue status) to the field (Epic status) to update the epic status field and ticket status to sync, but we need to sync the same status in the backlog view epic without marking it as done manually.

Please find the attached screenshots for your reference.

[Trudy Claspill]

Hello @Lakshmi S 

I keep those two status fields in synch using Post Functions in the Workflow Transitions, which a Workflow that is applied to just the Epic issue type.

Each transition needs a post function to set the Epic Status field appropriately.

[Lakshmi S]

Is it update the backlog status also ? @Trudy Claspill 

[Trudy Claspill]

Can you rephrase your question? I'm not clear what you are asking about.

To clarify my response, what I do is add a Post Function to each Workflow Transition for the workflow that is applied to Epics. In that Post Function I set the "Epic Status" field that aligns with the status to which the Epic is being transitioned.

When the Epic is being transitioned to a green/done status, I set Epic Status to Done.

When the Epic is being transitioned to any other status, I set the Epic Status to To Do.

[Lakshmi S]

Hi @Trudy Claspill,

Apologies for the confusion. My question here is, how to automatically set "Mark as Done" in the backlog epic panel (screenshot 2) when the epic ticket status is set to "Done" (I already added the automation to match ticket status and epic status to match, screenshot 1). Usually, we directly do it in the backlog view, right-click on an epic > Mark as Done, and then the epic "epic ticket" will be marked as Done. It will no longer be displayed in the Epics panel of the Backlog. It's still showing in my backlog view even though the ticket is done (epic status is also done).

[Trudy Claspill]

If the Epic Status field is set to Done, as shown in your very first image, then the Epic should not be displayed in the Epic Panel in the Backlog screen.

If you use the Mark As Done option, does that remove the Epic from the panel?

If it does, can you compare the Epic Status field for that Epic to one that you have set to Done through Automation but continues to display in the panel? Is there any difference?

[Lakshmi S]

Hi @Trudy Claspill

I did a mistake. I have 4 options in the Epic Status field (To Do, In Progress, QA, Done), but I added QA as the last option (To Do, In Progress, Done, QA). This behavior is encountered when "Done" is not the last option. 

I've noticed an issue with the Epic Status field values order - when I mark a ticket as "done", the corresponding epic status is also marked as "done". However, the epic still shows up in the backlog epic panel. On attempting to close the epic in the backlog using the "Mark as Done" option, the ticket's "Epic Status" changes to "QA", even though the ticket status is "done". Additionally, the epic disappears from the backlog epic panel, but the Epic Status is QA. I resolved this issue by changing the order of the Epic Status values (To Do, In Progress, QA, Done) and using automation to move the Epic status to "done" when the ticket status changes. It's essential to maintain the correct order of the Epic Status values for everything to work smoothly.

I found the solution here: https://confluence.atlassian.com/jirakb/epics-marked-as-epic-status-done-continue-to-appear-on-the-jira-software-board-779158631.html

I appreciate for your quick responses and assistance on this topic.

[Trudy Claspill]

Great find, @Lakshmi S !