What is the best project set up for the same tasks carried out for different locations?

[Nirit Michaeli]

I have a project (let's say, handover of property), that will include many different tasks to be carried out. These tasks will need to be carried out for different properties, at different times and sometimes by different resources, but it will always be the same tasks.

The way I thought would work, is to create a Kanban Project, then create a board with all the tasks that need to be completed, then duplicate this board as many times as there are properties, and name them so that every board represents a property (e.g. the project is "Property Handover" and the board is "Property Handover - Site A", "Property Handover - Site B" etc.).

This however seems to be the wrong way to do it, since the boards are showing the same issues instead of creating new issues (so if I have a task "handover licenses", it is the same issue key in each board).

I want to be able to have the same type of task on separate boards and have them all show in one timeline. What is the best set up for that?

Thanks in advance!

[Trudy Claspill]

Hello @Nirit Michaeli 

How many tasks per property does this involve?

You said you want a separate board for each property. Why is it important to have a separate board for each one? Would it satisfy you needs if you could use one board and filter it to show just the tasks related to 1..n properties at a time?

What I would recommend is that you create an Epic for each property, and create child Tasks under each Epic for the the specific property.

You could have one board to display all the tasks to which you could also apply the Epic filter to display the tasks for 1..n properties at a time.

With all the issue available for view in the one board, you could use the basic Timeline feature available with the board to see the timelines of all property work at once.

If you really wanted separate boards that you don't have to filter, then you would need to create a filter to retrieve the issues relevant to one property, save the filter, then create a new board that is based on that saved filter rather than based on the entire project.

[Nirit Michaeli]

Hi Trudy,

Thank you so much for the very elaborate answer, I really appreciate it!
We have around 70 tasks per property, and they are currently set up under 6 different epics (which are more like, the area of work, e.g. "Software Licenses" or "Contracts Handover".). We have currently 6 properties, but there will be 6 more later on. So it total, something like 840 issues. That also means that I can't have the property as an Epic because I won't have the ability to have multiple layers of child-issues (so only Property->Area->Task, but no Sub-Task if needed). Does that influence your answer/solution at all?

If not, I will try to implement the solution you proposed.

If it does change the solution and you think I should go with creating new filters, how does that work with copying a board? If I create a new board, then create a new filter specifically for this property, do I need to recreate all issues or can I still duplicate the first board and then just create a new filter? Hopefully this question is clear :)

Thanks again!

[Trudy Claspill]

I recommend use of Epics for the Properties, and use of an alternate identifier for areas of work. The Components field, Labels, or a custom select list field could be used for that.

Duplicating a board does not make copies of the issues displayed in that board.

You will need a method for creating all the tasks associated with a property. There is not a native single button feature that is already available that would copy the 70 tasks for each new property. Automation Rules would be one possible solution.

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

There are also third party apps that you can add to Jira that would provide a bulk issue clone solution like Deep Clone.

https://marketplace.atlassian.com/apps/1218652/deep-clone-for-jira?hosting=cloud&tab=overview