Can I automatically move issues from the backlog to board based on Due Date?

GlenellRosburg August 5, 2022

Set-up:

Jira
Team-managed project
Kanban

 

My team would like to have backlog issues automatically moved to the board if they are due within the next 14 days. 

Current Approach:

I was trying to create an automated rule. I don't see a component that supports viewing a field (i.e. Due Date) with certain time parameters. 

 

Do you have any recommended approaches?

 

 

1 answer

0 votes
Mikael Sandberg
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August 5, 2022

You can do this by creating a scheduled automation that has a query that looks for the due date, something like this:

due < -2d

GlenellRosburg August 5, 2022

Thank you! This was helpful.

I created the schedule by using this query:
duedate >= now() AND duedate <= endOfDay("+14")

Now, I'm trying to set up the Action to move the issue from the backlog to the board. I just want the issue to move to the board. I don't want to change anything (i.e. Status) in the ticket.

I don't know what field/flag is updated when an issue is moved to the board.

Do you have any recommendations on how I would set this up?

Mikael Sandberg
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August 5, 2022

On a Kanban board you have to move the issue out of the Backlog status in order for it to show up on the board, especially since you are using a team-managed project.

GlenellRosburg August 5, 2022

Darn! So you're stating that there is no way to automatically move tickets from the backlog to the board, correct?

Mikael Sandberg
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August 5, 2022

You can, but the only way to do it is by transition the issue to a different status.

GlenellRosburg August 5, 2022

That's great to hear! I'll work with the team and see what they thing about changing the state.

Like Mikael Sandberg likes this
GlenellRosburg August 8, 2022

OK, we will change the state for New tickets to be changed to Committed if the ticket is due within the next 14 days. I have set up a query and have ran it. The State was changed but the tickets weren't moved to the board. How do I move them to the board?

Mikael Sandberg
Community Leader
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August 8, 2022

You need to configure your board so that the new status is linked to a column, updating the workflow will not automatically update boards.

GlenellRosburg August 8, 2022

The status that I'm changing issues to is 'Committed'. 'Committed' is mapped to 'To Do'. Is this what you mean by 'status is linked to a column'? If this is the case, I'm doing something wrong because my issues didn't move to the board when I updated the Status via the automation.

Board Status.png


Mikael Sandberg
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August 8, 2022

The other thing you should check is that the filter used by the board is selecting the issue you are changing. Go to board settings > General.

GlenellRosburg August 8, 2022

Hmmm... I don't see Board Settings > General. Where can I find that?

Board Settings.png

Mikael Sandberg
Community Leader
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August 8, 2022

Okay, so you are using a team-managed project. Since you mentioned backlog and board I assume you are using a Scrum based project. In that case, in order for the issue to show up on the board you have to assign it to the active sprint for it to do that. In order to get the ID for the active sprint you would have to use REST API and the Get all sprints endpoint. And because you are using Scrum and not Kanban you do not have to move the issue to a new status, adding the active sprint will do that for you.

GlenellRosburg August 8, 2022

We are using Kanban not Scrum.

Mikael Sandberg
Community Leader
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August 8, 2022

If that is the case then the issue should be available on the board.

JMcc
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April 18, 2023

@GlenellRosburg I have a similar environment (Kanban with a Backlog enabled, which I guess is a "Kanplan" hybrid methodology). We don't use Sprints (yet).

I'm trying to accomplish a similar task.

Did you ever end up getting this automation to work? If so, how did you do it?

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