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Introducing manual board clearing for your next-gen Kanban board!

Hi Atlassian Community!

My name is Ivan, and I’m a Product Manager on Jira Software Cloud.

Project admins are spending hours a week tracking their team’s work on their boards. End users use the board to update their work and need to visit it frequently.

We’ve heard from many of our users that having too many completed issues causes more clutter and increased their board’s load time, slowing their team’s agility.

In our continued effort to increase the performance and scale of next-gen projects, as well as provide admins with an easy and flexible customization option, we are launching the ability to clear Done issues at any time with manual board clearing.

Screen Shot 2020-06-19 at 5.12.25 PM.png

Not only will this prevent completed issues from piling up on the board, it also allows next-gen boards to load and perform faster overall.

  • For project admins, you’ll have control over when completed issues disappear from your board.

  • For teams, you’ll be able to focus on the work that matters most to your team.

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How manual board clearing works in next-gen projects

Manual board clearing will be an exclusive feature for next-gen projects. This is for next-gen Kanban (sprint-disabled) projects, and you'll need to be an admin to use it.

We believe that giving you more control over when you clear issues will result in a more effective and high-performing team.

Clearing completed issues is a way of cleaning your board of work that is considered dev-complete, providing the focus required to optimise your team’s Kanban flow.

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  • We decoupled board clearing from Releases/Versions, unlike in classic where they are coupled together, as the problems that they are trying to solve are different.

  • Clearing these issues will also clear them from the board container in the backlog view, but not the Roadmap as the Roadmap tracks work at a level higher than the board.

  • You can access cleared issues at any time by enabling the next-gen project issue navigator.

  • You can also click the “See all Done issues” link in your board’s DONE column. If you’re using the GROUP BY swimlanes on the board, this link will appear under the “Unassigned” / “Issues without Epic” / “Issues without Subtask” swimlane.

Screen Shot 2020-06-11 at 11.21.13 AM.png

FAQ

Can I clear a parent issue in the DONE column with incomplete subtasks, and vice-versa?

You can clear parent issues as long as they are in the DONE column.

Subtasks are not at the same level in terms of issue hierarchy, so we are only enabling clearing based on a status check on parent issues.

  • If the parent issue is done, it will be cleared regardless of the status of its subtasks.

  • Clearing is possible in any GROUP BY view (None, Epic, Assignee) that shows parent issues. It is not available when using the GROUP BY SUBTASKS view, as shown below.

Screen Shot 2020-06-22 at 4.36.29 PM.png

Ideally, a piece of work should represent itself end-to-end, as the work is only truly done when all its subtasks are completed. However, we didn’t want to force this principle upon all our users since different teams may work in different ways.

  • You can still choose to enforce automatic closing/not closing of subtasks or parent through Automation for Jira in project settings.

How should I use manual board clearing alongside Releases/Versions?

In classic, we tied the ability to manually clear DONE issues together with Releases. This has resulted in scenarios where teams who aren’t doing continuous releases (e.g. quarterly releases) end up waiting many months to clear their boards, resulting in their boards becoming very slow and cluttered.

We have decoupled this from Releases in next-gen, so that you won’t end up with this problem.

  • Focus your team on work that has finished development in the board view, and clear your board of completed work at any time to maintain your board’s hygiene and keep it tidy.

  • Track a release date to customers for a collection of cleared issues through enabling Releases and tracking them in another view.

  • A release is switching on a feature flag and should ideally not take up your team’s focus on the board.

Screen Shot 2020-06-11 at 11.23.09 AM.png

Why can’t I clear individual issues?

Shipping issue-level clearing may result in a state where issues are cleared individually by different people, and the rest of the team has no visibility into what happened.

We recommend clearing issues together during team meetings, so that the product owner has agreed with the team on the definition of done (e.g. automated tests, QA, analytics, approved Pull Requests, green builds, merged) before they’re cleared.

  • If there is an issue that shouldn’t be cleared, it might be best to represent it in another column.

How do I get the issue back on the board?

Completed issues should ideally not be brought back on the board, so it is best to create a new issue to reflect the latest thinking about that piece of work.

  • If you do want to restore a cleared issue, you can do this via a status change of the issue.

How does automatic clearing work alongside manual clearing?

The 14-day automatic clearing rule is based on when you resolve an issue, which is currently tied to the DONE column. Manual clearing allows you to clear DONE issues at any time you prefer.

The configuration of the automatic clearing rule is dependent on board settings being shipped first. You can track the progress of board settings here.

In the interim, manual clearing should resolve most of the pain you’ve experienced with completed work.

Is clearing an issue the same as archiving an issue?

Issue “clearing” is a concept we’ve introduced that best reflects the solution to our users' problems. Clearing an issue effectively hides it from the board/backlog. You will still be able to search and view cleared issues using the global and project issue navigator.

  • Issue archiving, which hides it from the system search and places it into an archive is something that is not being looked at for the moment.

I’ve got suggestions or questions – how can I provide feedback?

  • Provide feedback using the “Give feedback” link in the bottom left of your project navigation.

  • Feel free to reach out to our support team if you have any suggestions.

  • Learn more about using this feature in our support documentation.

11 comments

Yes, thanks Ivan! :)

Is there a reason that this is not available on sprint-enabled boards?

@brian_desany Scrum teams that work in sprints have a fixed scope between a time period, so that is why completed issues should remain on the board to provide clarity for the team about the progress of work in the sprint's scope, when reviewing the board together during standups and team meetings.

Morever, when you close a sprint, the completed issues will clear.

This doesn't happen with Kanban teams that don't work in sprints, as Kanban teams are more about optimising the flow of issues on the board that can be done at any time, rather than looking at a fixed scope during a fixed time.

Like # people like this

@ivanteongI would like to give the product owner the 'right' to give this feature (clearing done) but in our case the PO doesn't have the admin rights, they have their own role with a subset off rights from the admin role (copied from the admin role, but some restrictions) for now the menu does not appears at hover over the 'done' column is it only working with the build in 'admin' role or am I missing some?

ivanteong Atlassian Team Jun 25, 2020

@Geert de Vries The ability to clear is only for users with edit board permissions, which in this case is either a Jira admin or next-gen project admin.

  • If you're on the Free plan, then the ability to clear is tied to Jira admin rights, which is managed from the global settings cog.
  • If you're on the Standard/Premium plan, then the ability to clear will be tied to the "Administer (project)" permissionEdit access, manage people and permissions, configure issue types and their fields, enable project features, and delete the project.
    • The above is the first granular permission you see when you're in the modal for creating a custom role with more granular permissions.
  • You can read more about permissions here: https://support.atlassian.com/jira-software-cloud/docs/next-gen-permissions/
Like Geert de Vries likes this

@ivanteong Yes i did found out meanwhile that the ability to clear is bounded to the 'edit board' permission, but unfortunately i do not like the idea to give our product owners and scrum masters the right to edit the bord, since we are no software development company our product owners are (hope they do not read this ;-) ) more or less 'digibeten' as we say in dutch (useless with computers). Before i changed the subset of rolle's some of them already managed to delete one complete issue type from a board heavenly used in the last few months :-(

Any change the 'one setting' in the roles for project permission is splitted in some more 'individual' rights?

Regards,

Geert

@Geert de Vries I understand where you're coming from, but we won't be revisiting the edit board permissions anytime soon.

In terms of the problem you face with your product owners, I recommend going through a framework for decision-making with them, instead of removing their permissions which might signal to them a lack of trust (which can potentially result in team morale issues in the long term).

The product owners and scrum masters are the ones that interact with their teams daily and will be more in-tune with their team's problems and workflows. By empowering them with the autonomy to decide what is the best way to set up their team (and project) for success, it will allow them to move at a higher velocity to solve problems in the most optimal way.

Autonomy and control is a fine balance, and veering one extreme or another is usually not ideal. What we do within Atlassian or advocate for agile teams is to adapt frameworks to help with decision-making. You can use the decision tree and DACI models to help facilitate the conversation with the team:

Although your company isn't a software company, but I believe that you would like your team to move with agility! If you want to read more about the Agile manifesto (that still holds true today), you can read up on it at: https://agilemanifesto.org/principles.html

Like Geert de Vries likes this
Yim SeMin I'm New Here Jun 28, 2020

Hi. I was looking for this feature and I'm glad to hear that it updated just in time.

However, I cannot use the function.
I did the following, is there anything else I need to check?

- Our team uses the Free Plan.
- Project is Next-generation, and Sprint is disabled.
- In the Next-generation project setting, I come out as Administrator, I can't modify it.
- In Global Setting , I gave me as much authority as possible. (Like site-admins group, administrators Group)

ivanteong Atlassian Team Jun 28, 2020

@Yim SeMin The option to clear only appears in the meatball menu if there is at least 1 issue in the DONE column. Otherwise, check whether your DONE column is the right one - it should have a green tick at the top of the column (indicating this column maps to the DONE status category) beside the column name. Let me know if it works based on either of the above.

Yim SeMin I'm New Here Jun 28, 2020

@ivanteong Thanks a lot! Now I can clear issue.

By the way, I've found something strange. (Problem is solved)

스크린샷 2020-06-29 오후 1.33.54.png

 

In my project, there is 7 issues on Done column but menu says that I can only clear 1 issue(Red Box).

issue 'Now-5' was created and completed in the current project.

Others(issue 'Now-43', ...) were created and completed in different Next-gen projects. After completion, it was moved to this project.

If I click "Clear issue", then only 'Now-5' issue disappear.

Solution: Change the status of the issue to a different state and then return it to completion, then I can clear it

cloud version unusable for next gen projects .... too slow 

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Introducing manual board clearing for your next-gen Kanban board!

Hi Atlassian Community! My name is Ivan, and I’m a Product Manager on Jira Software Cloud. Project admins are spending hours a week tracking their team’s work on their boards. End users use the b...

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