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How to 'Screenshot' Swimlane Numerics from a Kanban Board

Ryan Bibko

Currently, we are manually compiling the data from our swim lanes to track key performance indicators in an Excel document. Is there a way to set a time and given date when JIRA and the system will pull these numbers (i.e. New (4 tickets), Waiting on parts/info (2 tickets), etc.)? At the moment, it's manually performed for all teams I manage. Thank you!

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Trudy P Claspill

Hello @Ryan Bibko

Welcome to the Atlassian community!

I'm not sure I fully understand what you are trying to achieve, but I think you might be able to achieve it with the Automation for Jira feature.

https://support.atlassian.com/jira-software-cloud/docs/automate-your-jira-cloud-processes-and-workflows/

With that tool you can schedule a task to happen and send the results via email.

If you can manually execute an Issue Search that collects the information you need, your Automation Rule can execute that same search and you can extract from it the number of issues found. That information could then be sent via an email to the people of your choice.

Ryan Bibko

Hello @Trudy P Claspill

Sorry for any confusion! We currently break out our teams workloads through the Kanban boards designated for each functional area at the moment. For tracking metrics over periods of time, at the moment, we manually record (on a set day at a set time) each swim lane of the kanban board designated for each team.

The question was more, is there a way to automatically pull these numbers to create reports, rather than manually go across the top of each Kanban board and record the numbers in a spreadsheet?

JIRA Swimlanes/Kanban Board:

Jira Stats2.png

Excel manually created based on Kanban numerics:

JIRA Stats1.png Thank you!

Trudy P Claspill

Thank you for the clarification.

First I want to correct your terminology. What you showed are Columns (vertical grouping). Swimlanes are horizontal groups where the group members may be in multiple Columns.

Statuses are mapped to Columns.

Given that, you could construct a JQL statement per Column that would retrieve the issues that are in that column at the time the JQL statement is executed. The base of your JQL statement would be the Filter Query for your board. Add to that the Subfilter for you board (if one has been applied), and then add the criteria to select the issues that are in the Statuses mapped to that column.

If you need help constructing the filters, please show us the Columns page from your Board Settings? Click on the ... button in the upper right corner of the board and select Board Settings. Then select Columns. The screen will look something like this:

Screen Shot 2023-01-25 at 2.31.25 PM.png

Also show us the Filter Query and Subfilter. That would be under Board Settings > General.

Screen Shot 2023-01-25 at 2.32.46 PM.png

You would then be able to use those filters within an Automation Rule to get the issue counts for each Column. The rule can be set to run on a schedule. The rule can send the information to people via email.

Ryan Bibko

Hello @Trudy P Claspill

Thank you for the insight on all of this! I can view the filter query and the Kanban board sub-filters, as listed below:

Filter Query

labels in (Team-Name) AND Location = "Facility Location" AND status not in (Closed) OR labels in (Team-Name) AND Location = "Facility Location" AND status in (Closed) AND resolutiondate >= -1w ORDER BY Rank ASC

Kanban board sub-filter

fixVersion in unreleasedVersions() OR fixVersion is EMPTY

Hopefully this helps in clarifying what needs to be added to the automation feature for pulling totals from columns on a set schedule.

Thank you!

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