youngmon/atlassian-qna huggingface dataset:
How to setup order management?
Asked by Kevin Song:

I am new to JIRA and am looking for a tool that my company can use for order management. Our company sells 3 products.

*1. A kit that a customer can retrofit their own vending machine*

*2. A handmade vending machine retrofitted by us*

*3. A vending machine that has the kit, pre-installed at the manufacturing facility by a 3rd party company.*

**For example, if a customer purchased #2, then our process would be the following:**

- Sales team gets Purchase Order from Customer

- Work Order gets created from Purchase Order

- IT team has email/meeting communication with customer for training and onboarding

- Make sure enough parts are available for creating the machine.

- Customer order is then hand-built.

- Final quality Check

- Ship to customer.

Everything right now is manual and relies a lot on memory and spreadsheets. Hoping that i can use Jira to optimize the workflow.

I understand that i need to setup 1 project to manage all the customers orders vs multiple projects per customer.

I dont understand how to setup the issues.


Answers:
author: Emily _ DevSamurai
body: Hi [@Kevin Song](/t5/user/viewprofilepage/user-id/5572650) and welcome to the community.

Based on your clarification, I recommend using Jira Service Management to set up a request portal where customers can submit machine requests. Your Customer Service team can manage these requests directly through the platform. For more details on Jira Service Management, please refer to \[[Link](https://www.atlassian.com/software/jira/service-management)\].

To manage your machines or other products, consider using AssetIT, an inventory management plugin for Jira \[Visit the app here: [Link](https://marketplace.atlassian.com/apps/1228867/assetit-it-asset-management-for-jira?hosting=cloud&tab=overview)\]. It integrates smoothly with Jira Service Management, allowing customers to select machines directly from the request ticket. Your team can then assign and manage these machines efficiently.

Here is an example how it looks like:![Screenshot 2024-08-21 at 12.22.43?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/342860i7A8C4D3EBCA29FDE/image-size/large?v=v2&px=999 "Screenshot 2024-08-21 at 12.22.43?PM.png")

![Screenshot 2024-08-21 at 12.28.39?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/342862i173455A6F090A971/image-size/large?v=v2&px=999 "Screenshot 2024-08-21 at 12.28.39?PM.png")  
This approach should help streamline your workflow. Let me know if you have further inquiries.

comments: author: Kevin Song
body: Not quite the process i was looking for. We are selling a physical product that needs to be hand built based on other parts in our inventory.


author: Kevin Song
body: I'm thinking i need to setup 2 projects. 1 for sales/sales pipeline. Once the customer goes to "closed won" then i would like it to automatically go into my "production" project. Which then i would have a process that manages the order and the timelines. Is this possible?


Tags: cloud

jira-work-management-cloud
Epic & Feature Forecasts Oddly Independent
Asked by Stephanie Davis:

We are deep into our forecasting cycle for next quarter (using the Forecast module) and it's our first time trying to forecast at the Feature/Team level. Previously we forecasted at the Epic/Team level only. We were under the assumption that forecasting at the Feature/Team level would roll up to the Epic/Team level but that does not appear to be the case. It looks like no matter whether you add your forecasts to the Forecast sheet or to the Forecast tab they are completely independent of each other. That doesn't make much sense to me so I'm checking in here to see if I'm missing something. If this is true, then is the Forecasted Spend calculated off the Epic or Feature forecasts?


Answers:
author: Steve Sauser
body: [@Stephanie Davis](/t5/user/viewprofilepage/user-id/5152002) Thank you for the question.

First thing to know is that you can "Sum" your Team level Forecast to the Feature by using the Sum and Sum All buttons within the Feature itself. You are not required to do so (not all customers want to Sum up the Story efforts to understand the Feature effort).

Additionally below is the logic of how we calculate Forecasted Spend (I gave you Accepted, Estimated and Forecasted):

1. **Accepted Spend:**

   1. Calculated by adding together the spend of stories related to the feature, capability, or epic.

   2. Based upon effort point estimates from accepted child stories.

2. **Estimated Spend**

   1. Feature: Calculated by multiplying the feature estimate by its program's Spend per Point.

   2. Capability/Epic: Calculated by adding together all the feature estimations (Spend per Point) related to this capability or epic.

   3. Based upon feature estimates, entered on the main tab of a feature's Details panel.

      1. Note: Feature Forecast flows back to the Details panel when the Sum All is selected for the Planning Interval Estimate.

3. **Forecasted Spend** (Epic, Capability, Feature)

   1. Calculated by multiplying each program forecast by its program Spend per Point.

   2. Based upon the program PI estimates entered on the **Forecast** tab of an epic, capability, or Feature.

      1. Note: Feature Forecast flows back to the Details panel when the Sum All is selected for the Planning Interval Estimate.

comments: author: Stephanie Davis
body: Regarding Forecasted Spend ...

* If an Epic is forecasted at 3 MW for Team A and 2 MW for Team B for the PI for a total of 5 MW and includes two Features ...
  * Feature 1 is estimated at 3 MW for Team A
  * Feature 2 is estimated at 2 MW for Team B

Will the Forecasted Spend calculation use 5 MW or double count and use the 5 MW at the Epic level and the 5 MW at the Feature level for 10 MW?


author: Stephanie Davis
body: I did a quick experiment and confirmed that the Forecasted Spend calculations are completely independent as well, so no double counting.

What was the thinking around designing this so that there is no roll up of Feature forecasts to Epic forecasts?
Delete a Task on Kanban board
Asked by Nusheel Kashee Misra Reesaul:

I want to delete a wrong ticket created on my Kanban board


Answers:
author: Nikola Perisic
body: Hello [@Nusheel Kashee Misra Reesaul](/t5/user/viewprofilepage/user-id/5569861) , you need to have the Delete issues permission in order to delete the issues. This can be adjusted by your Jira admin.


Tags: cloud
Is it possible to rename a ROLE in Jira Align ?
Asked by JOHN AMES:

I'm doing some cleanup of System Roles in our Instance and would like to rename some of the current roles? Is that possible without using the 'Copy Role' functionality to basically create a new Role with the new name and then delete the existing Role?


Answers:
author: Steve Sauser
body: [@JOHN AMES](/t5/user/viewprofilepage/user-id/5278705) The ability to rename would be helpful, however the steps to create a new role (regardless if you are just renaming it or copying it to change permissions is relatively straightforward.

1. Admins --\> Roles
2. Scroll down to Copy
3. Select the role you want to have a new name.
4. Give the new role the name you desire.
5. Copy
6. Admin --\> People
7. Filter --\> Role Name (select old role name)
8. More Actions --\> Export
9. Admin -- People
10. Filter --\> Deactivated = Yes
11. Filter --\> Role Name (select old role name)
12. More Actions --\>Export
13. Combine the exports
14. Remove the 1 extra column in the export that is different than the Import File
    1. I believe this is Column N (Assigned Teams)
15. Import

Now everyone is moved to the new role and you can safely remove the old role.

Note: If someone is missed (or more likely a choice is made not to address the Deactivated Users) when the role is deleted that/those users will be moved to the Default Role.

* Moving to the default role will not impact membership to any team/program/portfolio. Placing them into the new role will not have any negative impacts either.
* If you are concerned that someone might be missed do an export of all users in the Default Role before deleting the role and then another export of all users in the Default Role and compare the counts (if they have not changed then you are good).
* If the role counts don't match order them (in excel) by email address and put them side by side. You will find the differences pretty quickly.

P.S. Having done this action many times with many customers I have never, not even once, seen any misses in the update. I would feel extremely comfortable that this secondary check is not necessary.


author: Edvaldo Lima
body: Hi [@JOHN AMES](/t5/user/viewprofilepage/user-id/5278705)

Currently, renaming system roles is not an available functionality in Jira Align, however, I found an existing suggestion [JIRAALIGN-6348](https://jira.atlassian.com/browse/JIRAALIGN-6348) for adding the ability to rename sys roles.  

I'd recommend adding yourself as a watcher of the above suggestion to be kept updated on its progress and vote for it.
Story point roll up by team for Capability
Asked by Ashley Zimmerman:

Hello! I'm trying to generate a report that shows a list of Capabilities with the stories points related to that capability by Team. So the report would look like....

Capability X Total Story Points 30

Team A. 10

Team B. 10

Team C. 10

It would be amazing if the points would then open the related tickets but just getting the summary information would be a huge help.

Thanks,

AZ  


Answers:
author: Tom O'Connor
body: [@Ashley Zimmerman](/t5/user/viewprofilepage/user-id/5508589) there is not a canned report in Jira Align for what you are asking. This type of report would be possible through Enterprise Insights.   

<br />

<https://help.jiraalign.com/hc/en-us/articles/16227117570964-Get-started-with-Enterprise-Insights>


Tags: analytics
How to handle Split Functionality when using new Align Parent EPIC ?
Asked by Kurt Van de Vel:

Goodafternoon,

I'm enquiring about the following.

We currently have a Jira Align EPIC "Contractual Obligations FY'24".

Under that EPIC we have numerous Jira Align Features.

This quarter, there is quite a bit of carry over work that will move into next quarter (which happens to be a new Fiscal as well ie FY25).

Usually when we Split features from 1 quarter (PI) to another, we Split Part 2 features is taking the same Parent EPIC.

In this case though the Split Part 2 Feature will need to reside underneath the new Align EPIC for FY25 namely "Contractual Obligations FY25".

Example:

Align EPIC = Contractual Obligations FY'24".

Align Feature = Feature-1

When splitting we get Feature-1-Split Part 1 and Feature-1-Split Part 2

When creating Feature-1-Split Part 2, it should be going under new Align EPIC Contractual Obligations FY'25".

Again by default the Split doesn't allow you to specify/pick/choose the parent EPIC.

Any way to overcome does or does this require manually changing the Parent Align EPIC for all those Splt Part 2 Features?

Thank you.


Answers:
author: Steve Sauser
body: [@Kurt Van de Vel](/t5/user/viewprofilepage/user-id/1158987) You could also Copy the Jira Align Epic (open the Epic, expand the the Show All and select Copy). This will present you with the first screen shot where you give the JA Epic a New Name and then you can either choose "Copy" or in this case choose "Copy with Children".

After selecting Copy with Children you will be presented with another screen to select which children relationships to keep.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/326678iF1B81009275670D9/image-size/large?v=v2&px=999 "image.png")![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/326679i9DD98271B8AE63DD/image-size/large?v=v2&px=999 "image.png")

comments: author: Kurt Van de Vel
body: thank you!


author: Allan Maxwell
body: Yes, you have to manually change each of the Features parent Epic.

comments: author: Kurt Van de Vel
body: thank you
dealer icon is not showing in jira align estimation tool
Asked by Banke Tuyo-Yussuf:

Hi All, does anyone know how to turn on the "dealer" icon that's placed next the the exit icon (top right) of the estimation screen in Jira Align? My role is set to product owner, however when I start the session, the dealer icon shows and then goes away. Also, I'm the person that starts the "**level of effort poker**" session. The issue is that I'm not able to set the final story point value as the board leader and can't use JA estimation tool to point stories during refinement sessions. Please help. Thank you!

![Screenshot 2024-05-27 142025.png](https://community.atlassian.com/t5/image/serverpage/image-id/326146iD4FB1CB519FD978F/image-size/large?v=v2&px=999 "Screenshot 2024-05-27 142025.png")


Answers:
author: Allan Maxwell
body: I cannot replicate this in [Version 10.133.2](https://sa1test.jiraalign.com/releasenotes?FirstTime=True) in the cloud using the new navigation experience. Are you on-prem or cloud?

comments: author: Banke Tuyo-Yussuf
body: We are using the tool in the cloud. Thanks!


author: Allan Maxwell
body: [@Banke Tuyo-Yussuf](/t5/user/viewprofilepage/user-id/4891202) I guess your best option is to request support at <https://support.atlassian.com/>


author: Banke Tuyo-Yussuf
body: [@Allan Maxwell](/t5/user/viewprofilepage/user-id/3502714) Thank you!
Why can't I see a team to program dependency on the program board
Asked by Amy Bowley:

I have a team in program A that has created a dependency on program B (at the program team level). The dependency shows up in the full list of dependencies but it does not show up on the program board for program B.

Program A and B are on different PI schedules with almost identical sprint dates. We need to create it at the program level, vs the team level because we have a "disconnected" team. The team uses Align for features but doesn't have an integration with Jira, so they have no sprints or stories.

I would expect to see a row similar to the external dependencies for the program level dependencies on program B. Am I missing something to make this work?


Answers:
author: Allan Maxwell
body: [@Amy Bowley](/t5/user/viewprofilepage/user-id/4195800) It could be a couple of reasons ...check to make sure the dependency is assigned to the correct Program Increment.

comments: author: Amy Bowley
body: The requesting team from program A associated the dependency with a feature in our current PI. The program they are dependent on was able to commit to a sprint date on their current PI calendar.

I see the dependency on the program A program board but not the program B board when looking at both of their current PIs.


author: Allan Maxwell
body: Ahh ...gotcha ...You are correct only the Team Dependencies show up in the swimlanes because the are Team-specific. I guess it would be nice if another swimlane existed for Program/ART Level Dependencies.

1. If the Dependency will be met by the work of one team in the Program, it can be reassigned from the Program to that team. This will resolve this issue as you expect.
2. If the Dependency will be met the work of multiple Teams in the Program, you could ask the requestor to create multiple Dependencies to be tracked individually.
3. The Respondent Program could create a Feature for "All work for Dependency X" and assign to various teams. This would give you a visual, but not exactly what you want. See pic.

![Screenshot 2024-05-22 at 9.49.13?AM.png](https://community.atlassian.com/t5/image/serverpage/image-id/325371i2E0E00BEED690366/image-size/large?v=v2&px=999 "Screenshot 2024-05-22 at 9.49.13?AM.png")


author: Amy Bowley
body: [@Allan Maxwell](/t5/user/viewprofilepage/user-id/3502714) thanks for your response. Given the particular nature of our dependency being on a team that is "disconnected" (only uses Align at the feature level), option 1 won't work because the depended on team isn't an option in the team selection. That's why we chose program.

Sounds like it would just be an enhancement request to have program level dependencies show up on the depended on program's board similar to external dependencies at the bottom.


Tags: dependency

program-board
How can I use Jira Align to manage a rolling strategic plan?
Asked by Samantha Michael:

If you have a strategy that you set over a number of years, then edit on an annual basis (or ad hoc if required), how do you manage your Strategic Snapshots and Themes in Jira Align?

\* Can you create a new Snapshot and somehow realign some of the existing Themes to it from a fixed point in time?

\* Do you create Themes per year and name them "Part 1" Part 2" or similar to manage this?

Thanks!


Answers:
author: Steve Sauser
body: [@Samantha Michael](/t5/user/viewprofilepage/user-id/5501047) Thank you for your question.

I think the best way to understand this is to understand the basics of Strategic Snapshots, once you have that fully understood I think you will see how you effectively leverage a Strategic Snapshot for your use case.

[Strategic Snapshots - What are they and how do they work?](https://community.atlassian.com/t5/Jira-Align-articles/Strategic-Snapshots-What-are-they-and-how-do-they-work/ba-p/2612247)

With that information in mind, it is ++**typically**++ best to have a Snapshot to represent a year at a time, but that does not mean that only work from year 1 is only displayed in year 1 (especially at the Theme level).

* While not necessarily typical it is also entirely possible to use a multi-year Snapshot and leverage the Strategy Room Filtering to narrow the snapshot down to a more focused view.

Since work in a snapshot is based upon the QIs/PIs association you can create the year 2 snapshot to include all of the year 1 QIs and you will see year 2 demonstrate both Year 1 and Year 2.

You will notice as well that Goals are directly associated to each snapshot so you can set goals annually as well as across multiple years by associating them to more than 1 snapshot.

Please read through the article and if you have further questions we will be happy to help.

Additionally I would advise that Snapshots are typically difficult for most groups to understand just from an article or two; if you have an Advisory Services Engagement your Strategic Engagement Manager can help engage people inside Atlassian engage deeper on this topic.

comments: author: Christina Haderer
body: [@Steve Sauser](/t5/user/viewprofilepage/user-id/2725190)how can I close a Strategic snapshot?


author: Steve Sauser
body: [@Christina Haderer](/t5/user/viewprofilepage/user-id/1148961) Snapshots themselves are not closed, they have an End date and the individuals managing the snapshots would stop adding new Quarterly Increments (PIs, depending on your taxonomy).

Typically the natural patterns of closing QI/PIs, moving work items to Accepted, completing goals, etc...is all that needs to be completed. The snapshot itself does not have a manually selected State or Status, it is all about the underlying timeboxes, work items, etc...


Tags: snapshots
Automating a put request
Asked by Aksh Patel:

Hi, I am trying to connect a Custom Process Step in Jira Align with a Custom Jira. The plan is to connect a state in a Jira Feature Or Epic with a Jira Align Feature. The proposed plan is to use python and get the step in Jira as well as the Jira Align Feature that it is linked to. Then go to Jira Align and send an update moving the Custom Process Step. I have two questions;

1. How would I send an update or put request using python (The link is always changing and the Feature ID (I can try to pass this field in so not too worried about this). I am thinking about using a CURL command but the link is always changing.

2. Is this possible as I have been trying and am stuck now. I can send a put request using postman but that is when all the data and fields are entered (just a solo situation)?


Answers:
author: Allan Maxwell
body: The answer to your question is quite complicated, so I first want to make sure that you know that Jira Align can be set up to automatically sync Jira's work flow Status bidirectionally. This Jira work flow status will also be mapped to Align's "State" field, so that field would potentially also change when a new Status is synced from Jira for a Feature.

![Screenshot 2024-05-17 at 7.04.03?AM.png](https://community.atlassian.com/t5/image/serverpage/image-id/324476iF59AD57994973742/image-size/large?v=v2&px=999 "Screenshot 2024-05-17 at 7.04.03?AM.png")

**Jira**

----------------

![Screenshot 2024-05-17 at 7.00.45?AM.png](https://community.atlassian.com/t5/image/serverpage/image-id/324477i17CC40A695C62533/image-size/large?v=v2&px=999 "Screenshot 2024-05-17 at 7.00.45?AM.png")

**Jira Align**

comments: author: Aksh Patel
body: Hi, yep I am trying to sync the process step with a state in an Jira Feature. The process step should not be synced with the state in Jira Align


author: Allan Maxwell
body: I don't have a Python example. You mentioned PostMan so maybe this snippit from Postman will help. Note the use of PATCH rather than PUSH allows you to specify the fields you want to update.

![Screenshot 2024-05-21 at 6.15.12?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/325179i4CF6B0AF1A897B92/image-size/large?v=v2&px=999 "Screenshot 2024-05-21 at 6.15.12?PM.png")

> <br />
>
> var body = new Array();  
> body.push({op: "replace", path: "/processStepId",  
> value: pm.variables.get("myIssues")\[pm.variables.get("myIndex")\].originalStep})  
> body.push({op: "replace", path: "/state",  
> value: pm.variables.get("myIssues")\[pm.variables.get("myIndex")\].originalState})
>
> console.log(body);  
> pm.variables.set("myRequestBody", JSON.stringify(body));


author: Aksh Patel
body: Not sure i am understanding this right but if i wanted to change the processstepId to in progress from not started, would your code do that? How do i change it to specific states?   
thank you for all the help


author: Allan Maxwell
body: Yes, the sample code sets both the processStepId and State.


Tags: cloud

jira
Checklist
Asked by Alaca, Kubra:

Hi,

Hoe kan ik een checklist beschrijving verwijderen binnen een issue?

![Schermafbeelding 2024-05-16 161504.png](https://community.atlassian.com/t5/image/serverpage/image-id/324178i9F3D2B04C4A755B1/image-size/large?v=v2&px=999 "Schermafbeelding 2024-05-16 161504.png")


Answers:
author: Laura Campbell _Seibert Media_
body: Hi [@Alaca, Kubra](/t5/user/viewprofilepage/user-id/5153518) , could you confirm which checklist app you are using?


Tags: jira

jira-cloud