youngmon/atlassian-qna huggingface dataset:
Board for multiple projects with swimming lanes per epic and subtasks below that epic
Asked by Mark de Vos:

We have multiple projects running but we want our teams based on a skills (let's say designers, motion designers, developers etc) to have a board where all tickets assigned to members of that team are shown.

This is possible via the filter query on a board of a project called designers for example. We can then configure the swimming lanes to based on epics from all projects.

So far so good. Yet here comes the issue we run into. In our company we also work with subtasks while we do not assign the parent task to the same assignee. This is cause an issue can be Case study X, subtasks: copy, design, page build.

These subtasks from other projects are however shown under 'no epic assigned' which distorts the view we are trying to achieve. Too many tickets now fall under this.

I don't think there is a solution to this with this particular setup cause it goes against the fundamentals of JIRA and the relationship between epics, issues and subtasks.

Would love to hear if people also ran into similar situations and solutions?


Answers:
author: Danut M _StonikByte_
body: Hi [@Mark de Vos](/t5/user/viewprofilepage/user-id/1483221),

You could try using the **Team Wallboard gadget** offered by our [Great Gadgets](https://marketplace.atlassian.com/search?query=stonikbyte%20great%20gadgets%20agile) app to display the data in the way you want. This means to have a dashboard in Jira for each team, and/or one for the entire project.

This gadget display the contents of a board including sub-tasks. It offers swim-lanes by various criteria (epics, assignee, parent task, project, etc) and supports quick filters. The colors can be customized.

In this example, you can see a board with epic swim-lanes. In green color are parent tasks, in yellow color are sub-tasks.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/334184i7FC213F444FE1CBB/image-size/large?v=v2&px=999 "image.png")

See more examples of this gadget (and the many others offered by the same app) in these articles:

* <https://community.atlassian.com/t5/App-Central/8-gadgets-for-a-powerful-Scrum-dashboard-in-Jira/ba-p/1683063>
* <https://community.atlassian.com/t5/Jira-articles/Building-a-powerful-Kanban-dashboard-in-Jira-with-Great-Gadgets/ba-p/1664331>

You could start with **1 month free trial**. If you need any help, feel free to contact us at support@stonikbyte.com.

Hope this helps.

Danut.


author: Carla Ann Rowland
body: Set up a component roster or label convention to manage this linked standard issues to sub-tasks. Components is the stronger option than labels. Then add the component criteria into the filter for your board.


Tags: cloud

jira-cloud
How to create JIRA tickets dynamically from outlook emails?
Asked by charitha.r:

Hi Team,

Please help me on creating the JIRA tickets as and when I get outlook email.   
Is it through connectors or we need admin access in JIRA to do that? Please advise.

Thank you!


Answers:
author: Trudy Claspill
body: Hello [@charitha_r](https://community.atlassian.com/t5/user/viewprofilepage/user-id/5529076)

Have you reviewed this information?

[Create issues and comments from email](https://support.atlassian.com/jira-cloud-administration/docs/create-issues-and-comments-from-email/)

comments: author: charitha.r
body: Hello Trudy, Thank you for replying.  

I do not have admin access to JIRA . I dont think I can add incoming mail server. However I will try to get admin access.

But is there a way I can create tickets from outlook emails as we do in Microsoft outlook for JIRA connector by creating a workflow?


author: Trudy Claspill
body: I have never used the Microsoft Outlook for Jira Connector. I'm not very familiar with its functionality.

Are you trying to automatically create issues when emails are received by a generic email address, or are you wanting to create Jira issues from emails that you are receiving personally?

Setting up a mail server and mail handler would be the solution if you want to create issues from emails received by a generic email address.

If you are looking for the latter, creating a Jira issue from an email you receive, and you require a free solution (as you mentioned in your other post), then take a look at this:

<https://community.atlassian.com/t5/Jira-articles/Try-Jira-Cloud-for-Outlook-Organize-your-work-without-leaving/ba-p/1081661>


author: charitha.r
body: This helped to create JIRA issues manually, Thank you so much!

<br />

However, is there a way to do this dynamically? Every time I receive email on outlook (any user sends) that should be logged as an issue on JIRA.  

Please advise.


author: Trudy Claspill
body: Hello [@charitha.r](/t5/user/viewprofilepage/user-id/5529076)

What is the root problem you are trying to solve?

Are you trying to enable any user to create issues in a specific project?

Or should the issues be created only if the email comes directly to you?

Should every email that comes to you create a Jira Issue?

Do you want the issue created in a Jira Software project, a Jira Work Management project (aka Business project), or a Jira Service Management project?

Are the senders of these emails licensed users of Jira?

What types of emails are they sending you? Is this a situation where you are performing a help desk type of service? Are the senders reporting bugs in your product?


Tags: cloud

jira-cloud
Why can't i see the few options as a JIRA Admin?
Asked by Dimple:

I have the admin access but i can't see few of the fields that is appearing for the other user who has the same access. Also, i wouldn't able to edit the fields as well.


Answers:
author: Joe Pitt
body: Jira admin just means you can build screens, workflows, projects, scheme, etc. The ability of any user to access projects, edit, view, etc. is controlled they permission scheme assigned to the project, which a Jira admin assigns. The 'other user' must have permissions in the permission scheme.


author: Jehan Bhathena
body: Hi [@Dimple](/t5/user/viewprofilepage/user-id/5537143) ,

adding to what [@Joe Pitt](/t5/user/viewprofilepage/user-id/822427) mentioned : <https://support.atlassian.com/jira-cloud-administration/docs/use-the-jira-admin-helper/> you can use this to verify if your user and the other user has the same permissions.


Tags: cloud

jira-cloud
Is the Prod Backlog Refinement Discussion the best forum to perform the estimation for User Stories?
Asked by Dikshant Manb:

Is the Product Backlog Refinement Discussion the best forum to perform the estimation for User Stories?

Or Should the Scrum Master and The Product Owner call for a separate meeting where we just perform estimations?


Answers:
author: Trudy Claspill
body: Hello [@Dikshant Manb](/t5/user/viewprofilepage/user-id/5537133)

Welcome to the Atlassian community.

Have you reviewed this information from Atlassian on the topic?

<https://www.atlassian.com/agile/project-management/backlog-refinement-meeting>


Tags: cloud

jira-cloud
Backup Tasks
Asked by Pablo Kywatyniec:

Can we execute periodic backup tasks?


Answers:
author: John Funk
body: Hi Pablo - Welcome to the Atlassian Community!

I would suggest taking a look at some of the many vendors in the Atlassian Marketplace that will much better do this function. AND provide for granular restore, including deleted issues, projects, etc.

[https://marketplace.atlassian.com/search?hosting=cloud\&query=Backup](https://marketplace.atlassian.com/search?hosting=cloud&query=Backup)

Personally, I am an advisor for the Revyz set of tools and highly recommend the Revyz Data Manager app.


author: Trudy Claspill
body: Hello [@Pablo Kywatyniec](/t5/user/viewprofilepage/user-id/5537130)

Welcome to the Atlassian community.

Refer to this documentation for information about backing up Jira Cloud.

<https://confluence.atlassian.com/jirakb/automate-backups-for-jira-cloud-779160659.html>


author: Daria Kulikova
body: Hello [@Pablo Kywatyniec](/t5/user/viewprofilepage/user-id/5537130) and welcome to the Atlassian Community!

You may find this article useful: <https://community.atlassian.com/t5/Jira-articles/Automate-online-site-backups-for-Jira-and-Confluence-without/ba-p/1271317>

Also, as an option you can take a look at backup tools that can help you automate your Jira backup jobs, like GitProtect backup and Disaster Recovery software for Jira Cloud: [https://marketplace.atlassian.com/apps/1228719/gitprotect-io-backups-for-jira-cloud?hosting=cloud\&tab=overview](https://marketplace.atlassian.com/apps/1228719/gitprotect-io-backups-for-jira-cloud?hosting=cloud&tab=overview)


Tags: cloud

jira-cloud

jira-cloud-administration

not-applicable
What are the most common practice setting a permission scheme?
Asked by James Fama:

Good afternoon Atlassian Community,

I am sure people had ask this question before but I want to gather some opinion from the community.

We want to give access GROUP A to 40 projects and we want to create a common permission scheme.

But the 40 Projects - 5 of them have different permission scheme. How do you solve it?

Create 35 project have common permission scheme and the other 5 project will have unique permission scheme individually then add the Group A to these 5 projects.

Please let me know if you have any solution with my query.

Than you,

James


Answers:
author: John Funk
body: Hi James,

Personally, I think the best route is to have as few schemes as possible, relying on Project Roles as much as possible. Then the Project Admin can add the group(s) to whatever role works best based on the Permission Scheme. And can add individuals in the short term until a Jira Admin can update the group when someone new comes in and needs to be added.


author: Joe Pitt
body: I only have two permission schemes. One for projects no long in use, which no one has access to except Jira admins, and one for all other. I use project roles for user needing different access for instance;

Staff: they have all permissions. This for people actively working the project

Project Admin: those with project admin rights

browse: users that need to view, but not edit, make comments, etc.

QA: users in a QA role that can execute a transition to approve something or close an issue

You may want other roles. Since project roles are universal a project may not use all the available roles.

Project admins are responsible for managing the membership in the role which can be individual users or groups.

Also, no one has permission to delete anything. We treat Jira as a system of record.

comments: author: James Fama
body: [@John Funk](/t5/user/viewprofilepage/user-id/7148) an [@Joe Pitt](/t5/user/viewprofilepage/user-id/822427) Thanks to you both for the input. I will make note of your suggestions. Much appreciate it.


Tags: cloud

jira-cloud

permission-scheme
Prevent multiple calls from one internal user causing CPU overload
Asked by digit-s2_ec_europa_eu:

Dear reader,

We are facing a problem with Jira Data Center.

We would like to prevent the software to be have multiple request coming from internal customer, that could send multiple calls to our server.

We know that there is a native max-requests settings that we can use, but the problem is that we also use Jira as a incident ticket tool.

That is to say that our Jira is called by monitoring and alerting tools which are the most important things to handle.

Having this in mind, it is then not possible for us to know in advance how many calls we get per minutes as it depends on the attacks detected by the our internal associated tools to Jira.

Then we need a solution to prevent any internal '**bruteforce**' like a user making multiple calls by using a widget or the API directly,

Here an example of call to limit:

[rest/api/1.0/users/picker?showAvatar=true\&query=sssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssss\&_=1717592574471](https://jira.s.cec.eu.int/rest/api/1.0/users/picker?showAvatar=true&query=sssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssss&_=1717592574471)

Do you have a solution to prevent for example normal users to exceed a certain amount of call whereas we could keep the requests coming from alerting tools (bot accounts) **unlimited**.

Thank you in advance for your answer,

Best regards


Answers:
author: Laurie Sciutti
body: Hello [@digit-s2_ec_europa_eu](/t5/user/viewprofilepage/user-id/188710) \~ have you had a look at rate-limiting? <https://confluence.atlassian.com/adminjiraserver0912/improving-instance-stability-with-rate-limiting-1346048250.html>

comments: author: digit-s2_ec_europa_eu
body: Hi [@Laurie Sciutti](/t5/user/viewprofilepage/user-id/1137433) ,

Thank you for the answer.

As I raised in the previous post :

*"We know that there is a native max-requests settings that we can use, but the problem is that we also use Jira as a incident ticket tool."*

Which means that we cannot miss any request,

Could you please tell us what happen with the requests when the limit is reached, are the requests dropped or stored in a queue ?

Thank you;

Best regards


author: Laurie Sciutti
body: [@digit-s2_ec_europa_eu](/t5/user/viewprofilepage/user-id/188710)

![Capture.PNG](https://community.atlassian.com/t5/image/serverpage/image-id/336748i289DB30EFCC0F8F3/image-size/large?v=v2&px=999 "Capture.PNG")


Tags: data-center

jira-data-center

jira-server

server
How to access the historic change of a custom field using GIRA
Asked by Paul Fournier:

Hi,  

We are using Gira (/rest/gira/1/) to query HistoryItem, CommentItem, HiddenCommentItem, WorklogItem and IncidentItem.  
How can we get the historic change of a specific custom field by modifying the query?  

Thanks,


Answers:
author: Trudy Claspill
body: Hello [@Paul Fournier](/t5/user/viewprofilepage/user-id/5537029)

Welcome to the Atlassian community.

The product name is actually Jira with a "J", not Gira with a "G".

Can you provide a link to the online documentation you are using the /rest/gira/1/ ? Given that "gira" is not the name of the product it is unclear where you are getting your information.

The documentation for the REST API provided by Atlassian for the Jira Cloud product can be found here:

<https://developer.atlassian.com/cloud/jira/platform/rest/v2/intro/#about>

Additional information is available here for APIs related specifically to Jira Software Cloud functionality.

<https://developer.atlassian.com/cloud/jira/software/rest/intro/#introduction>

comments: author: Paul Fournier
body: Hi [@Trudy Claspill](/t5/user/viewprofilepage/user-id/3569011)   

I'm speaking of Gira with a "G" here which was (apparently) the name of graphql-api service of Jira.  
And I can assure you this endpoint exist as we are querying it for our domain.  
(<https://community.developer.atlassian.com/t/how-do-i-authenticate-against-the-graphql-api/55505>,  
<https://community.developer.atlassian.com/t/how-to-implement-a-middleware-in-atlassian-forge-for-intercepting-a-request-made-to-jira-cloud/63460>)  
Unfortunately I'm not able to find the original documentation.  

Anyways, I solved my issue by using the fieldId in the historyItem.


author: Trudy Claspill
body: Thank you for the clarification [@Paul Fournier](/t5/user/viewprofilepage/user-id/5537029) . I had not heard of [graphql](https://graphql.org/) previously.

I'm glad you found the solution for your question.


Tags: cloud

jira-cloud
How to make a field required before transition for specific issues?
Asked by Joshua Villanueva:

Hello,

I'm trying to make a field required before allowing the issue to transition to "approved." However, I need this to only apply to issues with specific values in one of the custom fields in the issue.

So in my case, I have an issue type that has custom fields "list of Instructions" and "Product" with choices A,B, and C. I want a validator that will require the custom field "List of Instructions" to be mandatory for the issue to transition, but only for issues where "A" or "B" is selected for "Product" field.

Any ideas how to go about with this?


Answers:
author: Jovin
body: Hey [@Joshua Villanueva](/t5/user/viewprofilepage/user-id/5537094)

You can absolutely do this via Conditions on the transition! This will ensure that the transition is not visible unless your criteria is met. For this your criteria is:

1. List of instructions IS NOT EMPTY AND
2. Product = A OR Product = B

See below screenshots of how this would look (I've used Components for Product, and Environment for List of instructions).

![conditions.png](https://community.atlassian.com/t5/image/serverpage/image-id/333732i2A96ECAEF1CB8A1A/image-size/large?v=v2&px=999 "conditions.png")

1. Add your first condition (List of instructions) choose the operation as != and leave the rest empty.
2. Add your second condition (Product) and choose the operation as = and input the option ID for option A (see below for how to get Option ID).
3. Click the fork icon in the screenshot below and repeat step 2 there but for Option B.
4. Change the "All of the following conditions" for the grouped ones to "Any"

![or.png](https://community.atlassian.com/t5/image/serverpage/image-id/333733i7EDBB96284F715C9/image-size/large?v=v2&px=999 "or.png")

Getting the Option ID: You can find this by going to the custom field config, finding your field then clicking the ... and opening Contexts and Default Value, then editing on the options, then edit on the specific option. In the URL you'll see ?*fieldConfigId=1010*7 - the 5 digit number is the ID.


author: Joshua Villanueva
body: Hi [@Jovin](/t5/user/viewprofilepage/user-id/5104734)

Thank you for your response. Just to clarify, if I use these conditions, The issue can transition fine(without conditions) for choice C in Product custom field?

Simply put, i only need this condition to apply for A nd B, not C. thanks

comments: author: Jovin
body: Hey [@Joshua Villanueva](/t5/user/viewprofilepage/user-id/5537094)

Yup - in the grouped condition if you add one for each of the 3 all will be required, if you only add 2 of them, then only those two will be required!


Tags: data-center

jira-data-center
Assistance with Page Scrolling Issue
Asked by Timofey Moiseenko:

Hi! We're encountering an issue that many of our users are reporting. When they open a page in our application, they are unable to scroll until the page has fully loaded. This is causing a lot of frustration.

Could you please advise if there are any methods to address this? For example, changing the loading order of elements, debugging heavy elements (though none have been identified), or any other ways to speed up loading or alter the order so that scrolling is possible even if the page is still loading?

Maybe it is possible to achieve with Scriptrunner or other settings/configurations?


Answers:
author: Nicolas Grossi
body: [@Timofey Moiseenko](/t5/user/viewprofilepage/user-id/5440715) Welcome! As you have an active license you might contact support.atlassian.com

HTH

Nicolas

comments: author: Timofey Moiseenko
body: Already did, they say this is default behavior in Jira (PSSRV-125501) And recommended asking there: "The default behavior of Jira is not designed to work in this direction, but this would be a great conversation to have on Atlassian Community to see if some customized solution would cause the desired behavior"


Tags: jira-server

server
ticket routed - help
Asked by Sampath:

Team

i would like to take the report for .....ticket routed by ....any advise here

is there a way to filter by ticket assigned by (so who assigned it to someone) (anything coming in, triaged but assigned to someone else)


Answers:
author: Marzvan Chachar
body: Hello everyone! I would like to recommend you [Mostbet](https://www.mynewsgh.com/one-point-to-qualify-in-euro-2024-for-hungary/) on MyNewsGh as a great choice for sports betting. Their intuitive platform and speed of processing bets make them particularly attractive to me. I always feel safe using their services and can recommend Mostbet to anyone who values convenience and high quality service.


author: Nicolas Grossi
body: [@Sampath](/t5/user/viewprofilepage/user-id/3886406) you might take a look at this link: <https://community.atlassian.com/t5/Jira-questions/Filter-to-see-tickets-assigned-by-someone-else-than-me/qaq-p/2185099>

HTH

Nicolas

comments: author: Sampath
body: Hi [@Nicolas Grossi](/t5/user/viewprofilepage/user-id/676185)

Thanks for your timely support will look and update it

Also any help how this type of dashboard should create ..pls suggest thanks

Ref :<https://community.atlassian.com/t5/App-Central/An-effective-dashboard-for-Service-Desk-and-Customer-Support/ba-p/2360369?lightbox-message-images-2360369=323550i13FC589EFAAEB0A8>

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/333744iDA9367D8D5A3FB69/image-size/large?v=v2&px=999 "image.png")


author: Sampath
body: Hi [@Nicolas Grossi](/t5/user/viewprofilepage/user-id/676185)

Example So if you triage it, you assign it to the next. If it's assigned to you but you assign to others. These globally:)


Tags: cloud
Are there any templates for managing inventory of decorations?
Asked by Pat Erwin:

I want to put all my seasonal decorations in a Trello Board and wondered if anyone has seen a template available for that use.


Answers:
author: Mutya A
body: Hi Pat!

You can search in our community template gallery where you can go through different board setups and workflows according to different use cases: <https://trello.com/templates>

I've found this template that might fit your use case: <https://trello.com/templates/operations-hr/inventory-management-powered-by-smart-fields-k8MDrQhF>

For more information on how to use these templates:  
<https://support.atlassian.com/trello/docs/community-template-gallery>

For Premium or Enterprise members, they can also create their own board templates to easily replicate a process of workflow with the same structure and content:  
<https://support.atlassian.com/trello/docs/creating-template-boards>

Hope this helps but let me know if you have any other questions!

comments: author: Mutya A
body: Hey Pat,

If the above post ***helps*** your query, then please consider **Accept answer** to help the other users find it more quickly. Appreciate it! :)
What is my level of operation
Asked by Glenn Ferguson:

I tried to upgrade, gave my credit card to your system, but I did not receive an email of the tranaction. I think I may have a 14 day trial. Am I at Standard level or Premium level I think I upgraded twice. I still receive upgrade prompts so it is very confusing. Thanks.


Answers:
author: Carolina Lopez
body: Hi Glenn,

You can check the billing information by following these steps:

1. Click the Workspaces dropdown option from the top navigation bar

2. Select the Workspace

3. In the sidebar, click "Settings"

4. From the dropdown options, click "Billing"

You can find more details about billing in this article: <https://support.atlassian.com/trello/docs/how-billing-works-with-trello-premium-and-standard/>

We can't share billing information in the Atlassian Community, but if you still need assistance, please reach out to us on [our contact page](https://trello.com/contact) and select "Billing" in the "What can we help you with?" field. We'd be happy to help!