youngmon/atlassian-qna huggingface dataset:
How do I get Jira Portfolio to respect existing sprints?
Asked by Roy Levien:

When I try to create a plan in Jira Portfolio, Portfolio seems to pay no attention at all to the existing (and past) sprints for my project(s). It assigns issues that are already in an active sprint to sprints in the plan, and does not respect the calendar dates of the existing sprint in my project.

How do I

1. get future sprints in Portfolio to start at the end of the current one for my project in Jira,
2. keep the items in the current sprint there and not put them in future sprints, and (if possible),
3. show past sprints?


Answers:
author: Belto
body: The Scope view does not take into account closed Sprints.

To have more control over the future, past and current Sprints, you will have to use the Scope filters to define over what period of time the Plan should look at.

See [Using scope filters](https://confluence.atlassian.com/jiraportfoliocloud/using-scope-filters-828785257.html) for more details.


Tags: advanced-roadmaps

jira-software
Portfolio export report capacity doesn't match capacity view
Asked by Terrell Teague:

My group uses JIRA (Kanban board) and Portfolio. We develop hardware and use Portfolio to help determine the various resources we need (electrical/mechanical design, test techs etc.) So I have different teams setup with associated skills.

We are a shared resource in our company and am asked to report the resources we need per month for various projects. We group each project into an Epic and estimate the days needed for each story in the Epic. My stake holders are interested in knowing how many resources will be working on their projects (Epics) per month.

When I export the scope report out of Portfolio and look at the estimated hours for a particular team over a period of time (say June). I would expect that it would match what the capacity chart in portfolio reports, but it's way off.

As you can see from the attached images, the capacity report shows my 5 mechanical designers at full capacity for 4 weeks (30 hrs/week \~ 3.8 days). That should be about 600 hours.

However, when I break down the estimates in the exported report for scheduled stories in June, it's only showing 300 hours of work. It makes it look like I only need 1/2 my guys.

I've spent many hours, days trying to figure out why this if off so much.

Some other info, the plan is set to one person per story (which is accurate to reality), each person is available for 30 hours per week, portfolio picks the team member based on where we estimate the hours (if we put 2 days in the mechanical design skill, it picks the right team).

![Mech Designer Calc.PNG](/t5/image/serverpage/image-id/23699iF623425F774F10AE/image-size/large?v=v2&px=999 "Mech Designer Calc.PNG")![mech designer cap june.PNG](/t5/image/serverpage/image-id/23700i86CDDE316C7F2DFA/image-size/large?v=v2&px=999 "mech designer cap june.PNG")


Answers:
author: Aron Gombas _Midori_
body: There may be a way to double-check it and maybe it reveals more about the root cause of the difference.

You can export Portfolio data to Excel using [our app](https://midori-global.com/products/better-excel-exporter-for-jira/server/documentation/integrations#portfolio-for-jira). Maybe it helps to find out if the values that you see in the web interface or the value that you see in the exported Excel file are the correct ones.


Tags: advanced-roadmaps
How to represent partial resource needs in Portfolio?
Asked by Steve Holota:

For some of our business projects, we have .5 developer or .25 of a BSA over a number of weeks. If I try to take the total hours, Portfolio condenses it into one or two weeks. The project however runs over multiple months and I need to show those people are allocated as such. How can I represent the stretched out timeline with partial resource involvement in Portfolio?

Today we do this in excel and my hope is I can move the management of this to Portfolio if i can solve for this use case.

![2018-06-04_13-56-22.jpg](https://community.atlassian.com/t5/image/serverpage/image-id/23685i5899EE22EDD9E5E4/image-size/large?v=v2&px=999 "2018-06-04_13-56-22.jpg")


Answers:
author: Nicolas Rimmer
body: Hi Steve,

I also am thinking about this but have not go too far yet.

Have you found this page about team availability?

<https://confluence.atlassian.com/jiraportfolioserver/configuring-teams-members-availability-814212629.html>

I am wondering about setting peoples team specific availability default to zero then using the exceptions to create allocation segments.... e.g. from date X to date Y allocate A hours per week, from date Z to date W allocate B hours per week.

Reading round it appears (though I have not tested) there is no check on over allocation of people to multiple projects.

I expect some kind of reporting and checking will be needed via the new Portfolio APIs. This all feels like quite a lot of work for what I imagine is a common need.

Nick


Tags: advanced-roadmaps
Manual assignee in JIRA not showing in JIRA Portfolio
Asked by Kirk Marple:

I've used JIRA Portfolio (Cloud) to setup the first few sprints for multiple teams.

It automatically assigned some issues to different team members, but I wanted to override some of those in the JIRA sprints, and assign to specific people.

I can see those stories assigned to the correct people on the JIRA side, but looking back in JIRA Portfolio, they are still auto-assigned to the wrong people.

I thought Portfolio would pick up the manual assignment, but it's not.

By design? Bug? Seems important that they'd need to stay in sync, since my understanding of Portfolio is that team assignment is a "suggestion", and can be refined manually in JIRA.


Answers:
author: JulienFritsch
body: See the documentation about this here: <https://confluence.atlassian.com/jiraportfoliocloud/map-an-issue-assignee-to-a-team-member-868977839.html>


Tags: advanced-roadmaps
How to stop the auto-assignment of issues to releases
Asked by Jovanna Pugh:

From sprint to sprint, my team works on a variety of cards. Right now, it's as common for them to be assigned to releases as it is for them to be unassigned to a release. I want to see all of the cards my teams work on in Portfolio. However, I do *not* want Portfolio to automatically assign cards that aren't assigned to a release.

I am new to using Portfolio, so I'm hoping there's a way to accomplish what I'm looking for but I just haven't found it yet. If anyone knows of a way to prevent Portfolio from automatically assigning issues to releases, I would love to hear it.


Answers:
author: Phillip Williams
body: I am still quite new to Portfolio as well, but one way that I found is to remove the Story Points from the ticket. Then Portfolio won't know how to schedule it and it won't be assigned to a release.

comments: author: Jovanna Pugh
body: Thanks, Phillip - I'll give that a shot!


author: Jovanna Pugh
body: THANK YOU PHIL!! Removing the story points from issues that were automatically assigned to a release reverts that auto-assignment! Although do I still believe that Portfolio should provide the ability to either: prevent the auto-assignment of issues to releases or remove issues from releases without assigning them to another one, this is a great workaround!


Tags: advanced-roadmaps
Status report including finished Stories?
Asked by Sandra Kawamoto:

Is there a way to have a simple report with all stories of one product? I would like to know percentage of done tasks in each story. I would also want to list the ones full completed (100%). Thanks!


Answers:
author: Tarun Sapra
body: Hello [@Sandra Kawamoto](/t5/user/viewprofilepage/user-id/1400652)

Per Story if you want to see progress percentage then it is something which you might not find out of the box.

If you are using porfolio then you can track progress in percentage

<https://confluence.atlassian.com/jiraportfolioserver/status-and-progress-tracking-715263088.html>

Though portfolio doesn't have any supported reporting gadgets as of now.

Structure plugin also supports it

<https://wiki.almworks.com/display/structure/Progress+Column>

Other reporting plugins like eazyBI and dataplane arsenale also support your requirements.

comments: author: Sandra Kawamoto
body: Thank you very much for answering [@Tarun Sapra](/t5/user/viewprofilepage/user-id/781576)! I'll check your links.


author: Janis Plume _eazyBI_
body: Hi, Sandra,

You can create reports like this using the eazyBI app (add-on) for Jira.

Please, find here in the eazyBI demo account a Gantt chart showing the progress of each issue in the hierarchy by the completion of the tasks from lower hierarchy level:  
<https://eazybi.com/accounts/1000/cubes/Issues/reports/78204-issue-epic-gant-chart>

You can also build in eazyBI the Jira Portfolio hierarchy and have reports by the Jira Portfolio hierarchy.

Find here more example reports for the project overview:

<https://eazybi.com/accounts/1000/dashboards/5942-project-overview>

Kindly,

Janis, eazyBI support


Tags: advanced-roadmaps
Can you use Time-based estimation for portfolio capacity planning with Jira Scrum/Agile?
Asked by Richard Minerich:

We use Jira Agile with Scrum but estimate with Time. The documentation says time based estimation only works with Kanban but I wanted to check to see if it can be done with agile as well.


Answers:
author: Walter Buggenhout
body: Hi [@Richard Minerich](/t5/user/viewprofilepage/user-id/1459987),

Yes you can. In the configuration of your plan, you decide which estimation method to use for your plan:

![Screen Shot 2018-06-03 at 13.10.06.png](https://community.atlassian.com/t5/image/serverpage/image-id/23562iB049951C78F3289D/image-dimensions/470x281?v=v2 "Screen Shot 2018-06-03 at 13.10.06.png")

As you can see from the screenshot, planning units are **Days / Hours** or story points.

*you can find the setting by clicking the 3 dots \[ ... \] next to your plan's name. This will bring you to the configuration pages. Planning mode is under PLANNING / Scheduling*


Tags: advanced-roadmaps
How to create cross-project themes in JIRA that show up in Portfolio
Asked by Robert Guerin:

Is it possible to create themes in JIRA that show up as themes in Portfolio? For example, when I create a story and select from one of the company-wide theme (predefined list available across all projects), this assignment gets transferred to my Portfolio plan and I can report on it ?


Answers:
author: Tarun Sapra
body: Currently it's not possible to have the themes which you can create in portfolio to appear in Jira as a custom field on the issue create screen thereby giving the user an ability to assign an issue to theme via the Jira interface instead of portfolio.

<https://jira.atlassian.com/browse/JPOSERVER-525>

<https://community.atlassian.com/t5/Jira-questions/Is-there-a-way-to-show-Portfolio-s-Themes-field-in-JIRA/qaq-p/619625>


Tags: advanced-roadmaps

theme
Is anyone getting their cards archived by themselves?
Asked by Teresita Mariana Galvan Martinez:

Each time I put a note in the card, it gets archived. It happens to a couple of the members of the team.


Answers:
author: Dreamsuite Mike
body: Hi [@Teresita Mariana Galvan Martinez](/t5/user/viewprofilepage/user-id/5456502)

I recreated this bug and reported it to Trello

<https://www.loom.com/share/a257fe7d67c1426f80d88bb7e4781c84?sid=9008535b-c9c0-4a75-a03b-83fc019edd32>

The solution is to turn off Atlassian Intelligence, which you can see in the video linked above...

comments: author: Andrea Crawford
body: [@Dreamsuite Mike](/t5/user/viewprofilepage/user-id/5153180) Thanks for nailing down the root cause.

[@Teresita Mariana Galvan Martinez](/t5/user/viewprofilepage/user-id/5456502) A fix for this issue has been released. Just refresh your browser and you should be able to comment with Atlassian Intelligence enabled without focus issues.


author: Teresita Mariana Galvan Martinez
body: [@Dreamsuite Mike](/t5/user/viewprofilepage/user-id/5153180) [@Andrea Crawford](/t5/user/viewprofilepage/user-id/1248191) Thank you very much to you both! It's working well now!


author: Dreamsuite Mike
body: Thanks [@Andrea Crawford](/t5/user/viewprofilepage/user-id/1248191) That was quick ?


author: Andrea Crawford
body: [@Teresita Mariana Galvan Martinez](/t5/user/viewprofilepage/user-id/5456502) Can you check if there are any automations set up on your board that could be archiving your cards? If so, you would see in the board activity feed that the card was archived "via Butler" ![Screenshot 2024-03-19 at 10.20.47?AM.png](https://community.atlassian.com/t5/image/serverpage/image-id/313096i6F97C3E65EA7388E/image-size/large?v=v2&px=999 "Screenshot 2024-03-19 at 10.20.47?AM.png")

comments: author: Teresita Mariana Galvan Martinez
body: Thanks! There's no automation set up in any board, I'll keep looking!


author: Nikola Perisic
body: Welcome to the community [@Teresita Mariana Galvan Martinez](/t5/user/viewprofilepage/user-id/5456502)

Strange, I am not facing this issue. When did it start to occur?

comments: author: Teresita Mariana Galvan Martinez
body: Since last week


Tags: archive

notes

update
Prevent looping Trello automation when using several tag automations for lists on the same board
Asked by Julius Fondem:

Hi! I'm trying to use Trello's automation to manage a social media post board. The idea is to have a list for each social media platform (Twitter, FB, IG, Tiktok etc.) and then have each social media post be its own card. However, we often end up posting the same social media post on multiple different channels.

To help with this, I created labels to denote the different social media platforms and created an automation like this: "when the dark yellow "Tiktok" label is added to a card by anyone, copy the card to the top of list "Tiktok" on board "Social Media Posts" and link the cards together". I then created such an automation for each of the social media platforms and the idea would be that I could create one card in the board, use the labels to denote which platforms the post is going to, and then have the cards be linked.

However, with several of these social media platform automations, this unfortunately becomes an automation loop where cards will just get added over and over to the same lists until Trello stops the automation from looping any further. I tried modifying the automation to be this but the issue still remains: "when the dark yellow "Tiktok" label is added to a card not in list "Tiktok" by anyone, copy the card to the top of list "Tiktok" on board "Social Media Posts" and link the cards together".

What I essentially want is to be able to create a card on any of the lists in the board, decide which tags to add based on which social media platforms the post will go on, and then have the card be copied to the corresponding social media platforms in the list in this same board, and only have it do this once to avoid the endless looping and multiple copies of cards in the same list. Any idea how I could resolve this?


Answers:
author: Renato Fagaraz
body: Hi, Julius!  

This sounds like a great automation that you're building yourself, it might just need a couple of tweaks!  

From what I'm reading, it sounds like having a centralized list for posts to be put on before moving to their respective social media lists could work for you. With this, you could set one of the restrictions on your trigger, to be specifically on this centralized, dedicated list. Let me show you what I'm thinking of:  

<br />

![img.png](https://community.atlassian.com/t5/image/serverpage/image-id/313798i301477E84EBF5414/image-size/large?v=v2&px=999 "img.png")  

For this reference flow, I created the rules:

```
when the blue "Facebook" label is added to a card in list "Post", remove the blue "Facebook" label from the card, and copy the card to the top of list "Facebook"
```

```
when the dark black "Tiktok" label is added to a card in list "Post", remove the dark black "Tiktok" label from the card, and copy the card to the top of list "TikTok"
```

Once you've added each tag and the cards got replicated to the lists you want, you can just archive the original and keep the list clean for new posts to come in.   

Let me know if that works, and if you need any further help, hopefully this is what you're looking for!
List refresh
Asked by Andr? Busigel:

"Hello, I'm using Trello's list view to display various orders on a large display for our team to work on. However, I've noticed that when I add a new card to the board, it doesn't appear in the list view until I manually refresh it. Do you have any suggestions on how to solve this more efficiently?"


Answers:
author: Nikola Perisic
body: Welcome to the community [@Andr? Busigel](/t5/user/viewprofilepage/user-id/5456456)

When you say the list view, because this really doesn't exist in Trello, do you mean either the list view, calendar view,timeline, dashboard or a map view?

comments: author: Andr? Busigel
body: In workspace views, I can choose between table or calendar. When I select table, I encounter this problem.
Trello Upgrade Pricing
Asked by Mike Amaral:

[@Dreamsuite Mike](/t5/user/viewprofilepage/user-id/5153180) Hey Mike I am trying to upgrade trello and could use some of your knowledge possibly.

* I have one board with 30 members on a workspace
* I would like to upgrade my one membership without getting charged for them.
  * Do I have to delete them from the workspace and add them as guests?
* Will they as guests still be able to create lists and use trello similar to I do?

Thanks

Mike


Answers:
author: Renato Fagaraz
body: Hey, Mike!  

Renato here, hope you don't mind me taking this question!  

If you have one board with 30 members and want to avoid being billed by them, you can indeed remove them from the Workspace, which will automatically convert them into guests.   

Now, if they are guests, they can still be billable if they're members on more than one board, which you can check through the members page of your Workspace. It's important to make sure they're only members on one single board, as that will make them a single-board guest, which is non-billable.  

Lastly, being a guest on a Workspace doesn't affect how you can interact on the board you're a member of, a board member that's a workspace guest can still create cards normally, they just can't create new boards on that workspace.

Hopefully this helps, there's a bit more info here if you want to read on it: <https://support.atlassian.com/trello/docs/how-billing-works-with-trello-premium-and-standard/>
Can I Copy or Move a Board Without Losing Assignments, Comments, Attachments, or Labels
Asked by C:

I would like to either copy or move a Trello board to another Workspace without losing my assignments, comments, attachments, or labels. Is that possible?


Answers:
author: Ste Wright
body: Hi [@Clive](/t5/user/viewprofilepage/user-id/5406614)

I'm not sure if this is possible between Workspaces (I assume you've tested it already?)

You can copy lists, which retain some of this information - but that might be within a Workspace. Check how to that on [this page](https://support.atlassian.com/trello/docs/copying-cards-lists-or-boards/).

It might be worth asking this question to support - contact them here: <https://trello.com/contact#/>

Ste
What subscription do I need?
Asked by Rebecca Rumsey:

Hello. I'm an independent trainer with no employees. I use Trello boards for my online training. It's a great way to issue handouts, attach TED talks, book recommendations and class detail for Zoom. When I run a program I will invite the participants to join the Trello board - maybe up to 25 guest who can gather class info and post their work generated during the training.

What subscription do I need to continue working this way.


Answers:
author: Renato Fagaraz
body: Hi, Rebecca!  

Any of the paid plans will work perfectly for you! The workspace user limit only applies to Free Workspaces, and if you intend to keep your guests on a single board, they won't be billable as well, so you'll only have one member tallied up in your Workspace billing.  

There is a bit more info here if you need it: <https://support.atlassian.com/trello/docs/how-billing-works-with-trello-premium-and-standard/>  

Hopefully this works for you!
Automatically create a card name the same as the board name
Asked by KAYA JOYCE:

I would like to know if it's possible to automatically name a (template) card upon creation of a board.

The board is always created from a template and the board name is assigned. Then the same name is assigned to the first card (in the first list) on that board

I would like the card title to have the same name as the newly created board.

Is it possible to automate this?


Answers:
author: Humashankar VJ
body: Hi [@KAYA JOYCE](/t5/user/viewprofilepage/user-id/5456367)

Try Butler, which should absolutely help you with this.

Create a rule that renames the first card in the first list to match the board name. Here's an example rule:

\* Trigger: Board is created from a template

\* Condition: First card in first list has a generic name (e.g., "Card 1")

\* Action: Rename card to the same name as the board

This way, when a new board is created from the template, the first card will automatically be named after the board. Give it a try.

PS: This response inputs might also carry some research outcomes from the open source / blogs / user guide

Hope this helps - Happy to help further!!  
Thank you very much and have a great one!

Warm regards
Cota??o
Asked by El?ine Menezes:

Cota??o e planos pagos, como fazer o upgrade. Gostaria de falar com um representante de vendas.


Answers:
author: Fernando Eug?nio da Silva
body: Ol?, [@El?ine Menezes](/t5/user/viewprofilepage/user-id/5456311) ! Bem vinda ? comunidade Atlassian!

Voc? pode encontrar uma lista de representantes parceiros Atlassian acessando este site aqui: [Diret?rio de parceiros Atlassian](https://partnerdirectory.atlassian.com/)

Basta voc? procurar por **Brasil** em localiza??o e voc? ter? uma lista de parceiros Atlassian e seus contatos para que voc? possa seguir com a sua solicita??o de cota??o.

Espero que isso ajude!

Atenciosamente,

Fernando
Upgrade Trello
Asked by Ekaterina Tatianina:

Hello,

We have received a message stating that starting April 8th, free Workspaces in Trello will be limited to 10 collaborators. We are 30 people working in one workplace but on different boards.

Which plan should we choose to continue working on boards - Standard or Premium?

Thank you in advance.

Best regards,

Ekaterina


Answers:
author: Nikola Perisic
body: Welcome to the community [@Ekaterina Tatianina](/t5/user/viewprofilepage/user-id/5456371) !

You should visit this site here: <https://trello.com/pricing>

This really depends on your business requirements and needs.

comments: author: Ekaterina Tatianina
body: HI [@Nikola Perisic](/t5/user/viewprofilepage/user-id/5166624) ,

thank you for your reply.


Tags: upgrade