What is the best practice around Jira Deleted Items in Jira Align.
Asked by John Ames:

I've run the Jira Deleted Items report and we found \~3000 items, mainly stories and tasks.

Is the best practice as an ADMIN to just 'Deleted' these from Align?

How often do other Admins run this report, weekly, monthly ?

Thanks,

- John


Answers:
author: Tina Behers
body: To understand why this report matters, let's start with how Jira works.

Unlike Jira Align, Jira does not have logging or "2-stage" delete. When users delete an item in Jira it is immediately removed from the database.

When that item has been synced with Jira Align, the system (JA) will try to update the item by checking for it in Jira. When it cannot find the item to update after 3 attempts it is listed on the Jira Deleted items report and is still retained in the Jira Align database.

The report was built to ensure parity between the two systems is able to be maintained easily. Since the item is still in Jira Align it can be found through searches or backlog/list views. But it will no longer sync to Jira, should a user decide it is, in fact, needed because the old key from Jira is still on the item in Jira Align.

The Jira Deleted items report should be run ++monthly at least++ by the admin when users are allowed to delete items in Jira.

Users do have the option to select all \& delete or simply remove the Jira key from items and retain them in Jira. (not recommended to do in mass)

\*\*Note - You will need to also delete these same items in Jira Align's database after you have deleted items from the Jira Deleted Items report.

- go to any list view (story, feature, epic, etc). select more actions - Access Recycle Bin - Select Feature or Story - Then select all programs- All PI's to display all deleted items in Jira Align - Select All - then Select Delete. \*Do this for both features \& stories

This report also can serve as a handy "fail-safe" if a user deletes an item in Jira and then realizes they need it, the admin can select the item and then choose "remove Jira Key". The backlog owner can then select the jira project (again) on the item and it will resync as a new issue to Jira.


author: Connie Crabbe
body: I've run that report before and have not done anything with it because there were so many items. It's best to let the users know the best way to either Cancel or Delete items in Jira and Jira Align.

For issues that get deleted in Jira or moved to the Recycle Bin in Jira Align, you will need to remove the synced item in both tools. If you delete an issue in Jira, you'll need to find the same work item and move it to the Recycle Bin in Jira Align. Conversely, if you move an item to the Recycle Bin in Jira Align, you'll need to go into Jira and manually delete it there as well. If you delete an item in only one tool, work items become out of sync between Jira Align and iTrack. This may result with inaccurate velocity reports and sprints ending with less than 100% of work completed.

For Jira Epics and Stories that are cancelled, the work item is automatically canceled in Jira Align. Conversely, Features and Stories that are canceled in Jira Align, are automatically cancelled in Jira. Jira Epics and Stories that are cancelled will remain accessible in Jira but may be deleted if they are no longer needed.


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