How to 'Screenshot' Swimlane Numerics from a Kanban Board
Asked by 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!


Answers:
author: Trudy Claspill
body: Hello [@Ryan Bibko](/t5/user/viewprofilepage/user-id/5130270)

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.

comments: author: Ryan Bibko
body: Hello [@Trudy Claspill](/t5/user/viewprofilepage/user-id/3569011)

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](https://community.atlassian.com/t5/image/serverpage/image-id/236505i889EEE0A33EEC6F1/image-size/large?v=v2&px=999 "Jira Stats2.png")

Excel manually created based on Kanban numerics:

![JIRA Stats1.png](https://community.atlassian.com/t5/image/serverpage/image-id/236506i24C05898D5485155/image-size/large?v=v2&px=999 "JIRA Stats1.png")Thank you!


author: Trudy Claspill
body: 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](https://community.atlassian.com/t5/image/serverpage/image-id/236515i440064D156040F06/image-size/large?v=v2&px=999 "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](https://community.atlassian.com/t5/image/serverpage/image-id/236517i9C6D7C237FDD2EA3/image-size/large?v=v2&px=999 "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.


author: Ryan Bibko
body: Hello [@Trudy Claspill](/t5/user/viewprofilepage/user-id/3569011)

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!


author: Trudy Claspill
body: Hello Ryan,

We also need to see the Columns page from Board Settings to know the Statuses that are mapped to each column.


author: Ryan Bibko
body: ![JIRA Stats3.png](https://community.atlassian.com/t5/image/serverpage/image-id/236523i74EF1D5668F1F2C3/image-size/large?v=v2&px=999 "JIRA Stats3.png")

New - assigned, new, triage, waiting for triage, reopened, in review

Waiting on Parts/Info - on hold, waiting for information, waiting for fix, waiting for parts

Waiting for Equipment - waiting on equipment

Backlog - backlog

In prep - in preparation

In Progress - in progress, root cause analysis, root cause found

Reporting - in reporting, waiting for closure

Approval - waiting for approval

Recently Closed - resolved, closed, declined


author: Trudy Claspill
body: Here is the starting point for the rule you would construct:

![Screen Shot 2023-01-25 at 4.25.51 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/236525i04C791BBB3A49C1E/image-size/large?v=v2&px=999 "Screen Shot 2023-01-25 at 4.25.51 PM.png")

1. Trigger: Schedule

Set the schedule for how often you want to collect and send out this information

![Screen Shot 2023-01-25 at 4.28.00 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/236526i396D0DD572979850/image-size/large?v=v2&px=999 "Screen Shot 2023-01-25 at 4.28.00 PM.png")

2. Look up the issues that would be displayed in a given column.

Here you create a JQL that combines your board's Filter Query, its subfilter, and also all the Status values mapped to a single column.

![Screen Shot 2023-01-25 at 4.29.28 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/236527iA322058E162C8D47/image-size/large?v=v2&px=999 "Screen Shot 2023-01-25 at 4.29.28 PM.png")

Here is an example of the JQL for the In Progress column:

(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) and (fixVersion in unreleasedVersions() OR fixVersion is EMPTY) and status in (**"In Progress", "Root Cause Analysis", "Root Cause Found"**)

For each column you would update what I have bolded to include just the values for the one column.

3. Create a variable to store the count of issues returned.

![Screen Shot 2023-01-25 at 4.31.53 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/236528i5E5FAEAB39443E4C/image-size/large?v=v2&px=999 "Screen Shot 2023-01-25 at 4.31.53 PM.png")

Repeat steps 2 and 3 for each column. In step 3, create a variable name that is unique for each column.

Last: Send an email with the results.

You would add lines to the Content to print each of the Variables you created.

Emails can be sent to individuals by email address, or to User Groups, or to people specified in User Picker fields in individual issue (i.e. Reporter, Assignee).

![Screen Shot 2023-01-25 at 4.33.26 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/236529i27B6B69174DC2B6C/image-size/large?v=v2&px=999 "Screen Shot 2023-01-25 at 4.33.26 PM.png")


Tags: automation

cloud

kanban