youngmon/atlassian-qna huggingface dataset:
Do we count all Jira users when we pay for Portfolio?
Asked by asader@cashu.com:

If i have 50 active users on Jira and only 5 will be using Portfolio, do we pay for the the number of jira users or only for the Portfolio users?


Answers:
author: Nic Brough -Adaptavist-
body: You will need to licence it for 50 users.

It's not quite "licence for total number of users", it's actually for "the largest number of users you have in an application". If you have 10 Core users, 3 Service Desk agents and 50 Software developers, then although you have 63 users, you only need to licence the largest one for 50.


Tags: advanced-roadmaps
Epic not showing in Jira Portfolio
Asked by Aaron Bernardino:

When I "Move" a story type to an epic type, the epic does not show in Portfolio. Any thoughts?


Answers:
author: Shawn Masters
body: Its been ahwile since ive had to configure Portfolio.....but i think you have to go into the Admin section and add the Epics to the Portfolio Hiearchy first.  

<br />

comments: author: Shawn Masters
body: Oh and also ensure the data sources include the epics.....i had one group use a JQL query that only pulled sub tasks once....


Tags: advanced-roadmaps
UPgrading the Jira to cloud
Asked by David Eggert:

Hi Community,  

I have spent over 2 hours trying to work this out. It looks like when I purchased jira it AUTOMATICLY chooses a Hosted plan, yet on the trial it is cloud based....confused   

My question.  

How do i get this company to change my order from Server to Cloud so we can all stop going insane?   

As they dont give a phone number, or simple form i hope the community can help?  

Regards,

<br />

David  

<br />

<br />

<br />


Answers:
author: Nic Brough -Adaptavist-
body: There's no "switch over" option really, but you can get there.

First, you can simply buy a new Cloud system, ignoring the one you've got by accident.

Secondly, you can get a refund on Server - see <https://confluence.atlassian.com/purchasing/does-atlassian-offer-refunds-321848767.html>

comments: author: David Eggert
body: thanks for that. I have now contacted the team and asked them for a refund.   
I am now trying to purchase a new cloud system but i cant have my URL as its already taken. Any thoughts?


author: Nic Brough -Adaptavist-
body: I'm afraid if someone has already got your chosen domain, no, there's nothing you can do, other than choose another.


Tags: advanced-roadmaps
How to remove unwanted project from dropdown
Asked by Mayya Arroyo:

Ive set up jira portolio based on 5 different boards, and for some reason I have some old project that the boards don't use show up under project drop down. How can i remove/hide them


Answers:
author: Thomas
body: Hi [@Mayya Arroyo](/t5/user/viewprofilepage/user-id/1141907),

Would updating the boards JQL filter to not include those project work for you? Currently Portfolio itself would not allow to do this type filtering in product.

comments: author: Mayya Arroyo
body: Hi [@Thomas](/t5/user/viewprofilepage/user-id/58170), I don't see the reference in in the queries to those project. There must be some other reference to those project, but it is not in the query. Do you have any suggestion on how to go about looking for them?


author: Thomas
body: There are multiple cases here.

Let's say you have the following projects in your JIRA instance: P1, P2, P3

And you are seing all 3 in Portfolio but want to exclude P3.

If all your Boards JQL look like: **PROJECT IN (P1, P2)**

-\> Then P3 should not show, and I'd advise contacting the support if they do show

if one or more of your Boards JQL does not include any project limitation (e.g. **Label = 'A' OR Project = P1** ) then I'd advise updating those JQL query to exclude unwanted projects explicitly: **Project != P3 AND (Label = 'A' OR Project = P1)**

This should ensure we are not trying to include issues from unwanted projects.

If you feel the list of excluded project is getting too long, maybe the list of included project is shorter.


Tags: advanced-roadmaps
How can I make Portfolio to prioritize the work according to the order I defined?
Asked by Sergey Sobolev:

Portfolio ignores priorities defined in the "scope" and generates an incomprehensible and completely irrelevant schedule. Is there a way to force it to schedule the work in the order I need it to be scheduled?


Answers:
author: Thomas
body: Hi [@Sergey Sobolev](/t5/user/viewprofilepage/user-id/1145167)

The description of your situation wouldn't allow me to give you a direct solution but I can try to cover some basics of scheduling with Portfolio:

Sprint assignment, Dependencies, Release assignment and Issue rank are the most important factor in this situation.

If your issues are estimates and are not impacted by release or sprint assignment then playing with the issue rank should allow you to schedule thing in the wanted order.

If your issues are unestimated then using sprint and release assignment should allow you put things on your schedule as desired.

Using dependencies is another way to ensure a specific scheduling order when some issues MUST happen before some others.

Finally, if are not able to figure out why your schedule looks the way it does I'd recommend contacting the support. This will help the team have a better understanding of usability pain points but also ensures your issue gets resolved quickly enough!

Cheers,

Thomas

comments: author: Sergey Sobolev
body: Thanks Thomas.

I am using Kanban, so sprint assignments are out of question. I don't have many dependencies, so this is also out of question.

There are some release assignments but it doesn't seem to affect it much. In fact, it prioritizes things I need for releases very low, making them unachievable.

So far my experience with JIRA Portfolio is 99.5% frustration and 0.5% hope that it might work out somehow.

Regards,

Sergey


author: Thomas
body: Rank and release assignments are definitely what should drive your schedule for estimated issues.

It's not impossible for Portfolio to be impacted by custom JIRA configuration so I strongly encourage you to reach out to support [here](https://support.atlassian.com/contact/#/)!

I'd be happy to help further if you have some screenshot to ensure we have a concrete example to solve but those usually fit better support cases for privacy reasons.

Cheers,

Thomas


Tags: advanced-roadmaps
Two portfolios each with a unique project, but also share a project - how to estimate?
Asked by Rob Thorpe:

Hello,

I have two separate projects that each have their own portfolio. However, each project shares a third project, in which both portfolios have the exact same tickets from that project.

What is the best way to handle portfolio estimations for that third project, given it's the same tickets? For example, if I just add the project, it's story points will be double counted in each portfolio. Is there a way to let portfolio know to either split the estimate, or, something of that nature?


Answers:
author: Thomas
body: Hi [@Rob Thorpe](/t5/user/viewprofilepage/user-id/27554),

You seem to have reached an use case not currently covered by Portfolio. Could you expend a little more on why those issues are needed in both Portoflio Plans?

Are those issue being worked on by the same team / team members (or should be at least)?

If those plans are small and have a tight dependency with each other, you could consider grouping those under a single plan.

If the dependencies are minimal you could use earliest start date to ensure some issue are not started before the right date.

Cheers,

Thomas

comments: author: Rob Thorpe
body: The project that is being shared is provided by a 'shared services' team. Both of the projects mentioned need the same features provided by the shared service.

Both projects have different team members. However, the shared services team has the same members accross both projects.

Grouping under one plan is not an option, since they are separate products. We need to have separate schedules. However, this would of course solve my estimation issue.

Any further ideas based on this?

--

Thanks, Thomas.


author: Thomas
body: If the shared project is worked on by the same team with the same configuration then it should be scheduled the same way in both plans.

There is currently no capacity aggregate across plans so this shouldn't have an impact.


Tags: advanced-roadmaps
Does the Initiative live in Portfolio until it is assigned to a team/board?
Asked by George Paulose:

The Initiatives created are getting attached to a project. Is there a way to avoid this? We want initiative to sit in Portfolio until it is assigned to a project. Is this possible?


Answers:
author: Thomas
body: Hi [@George Paulose](/t5/user/viewprofilepage/user-id/1144594),

Initiatives are just JIRA issue and as such need a project to live in. When created in Portfolio they will be part of a Plan scenario (uncommitted changes) and won't show up in JIRA unless committed.

You can have a Project dedicated to initiatives and even have different JIRA workflow with some draft status that can then be filtered out when necessary.

Cheers,

Thomas


Tags: advanced-roadmaps
Unable to categorize portfolio items by theme
Asked by Rama Penumarti:

I am unable to associate themes with issues in the portfolio scope screen. Here is my configuration information:

Portfolio Version: 2.3

Jira: 6.4.12

- Created a plan

- Created themes

- Trying to associate a theme to an issue

- Goto the **Scope** screen in the plan

- **Theme** is not available as a column

- **Theme** is not available to show as a column when I click on the gear icon on the right edge of the **Scope's** table header.

Any idea on what I could be doing wrong.

Thanks

Rama


Answers:
author: somethingblue
body: Hi Rama,

I did a clean install of 6.4.12 and Portfolio 2.3 and the column is there by default:

![Screen Shot 2017-08-10 at 3.23.24 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/4423iFC57FF58FEAD0F5F/image-dimensions/201x249?v=v2 "Screen Shot 2017-08-10 at 3.23.24 PM.png")

I did have to scroll down to find it but mine was checked by default. Can you take a screenshot of the dropdown from the gear icon?

Cheers,

Branden

comments: author: Rama Penumarti
body: Thanks. It is indeed due to scrolling. I use a mac and the scrolling is hidden by default (it is too subtle).

My issue is resolved.


author: somethingblue
body: Hi Rama,

I'm happy to hear that. I'm on a Mac too so that helped!

Cheers,

Branden


Tags: advanced-roadmaps
Why does Portfolio appear to prioritise rank over release dates when calculating a schedule?
Asked by James Pyke:

I am having a problem understanding scheduling decisions that Portfolio is making. It appears to take the issue's rank over any assigned release date and is therefore failing miserably to tell me whether we can make a particular release date or not. That could be my misconfiguration or a shortcoming in the tool. I'm looking for some pointers either way.

Here's my scenario:

* I have a resonably populous backlog with an active sprint underway, culminating in a release at the end of August.
* Most (if not all) of the issues in the current sprint are assigned to the August release.
* I also have longer term issues in the backlog which are assigned to a December release.
* Where appropriate, issues in both the August and December releases are assigned to certain individuals.
* Some issues in the backlog are not yet assigned to a particular release - e.g. they may be roadmap items.
* My August release is a cross project release which has a fixed end date of August.
* My December release is a cross project release which starts ASAP and has a fixed end date of December.

If I calculate the schedule, Portfolio is scheduling some backlog issues which are assigned to the December release **before** items which are assigned to the August release, making the August release go late. The December assigned issues which are (wrongly in my view) being included in the August release appear to have a higher rank in the backlog.

Surely I don't have to re-order the whole backlog to get the scheduling to give me what I want to see? I.e. whether we can make the August and December dates in time, given the current scope? If I assign issues to the August release, surely I should expect Portfolio to *try* schedule them in before the defined end date of that release?


Answers:
author: Matt Mullaney
body: Hi James. I also find this to be a head-scratcher. Did you ever figure out a way to just assign Issues to Releases, assign dates to Releases, and then have Portfolio re-rank the Issues dynamically based on Release Dates? The scope of our releases/increments are very fluid right now, and I hate having to re-rank my Issues every time we decide to pull a feature in or defer another...

comments: author: James Pyke
body: Hi Matt, no there's no breakthrough here I'm afraid. I had a support ticket open for a while and they acknowledged that this limitation was due to the way Portfolio performs its calculations. There's an open issue here you can vote for but I can't imagine a fix arriving any time soon.

<https://jira.atlassian.com/browse/JPOSERVER-1911>

Like you, I've been having to re-scrub my backlog so I can believe what Portfolio is telling me.


author: Matt Mullaney
body: Ok, thanks for the quick response and the link. Guess we're in the same boat. Good luck and take care!


Tags: advanced-roadmaps
?C?mo puedo gestionar todos los Checklist creados en un tablero?
Asked by Gerente de innovaci?n:

Tenemos muchos checklist creados en nuestro tablero, queremos saber la manera para gestionarlos o buscarlos de manera m?s r?pida si queremos copiar esos mismos elementos en otra tarjeta


Answers:
author: Alicia Fil?u Birlanga
body: Hola!

Encantada de saludarte.

Lo que yo hago es crear una que se llama "Plantilla de checklist", y tiene todos los checklist que necesito. Si tienes muchos, puedes hacer varias "tarjetas plantilla"

De esa forma, cuando necesites a?adir un checklist, le das a A?adir checklist, y Copiar elementos desde...

Entonces seleccionas la tarjeta Plantilla de checklist, y eliges el que necesites.

Te adjunto una imagen por si te puede ayudar m?s.

Espero haberte ayudado. Dime si necesitas algo m?s.

Un saludo.

![plantillas de checklist.png](https://community.atlassian.com/t5/image/serverpage/image-id/311102iE8192A5703975EDA/image-dimensions/279x224?v=v2 "plantillas de checklist.png")
Workspace Admin
Asked by CGuo:

In order to get below 10 workspace members, we need to remove guests and are not able to because no workspace member is considered an admin. Only admins can make people admins so I'm not sure how to fix this.


Answers:
author: Gaurav Kataria
body: [@CGuo](/t5/user/viewprofilepage/user-id/5445337) In a free workspace everyone is considered an Admin. You can easily remove other members as well as guests by going to the member tab on the top of the left hand navigation panel. See below:

![Remove Workspace members.png](https://community.atlassian.com/t5/image/serverpage/image-id/310344iDB9CCBEDEA623458/image-size/large?v=v2&px=999 "Remove Workspace members.png")

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

To remove guests you will need to remove them from all the boards that they are a guest on, as shown below:

![Remove Workspace guests.png](https://community.atlassian.com/t5/image/serverpage/image-id/310346i41BAB40276077DEC/image-size/large?v=v2&px=999 "Remove Workspace guests.png")

comments: author: Caity
body: To add on to that, there are some cases where you may not be able to remove someone from the Workspace because you don't have access to a board they're on. We're changing this so that you'll soon be able to remove any member or guest from a free Workspace. This will be available by the time the collaborator limit begins to go into effect in early April.
Tableros
Asked by Jonathan:

Buenas, veo que pasar? a ser de pago, yo mi espacio de trabajo, yo mi espacio de trabajo solo lo tengo privado para m?, pero mis tableros lo tengo compartidos con m?s de 50 personas de mi equipo para que vean los guiones, entiendo que al ser as?, seguir? siendo gratuito, o tambi?n ser? de pago. alguien lo sabe?


Answers:
author: Rodolfo Moreira
body: Hi Jonathan, Welcome to the Atlassian Community!

We're going to be limiting workspaces on our free plan to 10 collaborators, which includes members, [guests](https://support.atlassian.com/trello/docs/board-guests/), and pending invitations.

Over the next few months you'll notice a few changes:

* On April 8, 2024, if your workspace already has 10 or more collaborators, you won't be able to add any new collaborators to your boards or workspaces.
* From May 20, 2024, if your workspace has more than 10 collaborators, the boards in this workspace will become view-only. You'll be able to see all the boards in the workspace but won't be able to make any changes.

If you want to keep or add more than 10 Collaborators to a Trello Workspace, you can upgrade to one of our paid plans. All of Trello's paid plans allow unlimited collaborators in a workspace. You can compare the features available with each of our plans here to see which is right for you - <https://trello.com/pricing>

We also offer discounts for Education and Non-Profit customers - <https://support.atlassian.com/trello/docs/non-profit-and-educational-discounts/>

If you'd prefer to stay on our Trello Free plan but are over the 10-collaborator limit, you can find out more about how to remove collaborators from your boards here - <https://support.atlassian.com/trello/docs/workspace-user-limit/>

We hope this information helps, let us know if you have any other questions or concerns on this!
Too Many Checklists in card load
Asked by Marcio Kennedy Yatsuda:

Hi

I have several automations across boards, adding checklists. Some days ago I started to get these messages, and the checklists are not being loaded anymore. What's happening?

Thanks![Captura de Tela 2024-03-05 a?s 11.22.49.png](https://community.atlassian.com/t5/image/serverpage/image-id/310293iAE5C432ADAA71C03/image-size/large?v=v2&px=999 "Captura de Tela 2024-03-05 a?s 11.22.49.png")


Answers:
author: Sal
body: Hey [@Marcio Kennedy Yatsuda](/t5/user/viewprofilepage/user-id/5347361)! I saw my colleague Renato already helped you with your problem through a ticket. In case you need further assistance, don't hesitate to reach out to us at <https://trello.com/support#>

comments: author: Marcio Kennedy Yatsuda
body: That's correct! Renato hit the nail on the head!


author: Sal
body: Glad to hear that! If you need us, don't hesitate to raise a new ticket :)


Tags: automation

checklist
Collaborator Limit for Free Workspaces
Asked by Fabiano Amaral:

Hi people,

About the Collaborator Limit for Free Workspaces warning that appeared on my Board today ([https://support.atlassian.com/trello/docs/workspace-user-limit/)...](https://support.atlassian.com/trello/docs/workspace-user-limit/)?)

I have 50 guests on this Board (all free), but they are not members on the Workspace.

If I purchase Trello's Standard license, will I need to pay US$5/month or US$255/month?


Answers:
author: Gaurav Kataria
body: [@Fabiano Amaral](/t5/user/viewprofilepage/user-id/5445249) Single board guests will continue to be free, so you don't need to pay for each one of them. You only need to pay for one admin on the Standard plan so $5/month and not $255/month. Please make sure that the guests are single-board-guests and are not guests on multiple boards in your workspace. Multi-board-guests are not free. Details here: <https://support.atlassian.com/trello/docs/how-billing-works-with-trello-premium-and-standard/>


author: Nikola Perisic
body: Welcome to the community [@Fabiano Amaral](/t5/user/viewprofilepage/user-id/5445249)

This was the recent update for the collaborators that includes both members and guests. You would only need to go to the Standard license which is 5$ per month.
Problems with using automation containing email notifications.
Asked by Dustin:

I have a list on a board, that will only ever contain two cards... One labeled Oxygen and one labeled Nitrogen.. I am using a power up, amazing fields, to create a field where a user can enter an inventory number for the specified gas on each of the cards, to keep track of empty or full bottles.

i set up Amazing Fields, to post comments when changes are made, and im using these comments to trigger notifications for ordering inventory.. I am using the regex modifier to filter comment triggers so i get an email stating "order oxygen" or something to that effect.

everything is functioning great. except for the email.. im getting an email for Both cards, whenever i update one..

for example, im updating nitrogen, and i get an email telling me to order nitrogen, followed by an email to order, oxygen.

ill attach some pics for reference

any ideas? or alternatives to my need?

![trello automation regex.png](/t5/image/serverpage/image-id/310289i237F8B188FA1BC1F/image-size/large?v=v2&px=999 "trello automation regex.png")![nitrogen card.png](/t5/image/serverpage/image-id/310291iEA9A8826DA63B220/image-size/large?v=v2&px=999 "nitrogen card.png")


Answers:
author: Hannah Humbert - Simpla Workflows
body: [@Dustin](/t5/user/viewprofilepage/user-id/5445218) I think it's because both your triggers are if a comment contains nitrogen/oxygen, OR, full, OR, 2. So, if a comment contains "full" for example, then that would trigger both of your automations.   

You might be able to achieve this with one rule. Maybe try:  

"when a comment containing "Field '{\*} - FULL' changed from '{\*}' to '2'" is posted to a card.....with subject "ORDER GAS - {wildcard1}" and message, {wildcard1} INVENTORY HAS REACHED 2 FULL PACKS."  

If I'm understanding correctly, you want to be notified when the field value is set to "2" and the email content should be different depending on whether it relates to nitrogen or gas. Is that right?

comments: author: Dustin
body: YES!, That is correct, i gave your commands a try and so far they seem to work beautifully? is there anywhere specific that i could see these commands? like regex and wildcard etc. Does trello have an advanced literature?


author: Hannah Humbert - Simpla Workflows
body: Great! Glad to hear that's working for you ? there's a guide on wilcards [here](https://support.atlassian.com/trello/docs/pattern-matching-and-wildcards/) but unfortunately nothing on regex! Have a search in the community and you'll find some examples of how people are using it.


Tags: amazing-fields

email

regex
Questions about the "Standard" plan
Asked by Alina Bedarieva:

Hi! Could you please tell me if on the Standard plan, guests of the workspace will be able to create and edit new cards?


Answers:
author: Nikola Perisic
body: Welcome to the community [@Alina Bedarieva](/t5/user/viewprofilepage/user-id/5445205) !

As per <https://support.atlassian.com/trello/docs/board-guests/> - A guest is a normal board member by default and can make changes to the board just like other normal board members and yes this will be applied to any plan.

I assume you are asking this due to the recent update about the 10 collaborators on the board (this includes both members and guests).


Tags: standart