youngmon/atlassian-qna huggingface dataset:
Plan of many JIRA Projects
Asked by Alex Paransky:

We have multiple teams. For each team we have a JIRA Project with either Scrum or Kanban boards. Some boards are using Days and others are using Story Points for estimation.

At times, however, we have initiatives that span across multiple engineering teams. These are represented as Epics in different JIRA Projects. To allow our leadership to see an overall progress across multiple teams, we created a "composite" Portfolio Plan across multiple JIRA boards of different teams but ran into trouble since some JIRA Projects are using Story Points and others are using Days for estimation. The "composite" project does not seem to show one or the other correctly. The schedule breaks and does not show proper relative times when the Epic is scheduled for execution on a specific team.

In short, we want to be able to see a combined view of a set of Epics (representing a cross team initiative) across multiple JiRA projects/boards some estimating in Points, others in Days, some using Kanban while others using Scrum.

Can Portfolio do this? If not, are there any plans to add this feature? Are there any other products in the marketplace that can help us track this information?


Answers:
author: Ste Wright
body: Hi [@Alex Paransky](/t5/user/viewprofilepage/user-id/2145694)

You can have a mix of points and time-based estimates, allowing for conversation between the two.

The instructions to do this can be found [here](https://confluence.atlassian.com/jiraportfoliocloud/defining-an-estimate-method-conversion-factor-844236873.html?_ga=2.177433382.2081307219.1569743259-241319250.1569743259).

Does this resolve the issue? Or is the mixed board types also causing some issue?

Ste


author: Alex Paransky
body: That fixed the Story Points to Day's conversion issue. Thank you.

However, now I am stuck with the following situation.

Suppose I have two JIRA Projects managed by two Portfolio Plans (one each). One Plan is defaulting to 2 days for each un-estimated Story and 8 days for un-estimated Epic. The other project's plan is configured to ignore un-estimated Stories and Epics.

My assumption is that Portfolio will consider the input of Stories and Epics while doing story point to day conversion. However, when it comes to actually showing the schedule, the settings of the composite project would prevail. If this assumption is false, then the rest may not make sense.

This would re-calculate a new schedule for composite Plan that would not match individual Plan schedule for one of the projects.

How do I make the schedule in composite Plan match one of the individual Plan if plans have different scheduling settings?

Thanks.


Tags: advanced-roadmaps

cloud
Sharing roadmaps to edit
Asked by Ralph Witt:

Sharing roadmaps is possible read only. How to share a roadmap (with any filters and settings configured for the roadmap view) with the possibility to edit?


Answers:
author: Eddie
body: Hi Ralph,

Something we'll be building very soon is the ability to save and quickly switch between saved views. In a 'saved view' it will store your filters, field columns, view settings etc. so you or others can quick access views that are typically used. You'll also be able to define a default view for the plan so you can specify what new visitors of your plan will see.

Does this sound like functionality that would resolve your needs?

In the current design, saved views would be accessed when already in the roadmap view. Would this be sufficient, or would sharing them by URL be preferable?

Regards,

Portfolio team


Tags: advanced-roadmaps
As Admin How do I edit status field?
Asked by Wayne Poitras:

Currently cant edit Status field in Prortfolio


Answers:
author: Thomas B
body: [@Wayne_Poitras](/t5/user/viewprofilepage/user-id/3557210) - I'm on Jira Server v8.3.1 with Portfolio for Jira 3.9.0 and I cannot edit the status either. I believe this is intentional as portfolio is aggregated data across one or many projects/boards/ect and status is changed through jira workflow \& transitions, not as a field.

When your issues move through the workflow the status is changed. The article below shows that "Portfolio can show the up-to-date status of issues as they move through their Jira workflow" and does not mention any ability to edit the status: <https://confluence.atlassian.com/jiraportfoliocloud/tracking-status-and-progress-of-issues-828785247.html>

comments: author: Wayne Poitras
body: Thanks a bunch


author: plainclothes
body: Bummer. Portfolio is a handy way to quickly review and update status with team at a high-level.


Tags: advanced-roadmaps
Portfolio Permissions - Need to configure initiatives and hierarchy levels
Asked by Ana Djonovic:

Does anyone know what permissions are needed/required to in order to have the option to configure initiatives and other hierarchy levels? I am trying to point the system admin to right level of permissions? The noted documentation didn't explicitly indicate user type associated to my needs: [Permissions in Portfolio for Jira](https://confluence.atlassian.com/jiraportfolioserver033/permissions-in-portfolio-for-jira-972357362.html)

Thanks, in advance!


Answers:
author: Earl McCutcheon
body: Hi Ana,

Thanks for reaching out to the community and welcome. As for the permissions to set up the initiatives hierarchy levels, It's the Portfolio Administrator global permission you need from the article you linked but there is a bug currently where the menu options are hidden behind the Jira Administrator permission.

The Bug can be seen at the following link:

* <https://jira.atlassian.com/browse/JPOSERVER-2394>

While inconvenient there is a navigational workaround of either:

1. using the Direct URL to navigate to the administration settings, and the links are noted in the Bug report, just modify the base URL portion for your deployment.
2. hitting the "g" key twice rapidly or hitting the period "." key, which will open up the quick search navigation dialogue. From here just type "portfolio" and you will get a list of the admin functions to navigate to:

![Screen Shot 2019-09-27 at 3.04.10 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/67668i4A6853E57DE16995/image-dimensions/412x263?v=v2 "Screen Shot 2019-09-27 at 3.04.10 PM.png")

Regards,  
Earl

comments: author: Ana Djonovic
body: Thank you, kindly, for the quick reply... most appreciated!!


author: Ana Djonovic
body: Earl,

Want to sanity check this statement - received from tech support @ work. No, I am not a jira admin or fully grasp the access logic, but this reply doesn't make any logical sense to me: "changing the portfolio would be the global change, and providing access as a portfolio admin would mean giving more admin rights which can be a risk since portfolios span across the whole product/projects". Then I asked if they would work with us to build a portfolio hierarchy: "Unfortunately it isn't, also i don't think its possible to have multiple hierarchy since portfolio hierarchies are global, its not based on per project" What I am not understanding... based on the articles that I've read, creating a portfolio hierarchy is created for one per portfolio, right? What do I not understand, because my take away is this admin doesn't understand how portfolio works, based on both his replies? Any insight or reading would be helpful, I am seriously at a loss. Thank you, in advance!


Tags: advanced-roadmaps
Reinventing the wheel?
Asked by acarter:

As I'm starting to use Portfolio, I've noticed that in a number of places (like dependencies, start/end dates, etc) Portfolio is creating a net new implementation that is not connected to existing fields \& settings in JIRA. Is that intentional? Is there a desire to break with that implementation or is this a step along the way that will be remedied later?


Answers:
author: Ste Wright
body: Hi [@acarter](/t5/user/viewprofilepage/user-id/3573179)

It depends on the field and the configuration - for example:

* You can set the due date to align with target end date - see [this Confluence page](https://confluence.atlassian.com/jiraportfoliocloud/configuring-the-target-due-date-field-958453951.html)
* You can set dependencies to be based on different link types - see [this Confluence page](https://confluence.atlassian.com/jiraportfolioserver/managing-portfolio-dependencies-802170496.html)

There are some variances - such as Target Start not naturally mapped to a Start Date field. But it depends on which fields / resources you're referring to above.

If this doesn't answer your query - let us know more information and what hosting type you have (Cloud / Server / Data Center) :)

Ste


Tags: advanced-roadmaps
What happens to the shared teams if you stop using portfolio?
Asked by Ron Grosberg:

Hi,

We're exploring portfolio, but to be honest we are yet to understand how we use it.

But as part of our exploration I've moved everyone to only work with the "Team" field that came with portfolio.

Now my question is what happens to this field if we stop using portfolio? is it going to be removed and we will find ourselves with a broken workflow?


Answers:
author: Ron Grosberg
body: So.... we got to the end of the trial, and guess what - we couldn't use the team field. this is not good, as the team field is something very basic in JIRA even if we're not using portfolio.


Tags: advanced-roadmaps

server
Can I use put different project types in 1 plan in portfolio?
Asked by Edlene Cervantes:

I have several projects running that I need to view in 1 plan. 1 is using Kanban (business) and the other is Scrum (Software). Can I put them in 1 plan for me to track them together?


Answers:
author: Ste Wright
body: Hi [@Edlene Cervantes](/t5/user/viewprofilepage/user-id/2867548)

This should be fine - when creating a project you choose a "template" - usually either Kanban or Scrum - but that does not make them different.

If the concern is different estimates, you can have a mix of points and time-based estimates, allowing for conversation between the two.

The instructions to do this can be found [here](https://confluence.atlassian.com/jiraportfoliocloud/defining-an-estimate-method-conversion-factor-844236873.html?_ga=2.177433382.2081307219.1569743259-241319250.1569743259).

Ste


Tags: advanced-roadmaps

plan

project-type
Initiatives show up at the Epic and Store level in Portfolio. How do I fix that?
Asked by Anjelika_Avetisov:

I just started using Portfolio for JIRA. I created a new issue type - Initiative and mapped it to Initiative in Portfolio.

For some reason Initiatives Initiatives show up at the Epic and Store level in Portfolio. How do I fix that?


Answers:
author: Earl McCutcheon
body: Hello Anjelika,

When an Initiative shows up in the incorrect level in the schedule it usually indicates that one or more of the source projects that are set as an issue source are coming from a Next-Gen project, as currently Portfolio is only compatible with the Classic project types, and the parent child issue mappings break when a next-gen project type is is used.

While you can set up a plan connected to a a next-gen project, the above mentioned hierarchy mappings will not function as well as various other configurations will not function covered in the following KB in more detail:

* [Portfolio for Jira next-gen support](https://confluence.atlassian.com/jiraportfoliocloud/portfolio-for-jira-next-gen-support-968663298.html)

But Double check the projects imported by the plans issue sources and let me know if it is a [next-gen](https://confluence.atlassian.com/jirasoftwarecloud/working-with-next-gen-software-projects-945104895.html) or classic project type.

Regards,  
Earl


Tags: advanced-roadmaps
New to Portfolio. Does anyone have a specific step by Step for using Portfolio
Asked by Wayne Poitras:

Need step by step documentation

Please email to wpoitras@llnw.com


Answers:
author: Ste Wright
body: Hi [@Wayne_Poitras](/t5/user/viewprofilepage/user-id/3557210)

You can check-out the basics for Portfolio by [clicking here](https://confluence.atlassian.com/jiraportfoliocloud/portfolio-for-jira-home-715263250.html) - depending if you're on Server or Cloud, you can change to see different instructions in the upper-right.

Ste


Tags: advanced-roadmaps
When a card repeats, how can I get the checklist items in a card to update?
Asked by Imogen Horbury:

When a card has the card repeater Power-Up linked onto it, the due date is not consistent with the cards repetition. For instance, a card in the Daily Tasks list has been set to repeat every Monday, although as the card appears each week, the due date stays the same (which is the original due date it was set on). This is unhelpful as it disrupts our systems, when a card appears with a due date set in December as we are in May it causes confusion to when the due date should be.

A similar issue we have found is with checklist item due dates as it does the same as the overall cards due date. When a card with checklist item due dates repeats the due dates on both the card and the checklist items are not moving forward correctly.

I have created a rule for my daily tasks so when a label is added the due date is changed to the current date and the due date is set in 8 hours (couldn't set it to a time which would be 5pm) - with this though I believe I might have to go through and redo my cards in daily tasks and add the label onto it as it is created, because they aren't travelling across as the card repeats.

I have made a rule for my monthly tasks so when a card is added to the monthly board I join the card and move the due date to the second Thursday of the month. I have also made a rule for my weekly tasks so when a card is added I will join the cars and the due date will be set to the following Friday. These rules seem to be working well at the moment but if there is an easier way that added the labels that would be great. But I still can't quite figure out how to solve the checklist item due dates as of yet.


Answers:
author: Lara
body: Hi Imogen,

Thanks for reaching out!

In regards to the card due date, the Card Repeater Power-Up makes an *exact* copy of the original card, and cards with a due date are not updated automatically as a result.

That said, you can use automation to update the card due date automatically and you can find information on how to do that here: <https://support.atlassian.com/trello/docs/using-the-card-repeater-power-up/#Automatically-changing-due-dates-using-Automation>.

For checklist items with due dates, you could create a rule such as:

* *when a card is copied into list X, for each checklist item, move the item due date to the same day next week*

You can find the "for each checklist item" action under the **Cascade** tab when creating your rule.

![2024-05-14_16-47-05.png](https://community.atlassian.com/t5/image/serverpage/image-id/323516iA42D9A1961AB2EE2/image-dimensions/430x454?v=v2 "2024-05-14_16-47-05.png")

Let me know if that helps, or if you have any questions!

All the best,

Lara  
The Trello Team


Tags: card-repeater
How to set team's availability
Asked by Anastasia Prokopenko:

Hi.

I am needing to set up my team's availability.

I did find an article on Jira walking me through, but when I try to follow steps I do not see or have the same functions they are describing.. aka "manage shared teams"

Please help. I am getting a bit frustrated that the new layout does not coincide with documentation presented on Atlassian library.

Thankk you!

Ana


Answers:
author: Jack Brickey
body: Please share the article you are viewing. I expect you will need an addon but that depends on your exact requirements.

have a look at the Tempo addon or similar resource calendar addons

comments: author: Anastasia Prokopenko
body: Thanks for replying.

I dug through and I found why I cannot do it. Double checking my portfolio permissions vs just Jira Software. Rookie mistake.


Tags: advanced-roadmaps

cloud

jira-software
changing username for existing user
Asked by tfeyine:

for existing users,  
if i change username, will i still be able to see all the comments that tagged my old username?   
will all the old username related comments be updated with my new username?  

say my old username was keith6789876  
i change to keith_taylor   
would the previous comments that tagged @keith6789876 be updated to tag [@Keith](/t5/user/viewprofilepage/user-id/94126)_taylor instead?


Answers:
author: Dreamsuite Mike
body: Hi [@tfeyine](/t5/user/viewprofilepage/user-id/5494129)

Simple answer - Yes.

It'll all be fine, trust me (although don't they say never trust someone who says "trust me"? ?)
How to see workspace owner / corresponding member?
Asked by Sabine Kampf:

I have one colleague who has created several boards in a workspace she thought was hers, invited students to join, and today for the second time, I received an email saying "my" workspace is over the member limit (it's a free workspace).

The colleague says she thought it was her workspace, and I just did some quick search and could indeed not find any mention of the "workspace owner" or "corresponding member" for this workspace, as in, who receives mails when the limits are reached etc.

How can we see and possibly change this setting? It would be great if, in the future, we had a chance to actually verify whose workspace a board is created in - for now, since she has more active boards in that workspace, I would happily make her the owner of the current workspace and create my own, fresh workspace for future projects.


Answers:
author: Hannah Humbert - Simpla Workflows
body: [@Sabine Kampf](/t5/user/viewprofilepage/user-id/5494017) welcome to the community :)  

You can see who the workspace admin is by going to workspace\>members.  

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/322980i0A8A4C904F5081F0/image-size/large?v=v2&px=999 "image.png")  

You can then switch the other member to the admin and leave the workspace if you need.   

When you create a board, you need to select the workspace for that board. If you need more security around who can and can't create boards in a workspace, I believe premium allows you to change it so only admins can create boards. On the free plan, anyone (member or admin) can create boards.


Tags: owner

workspace
I attempted to sort a list but now I keep getting a msg stating that :" Butler could not run your ru
Asked by Laura L_ Hooks:

I attempted to sort a list but now I keep getting a msg stating that :" Butler could not run your rule every day, sort the list "____" by time in list descending via Butler". So, now I get this message every day. I thought I changed the sort and rule but I continue to get this message. I know that I only get so many of these changes and am wondering if I will use them up if the program keeps TRYING to sort by a rule which is not working. I sure would like this msg to STOP showing up in my email every day..


Answers:
author: Hannah Humbert - Simpla Workflows
body: [@Laura L_ Hooks](/t5/user/viewprofilepage/user-id/5493966) if you follow the link given to you in the email, it will take you to that specific log and it should tell you the reason why the rule could not execute so you can fix it.
Can I change a list and its cards to a card with a checklist?
Asked by Chelsie Jenkins:

I have several lists that are basically task lists for sub-projects of a larger project. I want to change the sub-project lists into a single card where the existing cards in a list become checklist items in the new card.

Existing lists with their cards in ( ):

* Plant a Vegetable Garden (Buy compost, Buy seeds, Add compost to the garden, Plant seeds)
* Re-Do Flower Beds (Draw basic plans, Get quotes from landscaping companies, Fix sprinkler system)
* Replace Trees Damaged in the Storm (Get HOA approval for fruit trees, Get quotes to rent a mini excavator, Dig holes, plant trees)

New List: Landscaping Project

New Cards:

* Plant a Vegetable Garden (with items in parentheses above as checklist items
* Re-do Flower Beds
* Replace Trees Damaged in the Storm

Each card would have a checklist with the items in parentheses above as checklist items.


Answers:
author: Hannah Humbert - Simpla Workflows
body: Hi [@Chelsie Jenkins](/t5/user/viewprofilepage/user-id/5493913) welcome to the community :) are you just looking for a quicker way to change up the structure of your board? Of course, you can manually create these cards and checklists by just copy-pasting the content, but I'm guessing you want to automate this somehow?   

How many cards are you working with? If it's a small number, the easiest way would be to just manually do it. If it's a large number (like 100s of cards), there's no way to just click a button and for it to magically reorganise your board. The first thing that comes to mind is to export the board to a csv file, reorganise it yourself in the csv, then import it again. Blue Cats have both an export and import tool <https://www.bluecatreports.com/exports/>

comments: author: Chelsie Jenkins
body: I probably only have 10 lists to restructure, but I was hoping for a way to automate it.
email-to-board looks like code instead of content with links
Asked by Keith Winkler:

We just configured email reports from our real estate MLS (multiple listing service) to go to a trello board.

The email contains a link to a website with a report of expired and cancelled listings, along with other content, (text, photos, additional links, etc.

When the email arrives it populates the Description field in a Trello card, as we expected. However, the content is unreadable and appears to be some sort of code.

Is there a way to receive the email on the Trello card in a usable format such as how it would appear in the email?

Example of what shows up on the Trello card...

Also, the screen to input this question for help from the community says to include relevant screenshots but when I try to paste one into this window it doesn't work. How do I share screenshots here?

In lieu of a screenshot, here is basically what I see in the Description box of the Trello card that received the email.

"

Welcome to OneHome \<!-- == INTRO TEXT END == --\> \<!-- == INTRO IMAGE == --\> \<!-- == INTRO IMAGE END == --\> \<!-- == WHITE BG == --\> \<!-- == GREY BG == --\> \<!--\[if (gte mso 9)\|(IE)\]\> \<!\[endif\]--\> \<!--\[if (gte mso 9)\|(IE)\]\> \<!\[endif\]--\> \<!--\[if (gte mso 9)\|(IE)\]\> \<!\[endif\]--\> \<!-- == CONTENT WELCOME == --\> \<!-- first --\> \<!-- second --\> Dear Keith Winkler, \<!-- Editable content --\>

"

Thanks in advance for any help!

Keith


Answers:
author: Beth French
body: Hi Keith,

I'm sorry the email-to-board feature isn't working as expected. Based on the snippet you provided, my best guess is that the original email is perhaps image heavy? The feature isn't set up to copy images to the card. Only the plain text from the email would be copied to the card description, which in this case includes hidden html comment tags not visible in the original email.

While I don't have a good solution for you today, we are looking at improving this feature to translate the email content into a nicely formatted Trello card. If you have time, I'd love to see an example of this email so I can test it against what we are working on.??  

To add a screenshot, in the editor window with Rich HTML selected, there should be an "Insert Photos" icon that you can use to insert a screenshot from your device.

Cheers,  
Beth
max users from May 20th
Asked by Lorenzo Bacci:

```
?
```

Good evening, so from May 20th the service is only free for up to 10 users per workspace?


Answers:
author: Rasmus Wulff Jensen
body: Yes, Quick video on what is happening and examples on how it impact different setups: <https://youtu.be/rqmCHU_QxY8>