Board dynamics

Owned by Yuri
Last updated: yesterday at 10:59 am
11 min read

Overview

(0) Board is two-dimensional table with configured columns and swimlanes (the later is optional). Specific columns and swimlanes are mapped to values of standard and custom fields of Jira issues.

(1) Some of templates come pre-configured columns (mapped values). The default option is a single “Others“ column with all not-mapped issues

Add / Edit / Remove Columns & Swimlanes

(2) Click “+” to add new column / value mapped

(3) Drag and drop issues between columns to change the value of configured standard or custom fields for selected Jira issues. All the changes are applied automatically and you do not need to commit it after.

We use Jira Rank to define the order of the Issues on the board. So, by moving items within columns/swimlanes you can also change the Rank that will be maintained and changed in Jira automatically.

(4) Same logic goes for Swimlanes. In addition, moving Jira issue into new column & swimlane automatically changes the value of both standard / custom fields configured.

e.g. In the picture below we have a Version Board with columns configured and fixVersion and swimlanes configured as affectsVersion

Moving “Test Story“ automatically alters fix- and affects-Version to new values specified.

(5) To Edit column value, Change title, Add or Remove one move mouse to selected column and you will receive a tooltip with all the available options:

e.g. let’s click on Edit

(6) Same goes for Swimlanes:- put mouse on one of them to Edit column value, Change title, Add or Remove.

e.g. let’s click on Edit

Issue view

By clicking on the issue you can now open a standard Jira Issue dialog. Thus, you can view all the details or make changes to the issue w/o leaving the board.

Auto refresh

Every 10 sec the App is checking for any updates for the issues on the board to apply the automatically. Users will be getting notification for specific issues updates.

Work-in-Progress and Aging limits

Navigate to the following section of documentation to learn more about type of limits you can configure for your board and optimize your flow and improve throughput.

https://releasemanagement.atlassian.net/wiki/pages/createpage.action?spaceKey=ASPT&title=Limits%20%28WIPs%20and%20Aging%2FCycle%20Time%29&linkCreation=true&fromPageId=875692462

Column Groups

You can create group of columns to combine some logical items. E.g. if you have too detailed statuses for your workflow for better tracking you can now aggregate them into logical groups. To do so click “Groups“ on control panel and select neighboring columns to combine:

Only neighboring columns could be grouped (!)

Vertical stacking (aka swimlane within swimlane)

By definition column groups have horizonal layout.

But you can also stack them vertically. To do so, click on Edit link for the column group and select “Vertical columns“ toggle.

As a result individual columns will be stacked vertically (also per swimlane)

Also statistic in this case will be calculated per column / per swimlane.

Limits for Column Groups

Similar to Columns you can configure Work-in-Progress and Aging Limits for your Column groups.

Moving column group

You can move column group as a whole disregards the fact it’s stacked vertically or a horizontal layout is used. Just clickon it and move lef-right.

Dependencies (Links)

(7) Our board also can identify the links between the issues (in other words up- & down-stream dependencies). Find out more here: https://releasemanagement.atlassian.net/wiki/spaces/ASPT/pages/2571042826.

Statistics by Story Points, Hours and Issue Count

Configuration

Click on Board settings and scroll to “Statistics by“ config. “Issue Count“ is the default answer. Expending the drop down you can change it to Story points or Hours.

We support Story Points fields for Company Managed and Team Managed Projects.

On issue card

Once Story points or Hours are selected you will always see the total on the issue card.

On columns and swimlanes

To turn on totals in Story points, hours or Issue Count for Swimlanes and Columns toggle “Statistics“ on.

We will show stats also if columns and/or swimlanes are collapsed.

SCRUM - Sprint Management (right from Column/Swimlane)

In case you define Columns or Swimlanes by Sprint you can manage sprints and amend sprint details via Columns or Swimlane editing.

Edit sprint details

By clicking on “Edit“ Swimlane configured by Sprint you will see the following dialog, where apart from regular Swimlane configurations and properties you can change Sprint details

Sprint progress

If columns or swimlanes configured by Sprint the App will show sprint progress bar. For now we outline is in Issue Count, but other common measurements - like Story Points and Ideal Hours - will come shortly.

Aggregated Sprint progress

If you define columns by sprints you can also organize them in column groups (as any other columns). In such case we will calculate also aggregated sprint progress for column group. This is very good use case for Product Increments (PIs) or Versions/Deliveries planning comprised of multiple Sprints.

Complete Sprint

If you define columns or swimlanes by sprints you can Complete any active sprint directly from Colum/Swimlane.

Once you click Complete a dialog will show up suggesting to move non-completed items to

  • either next sprint

  • or backlog

There are 2x additional toggles to automate some use cases, namely:

  • You can also decide if you want to drop column/swimlane you are completing from the board or keep it … by using appropriate toggle.

  • You can also decide if you want to add new sprint to the same column group or not.

Start Sprint

If you define columns or swimlanes by sprints you can Start any future sprint directly from Colum/Swimlane.

Once you click start a dialog will show up to specify details and start the sprint.

Hierarchies of issues

Column/Swimlane by Parent

Atlassian has recently introduced Parent field for Jira issues. You can find more details here - https://community.atlassian.com/t5/Jira-Software-articles/Introducing-the-new-Parent-field-in-company-managed-projects/ba-p/2377758.

The field is used for pre-defined hierarchy of issues, namely:

  • sub-tasks to tasks/stories/etc.

  • tasks/stories to epic

But also could be used for higher hierarchy levels, e.g. you can introduce “Initiative“ issue type to accommodate multiple epics.

In our App we support column/swimlanes by Parent:

This will show issues as columns/swimlanes and all child issues in appropriate cells (intersections of columns/swimlanes)

Parent Header

Update status and Change assignee right from Column/Swimlane

If you configure Columns/Swimlanes by Parent, Epic or Story we add metadata about the issue to Columns/Swimlanes, namely Status and Assignee. Clicking on Status and Assignee you can change it inline.

Column/Swimlane by “Linked issues”

As alternative column/swimlanes by Parent you might decide to show column/swimlanes by link type/linked issues.

Such configuration will generate column/swimlanes for any Jira issues to show links of specific type. In other words column/swimlanes will be generated for all uniques link types. E.g. you have Epics and you use “blocks” and “implements” linkes .. the App will generate let’s say swimlane for “Epic (blocks)” to show all blocked issues and “Epic (implements)“ for all issue where is part of bigger initiative.

To change column/swimlanes and issue type click Edit and choose a different one from drop down list.

Autocomplete Parent, Epics and Stories

The App will check if all the child items are moved into the last column to offer an action of the parent issue as well.

Columns/Swimlanes with multiple values assigned

In most of the cases we allow a single value of Jira field as column/swimlane. So when users move the issue into the column/swimlane it’s straightforward to resolve and assign values.

If you need multiple values → use Column Groups.

But sometimes you do want to have an option to assign multiple values. In such a case you have 2 challenges:

what to show in column/swimlane - issues that has all values assigned? or at least one?

To address this we have the following configuration in board settings:

what to do when user moves issue into column/swimlane - try to assign all the values? or play smart and see what can you assign?

For the later see use cases below.

Multiple Statuses

You can assign multiple statuses for columns/swimlanes. OR configuration in settings needs to be turned ON.

Since the issue can’t sit with 2 statuses only one could be assigned. When you will be moving issue into such a column/swimlane the App will analyse the workflows of the projects attached to the board and specific project for the issue and shortlist the possible statuses from the ones assigned to column/swimlane.

If the candidate is “One Only“ the App will assign appropriate status on move. If there are couple of available options the App will show a dialog to select.

Multiple Versions, Components

This is a good use case for cross-project components and versions when different teams develop in different Jira projects but have a unified set of versions and components.

Now let’s say you brought issues from those projects to out board and you want to use mapping to assign version/component. So you create columns/swimlanes and map “avatars“ for proper cross-project version/component to it.

In the past we would deny move to such Column/Swimlane (for obvious reasons). But with recent functionality release the App will check the project key for the issue and assign only appropriate version/component.

Enjoy it!

Other useful tips & tricks

In-line creating issues

(8) To create issue on the board click on the "+" inside any cell to popup standard Jira issue creation dialog. Upon creation appropriate values from column/swimlane will be assigned to put issue in the cell selected.

Inplace editing (Edit from Card)

No need to open issue dialog to change Assignee, Priority, Status or Estimates. You can now do it inplace from the card.

Priority

Status

Assignee

Estimates

If you have statistics set in Story Points or Remaining Hours you can now change it directly from the card.

More options to come shortly.

Zoom in/out

(9) If you want to accommodate more/less issues on one screen feel free to use our Zooming Options

Flagged issues

(10) We have native support for Flagged Issues. Thus we color code them accordingly. Plus you can add/remove the flag directly from the board.

Quick filters

(11) Using the App ourselves we realized that we are too often have to change JQL in the board settings to filter out additional issues. Therefore we introduced quick filter concept to define additional JQL filters and apply directly from the board.

If you have too many quick filters for your board you can now move your favorites to top with drag and drop.

(12) In addition to quick filters you can use predefined filter by Projects. The dropdown will let you choose 1 or few projects you picked up for your board.

Lat but not the list we have Jira standard Assignee carousel so you can filter by Assignees. This filter is also integrated with personal WIPs.

(13) To share the link to the board view your peers please select “Copy link“ icon at the upper right hand corner.

(14) If the issue belongs to Epic an Epic Link will be outlined on the card. Once you click on it Jira standard issue screen will show up with Epic details.

Rename “Others” column or swimlane

(16) Sometime you want to rename “Others“ column or swimlane to give it more meaningful name for your specific use case. Now you can do that:

Expand one column

(17) Sometimes you want to give yourself more space on the board to play with uses. To support that we now allow expansion one of the columns.

This creates a “backlog-like“ view to play with issues more handy: