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Managing multiple projects in Jira

jberneburg

From live data to task management and transparency at all levels,  Atlassian Jira  gives you the tools you'll need for effectively managing your projects. We've seen Jira pushed to its limits through our customers' numerous projects, and we'd like to share our experiences with you here.

Most companies eventually face the challenge of implementing complex projects, developing products, or they need to be able to see their entire portfolio from a project portfolio management (PPM) viewpoint. A useful project management tool must, therefore, be able to adapt to the unique dynamics of its projects. It also needs to give your employees, regardless of their roles, the opportunity to do their work. On top of that, the teams need to link to their progress in meaningful ways so they can provide collaborators with up-to-date information. This information can include growth, planning, and connections between different data points in the project.

Lots of people like to talk about projects, but we've been fortunate enough to have seen such a wide variety of projects from our customers. These include different sizes, tasks, processes, and specifications. I'd like to share some of our experiences that we see as common threads found in nearly all contexts when implementing a - however complex - project or product management instance in Jira.

Transparency at all project levels

You usually deal with numerous levels of data. These can be your projects, product development, or your whole portfolio. Here's an example of a possible structure:

search multiple projects in jira

In this example, you should be able to see the shape of the hierarchy, with or without the labeling. As a project or product manager, you'd likely want to access as many levels that are relevant or interesting to you. You should be able to recognize critical sub-projects at first glance, then take a closer look at the data to identify where action is needed.

An active project member works on tasks and subtasks simultaneously. They may, therefore, find it helpful to be able to recognize upward references. That means higher-level topics and goals to give context to their actions.

From management's point of view, they want to see - at the highest macro level - which projects are currently being implemented, which products are being developed, which initiatives are being planned, or which ones are being planned for the future.

We talk a lot about transparency in project management, which speaks to just how critical of an element it is in our process. Atlassian and its tools take an open and visible approach to organizing tasks and knowledge. Their values, working in harmony with their Jira and Confluence systems, support us in our efforts for transparency. Next, I'd like to outline our best practices concerning our Jira configuration briefly.

With Epic, Jira has created a grouping level above the main working level of a given issue, but it doesn't give you a hierarchy beyond that. You can create this via special links. Now you - and any user - can arrange your tasks by quickly navigating from your current topic to any level by using these links. We've configured a kanban board for each level, which we can adapt and filter to be more flexible. We hope you will find these boards to be extremely helpful, especially when it comes to viewing your project pipeline, staying organized, and viewing the work done by your implementation teams.

Some challenges do remain: At what point does the hierarchy structure become visible? From the view "at the top," can you see the completed work in projects, sub-projects, or work packages?

You can extend the potential of Jira by installing many  smaller and larger apps  as add-ons.  Structure: Project Management at Scale  is one such app, and it helps you visualize your level hierarchy. You can define levels by links that you can imagine and easily understand. The tool has been integrated seamlessly into Jira's user interface. You can work directly on these views, make adjustments, and you can even expand and collapse individual levels of interest. You can apply a simple add-on such as a progress meter, which shows you a project's progress.

search multiple projects in jira

Sequencing tasks over time in Gantt charts

What's the first image that comes to mind when you think of project management? It's probably a Gantt chart. If you want to present a project with a central idea over time, this tried and tested chart is a solid choice.

We use the app  Structure.Gantt: Planning at Scale  for making our Gantt charts. It interacts seamlessly with Jira and especially with Structure. You can intuitively plan your time flow or model dependencies using a simple drag and drop feature, creating an appealing looking graphic presentation in the process. You can visualize your progress, and you have many possibilities, including layers, milestones, labels, and baselining.

The agile equivalent would be a roadmap, which also displays your course of action chronologically. Here, one can replace specific start and end dates with evenly divided time intervals. In this context, you can use Gantt charts to plan in agile.

search multiple projects in jira

Other planning tools aspire to deliver live project data and progress

Classic well-known PM and PPM tools usually offer features that assist in planning from top to bottom, and they do an excellent job of exporting and creating nice-looking reports of your projects. Jira is not a standard PM/PPM planning tool. Instead, it has become the go-to choice of many project managers because it empowers employees to organize their daily work in Jira themselves. Both managers and employees see tasks for completion. All relevant communication takes place directly in the Jira task rather than being hidden away in various mailboxes.

Jira shows its strength by serving its users. Increased upward levels, as well as reporting, have both been added in subsequent versions of Jira, enhancing it as a PM/PPM tool. Since employees directly maintain their to-do lists in their individual Jira dashboards, the overall system gathers valuable live data continuously as employees contribute to their projects. 

Project managers don't need to beg for reports or status updates when the employees use the system consistently.

Reports within Jira may look less polished than we've come to expect from PowerPoint slides. They benefit, however, from always being directly accessible without any additional effort. Other project management tools can only dream of this.

Resource management

You may find that you're often asking yourself: on what should project management focus? What's the best use of your time and energy? Are you executing the right tasks using the optimal amount of resources? Often users emphasize optimizing the flow of functions to find the optimal added value.

When it comes to resource planning, each project manager approaches solving this riddle at a different level of detail than the next PM. Some do without it altogether. Others tend to estimate their teams' capacities roughly, and then they distribute estimated sub-projects among their units accordingly. Some estimate the time and effort needed for each task, and they assign tasks to individual employees, while also taking absences into account. In the spirit of compromise, we propose using a lean resource planning (estimation) method, which is an appropriate use of effort.

By default, Jira offers an option that estimates the time a given task will take, measured either in hours or in story points. While Jira does lack a resource map, it makes up for it with the resource module apps  Structure and Structure.Gantt . Both are two high-performing solutions integrated with Jira's standard functions. Other resource management apps each have significant drawbacks in at least one of these areas, so that's why we prefer to use one of the two Structure apps mentioned previously.

What can you do with this lean approach to resource planning?

  • Include individuals in the planning process, or you can even form entire teams.
  • Effortlessly navigate among your different planning levels (projects, sub-projects, tasks).
  • Connecting to other systems to import data is not necessary.
  • You can work with either a fixed or an average capacity for teams and individuals.
  • We recommend that you save a detailed plan daily: in our experience, this helps with reducing a lot of unnecessary micromanagement.
  • Data is such a critical element when planning any project. For each process, you can assign start and end dates, effort in hours or story points, team or individual assignments, and team or personal capacity.
  • When you combine Jira and either Structure or Structure Gantt, you can locate instances of overplanning and potential availabilities.

Using such a Gantt planning method with Jira gives you a pragmatic, precise, functional, and lean solution.

search multiple projects in jira

For your project to succeed

You can't just expect to introduce a new system with a snap of your fingers. Numerous employees, sometimes hundreds or thousands, first have to familiarize themselves with the tool. They need to get their feet wet, establish a foundation, and, if necessary, customize their software or even their entire system landscape to get the most out of it.

Before you map your project digitally, your company should clearly define its methods and processes. We've learned a few things along the way. Professional consulting, giving workshops and coaching a team through the initial configuration is a good idea. This experience is a good idea, especially if you don't have someone in-house who has a grasp of Jira yet.

To completely configure and optimize your system for use, we recommend some additional settings and apps which we would take too long to describe in full detail in this article.

Before we digitally map project management processes, the methods and procedures from within the company should be defined. Experience shows that some aspects help here. Professional consulting with a workshop and an initial configuration are necessary if you do not already have in-depth Jira knowledge in-house (but even then often helpful). To make the setup complete and optimize it for use, we recommend additional, partly individual settings and apps, which we cannot go into great depths about here.

It's impossible to replace the experience gained from other large Jira systems implemented in the past. We have to train System administrators intensively so that they can one day make adjustments on their own. In-house admins are at an advantage because they are better acquainted with processes in the company. They are also the perfect complement to external consulting.

You also need to train your employees to bring them on board, accepting and hopefully internalizing this new concept of working with Jira processes. Without this training,  employees will adopt the system at varying degrees , often using the system only partially and differently than how their colleagues might be using it. Useful features such as targeted searches or individual evaluations go unused when employees lack this training.

With our experience, we look forward to supporting you on your path to establishing a method for successful project and portfolio management. We'd be happy to show you our PPM Best Practice approach in a personal demo!

Your partner for Atlassian Jira

If you have any questions about  Atlassian Jira ,  //SEIBERT/MEDIA  is an  Atlassian Platinum Solution Partner . We can help you with all aspects of introducing and productively using Jira in your company. This service includes everything from strategic consulting and licensing to implementation, optimization, and expansion.  Get in touch with us today !

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Further information

Scaled project management with Structure and Structure.Gantt for Jira Is Jira trapped in your IT and development teams? Scaling Agile with Portfolio and Easy Agile Roadmaps for Jira: From teams to portfolio management Meetings as last resort: asynchronous communication with Confluence and Jira

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How to Manage Multiple Jira Projects on a Single Board?

Managing multiple projects in Jira can be akin to a jigsaw puzzle. Each piece is vital, but without a cohesive overview, the bigger picture gets lost. This is where the power of a single, unified Jira board comes into play. It streamlines complexity, providing a clear line of sight across various projects, and aligns your team under one strategic vision.

Why consolidate projects onto one board? It’s about efficiency, simplicity, and the harmony of shared efforts. But how exactly do you achieve this seamless integration within Jira’s robust framework? And is there a tool that can enhance this integration even further?

Manage Multiple Jira Projects on a Single Board

Enter TeamBoard ProScheduler – a solution designed to give you and your team a bird’s-eye view of your entire project landscape. In the following sections, we will explore the ins and outs of multi-project management within Jira, and how TeamBoard ProScheduler can be the ace up your sleeve.

Table of Contents

Visibility Across Projects

Enhanced collaboration, improved prioritization, time and resource optimization, 1. create a new board, 2. configure board filters, 3. map statuses and columns, 4. customize swimlanes, 5. set up quick filters, 6. define board permissions, what is teamboard proscheduler, 1. seamless integration and setup, 2. advanced scheduling features, 3. custom views and filters, 4. resource management, 5. gantt chart for complex project mapping, 6. timeline for seamless workflow coordination, 7. reporting and analytics, 1. start with a free trial, 2. dive into user guides and demo videos, 3. get in touch for personalized support, 4. schedule a live demo, why you need to manage multiple jira projects on a single board.

Why You Need to Manage Multiple Jira Projects on a Single Board

A single board for multiple projects grants you unprecedented visibility . It breaks down silos between projects, allowing stakeholders to monitor progress, identify bottlenecks, and allocate resources effectively—without the need to switch contexts or navigate through a labyrinth of multiple boards and filters.

When team members can see how their work aligns with others across different projects, it fosters a sense of unity and purpose . It streamlines communication as everyone can speak the same visual language of progress and priorities, directly enhancing collaboration.

With all your projects on one board, you can prioritize tasks across projects more effectively . It allows project managers to quickly shift focus and resources to where they are needed most, ensuring that critical tasks don’t get lost in the shuffle.

A single view means less time spent on administrative tasks and more on actual management. It cuts down the time needed to review and report on project statuses and helps in identifying where your team’s efforts should be concentrated.

How to do that with Jira?

Transforming the way you manage your projects in Jira can be accomplished in a few strategic steps. Here’s how you can bring multiple Jira projects onto a single board, simplifying the complex landscape of tasks, sprints, and backlogs.

Learn details about creating and managing a multi-project Jira board with Jira Guru

Start by creating a new board in Jira. You can choose between a Scrum board for sprints or a Kanban board for continuous flow. This will serve as your central dashboard for all projects.

Click on “Boards” in the project menu. 14.15.02

To combine multiple projects, you’ll need to set up board filters. Jira allows you to create a filter using JQL (Jira Query Language) that encompasses issues from multiple projects. For example, a filter-like project in (PROJ1, PROJ2, PROJ3) will pull in issues from projects PROJ1, PROJ2, and PROJ3.

Ensure that the workflow statuses of the different projects align with the columns of your new board. You might need to tweak workflow schemes to match your board columns so that each issue type moves smoothly through the workflow.

Swimlanes are a great way to categorize issues on your board and can be used to separate different projects, teams, or priorities. For instance, you could have a swimlane for each project, making it easy to view their respective tasks.

Quick filters offer a dynamic way to further manage your view. You can create filters for each project, various issue types, or priorities to quickly switch between views on the same board.

Permissions are crucial when multiple projects are involved. Define who has access to this board, ensuring the right team members can view and modify the tasks.

TeamBoard ProScheduler is an esteemed application available on the Atlassian Marketplace , developed by DevSamurai, a Platinum Marketplace Partner of Atlassian. This tool is engineered specifically for managers who face the challenge of overseeing multiple projects within the Jira platform.

As a creation of DevSamurai, TeamBoard ProScheduler comes with the assurance of quality and innovation that is characteristic of a Platinum Atlassian Marketplace Partner. This status is indicative of DevSamurai’s deep expertise in the Atlassian ecosystem and a proven track record of delivering exceptional solutions.

TeamBoard ProScheduler by DevSamurai is more than just an app, it’s a complete project management solution designed to empower managers to oversee multiple Jira projects with unprecedented ease and clarity, thus driving efficiency and productivity in their organizations.

How to Manage Multiple Jira Projects on a Single Board with TeamBoard ProScheduler

When your project management needs to outgrow the standard capabilities of Jira, third-party tools like TeamBoard ProScheduler step in to elevate your experience. Managing multiple Jira projects on a single board becomes not just possible, but proficiently powerful with ProScheduler. Here’s how it redefines the game

TeamBoard ProScheduler integrates smoothly with Jira, allowing you to merge multiple projects onto one platform effortlessly. It syncs with your existing Jira projects, so you can set up your unified board with a few clicks. There’s no need for extensive configurations – ProScheduler is designed to be intuitive and user-friendly.

After installing the TeamBoard ProScheduler App, you can start creating programs that include multiple projects.

Enable Program & Porfolio Management

With ProScheduler, you gain access to sophisticated scheduling options that go beyond Jira’s native capabilities. Drag-and-drop functionality, timeline views, and calendar integration enable you to plan and reschedule tasks across multiple projects with ease and precision.

An Innovative Resource Management Solution for Jira

ProScheduler takes the concept of swimlanes and quick filters to the next level, offering more granular control over how issues are displayed. Create custom views for different teams or stakeholders, and use advanced filters to manage the workflow of multiple projects without losing sight of the details.

One of the standout features of ProScheduler is its resource management capabilities. It allows you to see who is working on what, track team capacity, and redistribute tasks as needed, ensuring that no single project overwhelms your resources.

ProScheduler’s Gantt Chart feature offers a visual timeline for all your project tasks, providing a clear long-term view of your project schedules across multiple Jira projects. Easily set up and view dependencies between tasks from different projects, ensuring that the impact of schedule changes is visible and manageable.

See all your projects laid out on a single, interactive timeline . This bird’s-eye view helps you understand how different projects interact and overlap. se the timeline to mark significant milestones and deadlines across projects, ensuring that critical dates are communicated and visible to all stakeholders.

ProScheduler enhances your reporting power with in-depth analytics and custom reporting features. Generate comprehensive reports on multiple projects at once, providing valuable insights into project performance and progress.

Rich Reports

How to Start Learning about TeamBoard ProScheduler?

Embarking on the path to mastering TeamBoard ProScheduler is an excellent step toward enhancing your project management capabilities within Jira. Here’s how you can begin your learning journey:

Sign up for the 30-day free trial offered by TeamBoard ProScheduler. This no-cost opportunity allows you to explore the features and benefits firsthand, giving you a solid understanding of how the tool can fit into your workflow.

Should you need more time, reach out to us to inquire about an extension. 

Email: [email protected]

Take advantage of the user guides provided. These documents are designed to walk you through each feature, offering step-by-step instructions and valuable insights.

Watch the demo videos available. Visual learning can be incredibly effective, and these videos often showcase common use cases that you can emulate.

Don’t hesitate to contact the support team if you have any questions or run into issues. Personalized support can help clarify complex points and guide you through specific scenarios.

Utilize the contact options available, whether it be through email, a support ticket system, or a dedicated helpdesk.

For a comprehensive understanding, schedule a live demo with the TeamBoard ProScheduler experts. ou can receive real-time answers to your questions and see a demonstration of the tool’s capabilities tailored to your project management needs through a demo.

During the demo, engage with the team, ask questions specific to your use cases, and learn best practices for leveraging TeamBoard ProScheduler to its fullest potential.

By following these steps, you can systematically uncover the power of TeamBoard ProScheduler. The hands-on experience gained from the trial period, supplemented with the detailed resources and support from the DevSamurai team, will put you on a fast track to becoming an adept user, ready to harness the full suite of features to manage multiple Jira projects effectively.

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search multiple projects in jira

6 Jira reports for multiple projects to make data-driven decisions

Leo D. Murillo

The project information stored in Jira is valuable for your business intelligence; In this post, we will show you through six hands-on examples of reports for different projects, how to boost your Jira reports for multiple projects, your business and how to start making data-driven decisions based on visual information.

What you will learn with this blog post?

  • Common consequences of wrong project tracking.
  • What is a project report overview report?
  • How to make project report overviews?
  • Examples of project overview reports in Jira.
  • BONUS: Welcome to the project automation in Jira.

The main responsability of a Project Manager is making decisions based on reliable data by keeping a detailed tracking of projects , that's why relying on the memory is the single most critical mistake they can make. Of course, they might cope with 8 projects, products and/or teams, but imagine when there are from 35 to 130 different initiatives... that sounds like trouble. Based on the fact there’s a limit for human memory given the Working Memory span relies on only 15 seconds to process relevant information (without rehearsals) in order to make it to the Long-Term Memory. Imagine how much info needs to be processed. Counting with a strong visual component when overseeing dozens of projects is crucial to not to quickly lose track of the differences between them and reinforce our memory span. After all, we are just humans.

What are the most common consequences of an inadequately tracking of projects?

  •    Sending emails to the wrong team.
  •    Mixing-up close deadlines for different projects.
  •    Wrong calculation of each project budget.
  •    Start presentations for the board without a clear picture of what's about to be discussed.

In order to avoid the low-value research, the last-minute digging for data that should be available at first sight, and similar time-consuming activities, relying on some kind of reporting simple enough to be used as a map would be at least, the essential.

What's a project report overview?

Project report overviews are a solution to map the performance of multiple projects; they are simple reports in a table format displaying information about different projects, each row of this table belongs to each project , and one column for each piece of project information, which can include team members, KPIs, assets, deadlines, or any other type of key data. Project overviews for projects should change with context, and leaders must define what data points should be captured, always aiming at finding the balance between complete and simple information.

Check for another option : Display project specific-information about multiple projects in a Jira dashboard .

Why you should make a project report overviews in Jira?

VPs of Engineering, Product Managers and Program Managers whose teams work with Jira tend to create project summaries on Confluence pages despite the difficulty suppose structuring the information there in order to make it complete yet digestible.

That's why we recommend creating these project summaries on Jira, directly where the information is stored and everything happens, despite it also has several blockers:

  •    Since Jira doesn’t support project information, data often must be entered manually.
  •    Manually-entered data is immediately outdated.
  •    Data from external sources requires the use of third party gadgets.

An important alternative is to create project summaries in Jira, using Projectrak (formerly Profields) , which immediately allows to:

  •    Watch the development of the project/product status at a glance.
  •    Share the e-mail format with anyone, either inside or outside your organization.
  •    Be benefited from the overviews even if you’re not a Confluence customer.
  •    Having a project overview based on real-time data about your projects.
  •    Including in the mix external databases or third-party tools.
  •    Creating dynamic overviews with email subscriptions.

Hack: Combine both approaches and create reports in Jira for multiple projects with Projectrak' macros for Confluence . 

Start making data-driven decisions based on reports for multiple projects in Jira

For a better explanation, in the following we have compiled six examples of project report overviews for multiple projects that can be used in different circumstances and organizational settings in order to track an adequate project reporting and make data-driven decisions: from IT, innovation, financial departments, to customer-facing projects, product development, and even C-level executives.

On the other side, if you are looking other project reporting options in Jira , here you can read more about in this Apwide article, options to be displayed in Jira dashboards. 

Learn how to create a subscription to a query for projects in Projectrak >>

6 Jira project report for multiple projects to make data-driven decisions in Jira

For each of the following examples, we’ll indicate what types of project custom fields have been used. Whenever script fields are used, we’ll link to Projectrak's Documentation Center so you can recreate the field in your instance without coding a single line.

1. Budget monitoring and control in Jira projects

All project data in Profields can be easily accessed from the link provided at the top of the subscription email

All project data in Projectrak (formerly Profields) can be easily accessed from the link provided at the top of the subscription email

When to use it: Tracking within your projects how much your team has spent, it's critical in any project based on an initial budget, with an internal or external customer. The beauty of this report for budget tracking is how simple it is! You can also create a fourth column with the remaining budget using a simple calculation.

Difficulty: Low.

How to build it:

  •     Project Name: Native.
  •     Budget: Numeric.
  •     Incurred Cost: Cumulative. In our instance, the "Incurred Cost" column shows, per each project, the sum of the numeric field named "Cost" of each issue within each project.

2. Overview of Projects for each Program Component

Program components

When to use it: Companies with formal innovation programs may run them in Jira. In this case, it’s useful to have a simple oversight of the amount of innovation projects for each program in the portfolio, together with the current phase they are in (we borrowed the status from the Stage Gate model), and how much investment has been made until now. The total of open stories is used here as a proxy of how large the effort in the project currently is.

Difficulty: Medium.

  •    Project Name: Native.
  •    Program Name: Project picker.
  •    Current phase: Status.
  •    Total Open Stories: Script field.
  •    Investment to date: Similar to the previous overview, in our instance the "Investment to date" field shows the sum of each field "Investment" from each issue within each project.

3. Identifying the main information for each ITSM project

ITSM

When to use it: Companies with large IT departments relying on ITIL or any other ITSM framework, identify different processes for the services they provide to the entire company in their IT Service catalog. Having the catalog in Jira with the amount of ongoing work, and a team responsible for supporting it can be very useful to keep things tight.

Difficulty: High

  •    Total unresolved Issues: Script field .
  •    Service manager: User picker (single selection.)
  •     Level 2 Team & Level 3 Team: User picker (multiple selection.)

4. Tracking Products as they were projects

Support-packs-service-management-multiple-projects

When to use it: In a company that manage several products, or any other company with a microservices architecture, having an overview of every product team can be very beneficial for general oversight and for key decisions regarding resourcing and velocity.

Another solution to having control over each version of your products (in the case you are using each project as a product) is taking advantage of the Release View .

Difficulty: Low

  •    Product: Project Name (Native.)
  •    Status: Status field.
  •    Open issues: Script field .
  •    Last released name: Script field .
  •    Last release date: Script field .
  •    Bitbucket repository: Text field.
  •    Blocking bugs in QA: Script field.

5. How to monitor on-demand support packs

On-demand support packs

When to use it: Consultancy companies who offer time from their experts to be consumed on demand by their customers can automate most of the administration with Projectrak, as we do in DEISER. That includes having a complete overview of all the existing support pools.

Difficulty: Medium

  •    Customer: Text.
  •    Lead: Native.
  •    Pack Size: Numeric.
  •    Total time spent: Cumulative field.
  •    Remaining time: Script field .
  •    Expiration date: Date picker.
  •    Expired: Script field.

Nueva llamada a la acciĂłn

6. Tracking projects in Jira

How to modify custom properties for generic projects in Jira

When to use it: This is the most generic example, It will usually be useful in any situation where the organization spans a large number of activities with different goals and priorities. In other words: if you have more than 100 Jira projects aligned with different types of activities, you can leverage a summary of this type to inventory what’s going on across the board.

  •    Type: Native.
  •    Category: Native.
  •    Status: Status.
  •    Priority: Priority.

As it can be seen, by applying these simple practices on project tracking across multiple projects using Jira and Projectrak will be easier to boost project management abilities and enhance the business intelligence of your company , in order to make more reliable decisions based on data provided directly from where the actual work happens: in Jira.

If you have more doubts about the implementation of these tricks, please don't hesitate on contacting us through our Customer Support Desk , or even better, if you are looking ways to automate the updates project data in Jira, in order to take faster data-driven decisions check the e-book we have prepared with seven use cases of Automation with Projectrak you can download by clicking the button below.

This blog post is the product of a collaboration between Jaime Capitel, and Leo DĂ­az, with the support of the Product and Marketing teams.

The e-book with 7 use cases automating projects in Jira

Automate Project Updates

If you are already using Jira and Projectrak to track your projects, you should start saving time by automating this process. Use this e-book with 7 use cases to learn how to save time, and build an automated project reporting for multiple projects to have a better visualization of the progress of your work.

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Tracking requirements across multiple projects in Jira

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search multiple projects in jira

If your team uses Jira for managing projects, you’re probably aware of the incredible variety of functionalities it offers. Many teams use Jira as their requirements tracking tool. That’s pretty straightforward if your team is working on one project at a time.

But what happens if team members work across three different projects and need to track requirements for all of them at the same time?

And what if some of the requirements overlap between these projects? For example, requirement A applies to projects 1 and 2, and requirement B applies to projects 2 and 3.

Your team would probably love it if they could just enter a single Jira issue for each requirement. Since Jira issues and projects are tied to one another, that can be problematic.

But don’t worry, I have the answer.

Here are some strategies for tracking requirements across multiple Jira projects.

1. Solution for early-stage projects

Depending on your work process, you may be able to solve this problem this way. Requirements gathering is an activity that happens in projects in their early stages. So we can assume that projects 1, 2, and 3 are in the early stages.

Create a Jira project and put all the requirements for projects 1, 2, and 3 into it. Now you need to allow the many-to-many relationship between your requirements and actual projects. Set up a custom field, choose the type “multiple checkboxes” or something similar. Then configure “project 1,” “project 2,” and “project 3” as its values. That way, you can check the project to which a specific requirement applies to.

Once your process is underway, and some of your proposals are removed, you’ll need to extract all the requirements for the actual project 1 into the Jira project for project 1. You can do that with the help of search & bulk clone issues. Once you apply all the requirements to your existing projects, you can remove all the requirements that have no projects associated with them. You can do that by using the search & bulk delete function.

2. Use “duplicates” or “relates to” functions

To track requirements across multiple Jira projects, you can create an issue in each project – and then relate them together. You can have one requirement issue being “owned” by a specific project and then close all the related issues once you test them or decide to apply changes. You could even associate issues representing requirements with one another using “depends on” if that could work for your project.

3. Create custom fields

In some teams, one issue (for example, a new feature or bug) involves multiple products. To make it even more complicated, these issues may have dependencies between them. If you extend one part of your project, you may need to extend the associated part as well. For example, if you’re planning to add a new feature to the client application, it’s possible that the connection API and server will require some kind of extension as well.

Note that they might be developed by different teams or simply not handled in the same sprint or iteration. That’s why product owners need to track all these new features as a group.

Jira’s custom fields can help here.

Start by setting up a new custom field: a “Cascading select” – as “Program” and “Phase.” Product owners can use this custom field to group issues together under a program. That type of high-level view comes in handy for long-term planning.

Next, add another custom field (Text Field) for “Epic” (or “Theme” if that’s what your team is using). This field will bundle all the issues related to a specific Epic or Theme. This method works if you use “Epics” within the “Program” we established before. If you’re dealing with a large “Program,” it’s smart to break it into smaller parts which will be reflected in “Epics.” For example, it can be a group of stories that may spread over multiple products.

Thanks to these fields, you can now filter out issues that span across multiple projects efficiently. You can also create dependencies between the issues in different products.

4. Use a Jira issue synchronization app

Several projects in one Jira instance can be easily combined thanks to an application that allows internal data transfer between different projects. By using the app and its proper configuration, you can decide what information you need to be synchronized.

IssueSYNC is one of such applications. Thanks to this app, users save their time because they don’t have to search for information in other systems, emails, call, or send their own reports or comments to others. Everything happens spontaneously in real-time, and they receive all the information in one place.

IssueSYNC supports creating notifications, updating, sending comments, and attachments according to the rules defined by the administrators of both Jira instances.

Try Issue Sync – Synchronization for Jira

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The takeaway

Using Jira for tracking requirements is one of the most common use cases of this versatile tool. Fortunately, Jira offers a wide range of configuration options teams can use to adjust their project management tool to their unique work processes.

Do you have any questions about customizing Jira to match the requirements of your organization? Get in touch with our consultants; we help companies make the most of Atlassian tools and take their teams to the next level.

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Łukasz is a Solution Architect for the Atlassian Jira platform with a holistic approach. His cosmic superpower is to combine strong technical skills with a business-oriented perspective, providing a bridge between technical and non-technical stakeholders. In Deviniti galaxy he is focusing on application integration. Together with a team of experts, he helps companies to design, implement, and fine-tune their Atlassian stack.

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How to create a board with multiple projects in Jira

Creating a multi-project Jira board is very easy; in this tutorial, Nikki shows you how to Create Board in Jira with Multiple Projects.

Nikki Zavadska

Nikki Zavadska

Physicist, product management geek and co-founder of Jexo. Nikki loves Atlassian products, creating new solutions and learning new things around technology, design and research.

More posts by Nikki Zavadska.

If you're overseeing multiple projects it might be quite annoying to switch between different kanban boards. The good news is you can create a single board in Jira that shows issues from multiple projects.

Create Jira Board with multiple projects step-by-step:

  • Go to your Jira project
  • Click on the Board button in the Jira project navigation menu
  • Click on +Create board
  • Choose your board type: Scrum or Kanban
  • Choose where you want to create your board. Select Board from an existing project
  • Give your board a name
  • Select a project to include in this board
  • Select your board location
  • Click on Create board

📕 About Jira How-To Series

Jira how-tos is a video series created by Jexo where we answer some of the most popular questions about using Jira. These videos are designed to help you learn how Jira works in an easy step-by-step manner to help you get started in no time.

👉 Are you managing projects in Jira? Take a look at Jexo's plugins

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Jira Software projects overview

What is a jira project.

Typically, a project can be defined as a collection of tasks that need to be completed to achieve a certain outcome. In Jira Software, a project can be thought of as a container used to organize and track those tasks, or issues , across the entire team.

A Jira Software project is highly configurable and can be easily customized to map around organizational structure, workflow, or level of agile maturity, making it the only tool to fit any team’s unique way of working. Your team can use a Jira project to track and resolve bugs, launch a new feature, and more.

Your projects can be found in the top navigation in the “Projects” drop down.

Project overview screenshot

What are key elements of a Jira project?

As with any project, there are tasks that need to get done, folks that are making things happen, and processes to help move that work forward.

  • Issues – Jira projects are big goals that have been broken down into small, bite-size pieces of work called issues .
  • People – Jira Software makes it easy for teams to plan and track work so you can accomplish more together. Invite users to your Jira project to start collaborating. 
  • Workflows – Jira projects are structured to follow a process, or workflow, to help move an issue from creation through to completion. These workflows can be created to match your team’s unique way of working. 

What are Jira project templates?

Jira Software offers several project templates to help teams get set up quickly using projects tailored to a specific team (like HR or software) or use case. These templates include pre-configured issue types, workflows, and other relevant features. Two of our most popular templates are the kanban and scrum templates. Visit Jira Software templates library

Kanban template visualizes your work using a powerful, yet simple board. It’s designed for teams that limit work in progress and focus on a continuous flow of work. The kanban template in Jira Software helps teams easily design, manage, and improve their workflow while providing transparency as work moves from to-do to done.

Scrum template empowers teams to breakdown large pieces of work into more manageable pieces. It’s designed for teams that deliver work on a regular cadence or work in short, time boxed periods called sprints. The scrum template also enables teams to organize and prioritize all work on the backlog and board, while staying focused on the big picture via the roadmap.

What are Jira project types?

Projects in Jira will either be a “team-managed” or “company-managed” project type. The fundamental difference between the two project types is how they are administered – that is, whether the project is managed at the team level or at a company/Jira administrator level.

Team-managed projects

Overview This project type is for teams who want simplified configuration and more control over their own working processes and practices in a self-contained space. Team-managed projects are managed by project administrators, meaning that changes can be implemented without requiring the help of a Jira administrator.

Simplified configuration Team-managed projects come out of the box with simplified configuration. Anyone on your team can set-up and maintain. Team-managed projects are configured independently, and setting changes of one project do not impact other projects. Essential features A modern Jira experience for teams who don’t need advanced features.

  • Only show your project’s issues on your board
  • Single active sprint
  • Essential agile reporting

Company-managed projects

Overview This project type is for teams who want to work across multiple projects and with multiple teams in a more standardized way. Company-managed projects are managed by Jira administrators who encourage and promote organizational best practices and processes through a shared configuration.

Expert configuration Company-managed projects provide Jira administrators with complete control over configuration, customization, and flexibility. These projects are set up and maintained by your Jira admins. Configuration is shared across projects.

Advanced features All the power and features that Jira Software is known for .

  • Advanced planning  (Premium only)
  • Ability to pull in issues from other projects on your board
  • Ability to run parallel sprints
  • Comprehensive agile reporting

Snoop Dogg's brother, music executive Bing Worthington Jr., dead at 44

Snoop Dogg performs in Charlotte.

Snoop Dogg's younger brother Bing Worthington is dead, the rapper said Friday on Instagram.

The 44-year-old died Thursday, according to the Orange County Sheriff's Department in California, which runs the area medical examiner's office.

"The cause of death will be pending the results of the toxicology and autopsy report," Sgt. Frank Gonzalez said by email.

Snoop hired his brother to work on high-profile projects, and he rose through the ranks of the rapper's entourage to become a tour manager and then the executive producer at the record label that bears his nickname.

Speaking to the publication Vice in 2016 , Worthington said, "I was just the road guy. I worked my way to the top."

He told the publication he had a hand in multiple endeavors launched under his brother's branding, including skateboard deck-maker Snoop Dogg Board Company in the mid-2000s and a footlong hot dog startup, Snoop Doggs.

He merged a record label run as part of Snoop's businesses with Quebec-based Urban Heat Legends, whose chief, Miguel Lopez, was a friend, according to the resulting label, Dogg Records.

The label said on its website that the merged company was the result of "a relationship formed between Bing Worthington (Snoop Dogg's brother)" and Lopez. It aims to "create a platform where West Coast artists meet the North and vice versa," the website stated.

Lopez said Worthington recently went on a family vacation to Jamaica and was uncharacteristically incommunicado. When they merged their labels, Worthington split time between California and Canada, he said, but lately, they coordinated via weekly phone calls that didn't materialize recently.

Following the death of Worthington's and Snoop's mother, Beverly Tate , in 2021, Worthington wasn't himself, Lopez said.

"Its been a tough time since his mom passed," he said. "He took it very hard. He was very close to her."

Worthington executive-produced the birthday party documentary, "Bigg Snoop Dogg: Raw 'N Uncut Vol. 1," released as a video in 2003, according to Hollywood database IMDb.

He also received writing credit for the song "Tha Jump Off," performed by Lifestyle and featured on the soundtrack to the 2006 movie "Van Wilder: The Rise of Taj," according to the database.

Lopez and Worthington were looking forward to launching a Latino division of Dogg Records, he said, and he plans to carry the label forward.

“He had a great heart, and the little things he did were huge things for us, like opening the doors to his family,” Lopez said. “He’s going to be missed as a friend above all. This label has to carry on in his honor.”

He said Worthington is survived by a partner and an adult son.

On his Instagram account on Friday, Snoop tweeted a photo of his brother with the caption “Bac wit momma.”

Fellow celebrities, including actor and singer Tyrese Gibson, responded with condolences. "I’m sorry this happened….. Prayers love and light to you and your family," he said.

Singer Tamar Braxton said, "Sorry for all your Loss Brother."

search multiple projects in jira

Dennis Romero is a breaking news reporter for NBC News Digital. 

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What is a Jira dashboard?

Your dashboard is the main display you see when you log in to Jira. You can create multiple dashboards from different projects, or multiple dashboards for one massive overview of all the work you're involved with.

You can create a personal dashboard and add gadgets to keep track of assignments and issues you're working on. Dashboards are designed to display gadgets that help you organize your projects, assignments, and achievements in different charts.

To view all of your dashboards, choose  Dashboards  >  View all dashboards .

About the default dashboard

The gadgets on the default dashboard can be reordered and switched between the left and right columns. Additional gadgets can also be added, while some gadgets can be configured. The layout of the dashboard (like the number of columns) can also be configured.

All changes made to the default dashboard will also change the dashboards of all users currently using the default dashboard. However, gadgets that users don't have permissions to see won't be shown to them. For example, the  Administration  gadget—though it exists in the default dashboard configuration—is only visible to admins.

Create a dashboard

You can create and customize your own dashboard to display the information you need. Only Jira admins can customize the default dashboard.

  • Choose Dashboards > Create dashboard .
  • Name your dashboard and add a description so your team knows when to use it.
  • Fill out the remaining fields and click  Save .

search multiple projects in jira

Add gadgets to a dashboard

To complete your dashboard setup,  add charts, tables, and more using gadgets . To get started, click  Add gadget  on your dashboard and choose from the available gadgets .

search multiple projects in jira

To display a list of projects on your dashboard for quick access, use the projects gadget . You can choose to see all projects or select specific projects to show.

Choose a dashboard layout

To choose a different layout for your dashboard page (three columns instead of two, for example):

  • Choose Dashboards > View all dashboards .
  • Find and click your dashboard's name, then click  Edit Layout .
  • Select your preferred layout.

Copy a dashboard

You can create a copy of the dashboard you're currently viewing. 

  • Locate your dashboard and click  more  (•••) > Copy dashboard .

To change your dashboard's sharing permissions, click â€˘â€˘â€˘ >  Edit dashboard .

Rename or share your dashboard

You can edit the details for your dashboard, and restrict or share with other users according to the permissions that are set. Keep in mind that any gadgets on the shared dashboard that users don't have permission to see won't be shown to them. To gain access to such gadgets, users will have to request access from the Jira admin. 

  • Locate your dashboard and click  more  (•••) >  Rename or share .
  • Edit the settings and click Save .
  • Search for an existing or shared dashboard

To search for a dashboard:

  • Search for the dashboard by typing its name or filtering the list by  Owner ,  Project , and  Group .

Each shared dashboard indicates its:

Current owner. This is originally the user who created the shared dashboard.

List of shares applied to the shared dashboard by its owner.

Jira looks for exact matches to the search terms you enter in the search field. You can use different operators to help you find wildcard or fuzzy matches to your search queries. For example:

Use the fuzzy search operator to help find dashboards that might contain misspellings:

Use the wildcard search operator to help find dashboards that begin with a phrase:

Read more about search syntax in text fields .

Star favorite dashboards

If you find a dashboard you use frequently, you can star it so it appears in the Dashboards  menu in the navigation bar.  

  • Locate the dashboard and click the star icon next to its name.
  • Set up a wallboard

Turn any dashboard into a wallboard by plugging your computer into a TV monitor. A wallboard is a dashboard gadget   that acts as an information radiator to provide instant visual insight into project progress and team accomplishments.

To view a dashboard as a wallboard:

  • Locate and click the name of your dashboard to open it.
  • Click more  (•••) >  View as wallboard .

search multiple projects in jira

The dashboard will appear against a black background and will rotate gadgets if the user enables the slideshow option.

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JIRA Inter-Projects dependency report

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IMAGES

  1. Creating a Multi-project Jira Board

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  2. Jira How To: Create Jira Board with Multiple Projects

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  3. 4 Apps to report on Jira dashboards for multiple projects

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COMMENTS

  1. How to easily manage work across multiple Jira projects

    Nov 29, 2021 The multi-project view is one of our biggest powers! No matter whether you plan stuff on a calendar or timeline, you can visualize issues from any number of projects together on a single view to get a full picture of your schedule in Planyway 🤩 What's the trick?🎆 Easy!

  2. Use advanced search with Jira Query Language (JQL)

    The advanced search is the most powerful and flexible way to search for your issues in Jira. You can use the Jira Query Language (JQL) to specify criteria that cannot be defined in the quick or basic searches. For example, you can use the ORDER BY clause in a JQL query to search for issues and display them in an ascending or descending order.

  3. Using Jira Dashboards to track multiple projects

    What's the best solution to track multiple projects in Jira? 5 gadgets for Jira with project specific-information reports. Create a dashboard in Jira to track project specific-information.

  4. Solved: How do I view all my tasks across multiple project

    1 vote John Funk Community Leader Apr 20, 2020 Hi Joshua - Welcome to the Atlassian Community! You can do that by creating a board that uses a filter that includes all of the projects you work on. It would look something like: Project in (ABC, DEF, 123, 456) Then attach the new filter to the new board. Francisco Lopez Feb 26, 2021

  5. Plan and view cross-project work in a plan

    Atlassian Support / Jira Software / Resources Cloud Data Center and Server Plan and view cross-project work in a plan Plan and view work across multiple teams, projects, and releases in a plan. Get started with plans New to Plans? This guide will help you get started with what you need to know to make an effective plan. View topics

  6. Managing multiple projects in Jira

    In this video, BDQ Co-founder & CEO Chris Bland discusses how to successfully manage multiple projects in Atlassian's Jira. If your Jira configuration has gr...

  7. Managing multiple projects in Jira

    Managing multiple projects in Jira 3. March 2020 jberneburg From live data to task management and transparency at all levels, Atlassian Jira gives you the tools you'll need for effectively managing your projects. We've seen Jira pushed to its limits through our customers' numerous projects, and we'd like to share our experiences with you here.

  8. How to Manage Multiple Jira Projects on a Single Board?

    1. Create a New Board 2. Configure Board Filters 3. Map Statuses and Columns 4. Customize Swimlanes 5. Set Up Quick Filters 6. Define Board Permissions What is TeamBoard ProScheduler? How to Manage Multiple Jira Projects on a Single Board with TeamBoard ProScheduler 1. Seamless Integration and Setup 2. Advanced Scheduling Features 3.

  9. 6 Jira reports for multiple projects to make data-driven decisions

    6 Jira project report for multiple projects to make data-driven decisions in Jira. For each of the following examples, we'll indicate what types of project custom fields have been used. Whenever script fields are used, we'll link to Projectrak's Documentation Center so you can recreate the field in your instance without coding a single line.

  10. Tracking requirements across multiple projects in Jira

    Tracking requirements across multiple projects in Jira Enterprise software Łukasz Krupa Aug 13, 2019 4 minutes read If your team uses Jira for managing projects, you're probably aware of the incredible variety of functionalities it offers. Many teams use Jira as their requirements tracking tool.

  11. Jira How To: Create Jira Board with Multiple Projects

    Go to your Jira project. Click on the Board button in the Jira project navigation menu. Click on +Create board. Choose your board type: Scrum or Kanban. Choose where you want to create your board. Select Board from an existing project. Click Next. Give your board a name. Select a project to include in this board.

  12. Tracking requirements across multiple projects with JIRA (or other

    Put all the requirements for projects A, B and C into that JIRA project. To allow many-to-many relationship between requirements and real projects, set up a custom field of type "multiple checkboxes" or equivalent, and configure "project A", "project B" and "project C" as its values. For any requirement you can check which project it applies to.

  13. Introduction to Jira Software Projects

    Simplified configuration Team-managed projects come out of the box with simplified configuration. Anyone on your team can set-up and maintain. Team-managed projects are configured independently, and setting changes of one project do not impact other projects. Essential features A modern Jira experience for teams who don't need advanced features.

  14. How do I create a filter for multiple projects?

    Armando Longoria Sep 30, 2021. I need the ability to create a dashboard for Multiple projects not just JIT. Here is my current filter. project = JIT AND (Analyst in (Armando_Longoria, ) OR "Issue Manager" in (Armando_Longoria)) AND resolution = Unresolved ORDER BY createdDate. Watch.

  15. Search for issues in Jira

    Search for issues in Jira Plan and view cross-project work in a plan Plan and view work across multiple teams, projects, and releases using Plans. Atlassian Support / Jira Software / Resources Cloud Data Center and Server Search for issues in Jira Search and find your issues

  16. Search for and filter issues

    For more complex searches across multiple projects, use the issue search function. In this example, we'll search for all unresolved issues assigned to you. Select Filters and click a filter or choose Advanced issue search. Set Assignee to "Current User" at the top of the search page The search results refresh when you select new criteria.

  17. Use basic search and filters to find requests and issues

    1. Start a search To get to the issue search page: Choose Filters in the navigation bar. Select Advanced issue search. Press / then enter on your keyboard to quickly go to advanced search. 2. Define your search criteria You can use either basic or advanced JQL search modes to define your search criteria. Basic search

  18. Solved: How to manage multiple projects in a single board

    How to manage multiple projects in a single board under new JIRA design Alex_Blanton Oct 26, 2017 So, before the JIRA Cloud redesign, we were planning on migrating all of our TFS online projects into JIRA as separate projects, and then group them into boards based on team assignments.

  19. Snoop Dogg's brother, music executive Bing Worthington Jr., dead at 44

    Snoop's younger brother had a hand in multiple projects launched under the rapper's brand, including the music company Dogg Records. Snoop Dogg in Charlotte, N.C., in 2023. Jeff Hahne / Getty ...

  20. Export Jira Projects to Excel

    Project Overview: Excel can provide a quick snapshot or overview of project status, progress, and resource allocation for effective project management. Method 1: Standard Jira Export Functionality Jira allows the export of issues, users, groups, boards, etc., into various file formats, including CSV, which you can easily use in Excel.

  21. How to write JQL query for jira board with multiple projects

    1 accepted 3 votes Answer accepted edwin vasquez Rising Star Mar 17, 2020 Hello @Ludmila Baklanova If I understand your question correctly, then yes this is possible. If you already have the board displaying the issues from two projects if not then use a query similar to this for the board filter. project in (TestProject,TestProject2)

  22. What are team-managed and company-managed projects?

    Atlassian Support / Jira Work Management / Resources / Administer your business project / Learn how company-managed and team-managed projects differ What are team-managed and company-managed projects? Projects in Jira Work Management can be created as either team-managed or company-managed projects.

  23. Search for issues in a project

    To broaden your search to more projects, select the Project dropdown and pick your projects. Alternatively, you can also select Go to all issues. Use the keyboard shortcuts, J (next issue) and K (previous issue), to navigate quickly between issues. Press ? on your keyboard from anywhere in Jira to learn more time-saving keyboard shortcuts.

  24. How to see due date changes in Jira

    Due date in Jira = deadline. "Due date" is a built-in issue field to specify the desired date for completing a task. It helps teams and individuals prioritize their work and ensure that projects are finished on time. Setting due dates in Jira is really simple, but tracking changes in this field is not that simple.

  25. Solved: Sprints are shared between projects

    On top of that, it also happens that organisations set up multiple boards to manage the same issues: e.g. one for the cross-project team, but on top of that also a separate board in each project. Since Jira allows sprints to be created with the same name, that may result in multiple sprints having exactly the same name.

  26. What is a Jira dashboard?

    Jira looks for exact matches to the search terms you enter in the search field. You can use different operators to help you find wildcard or fuzzy matches to your search queries. For example: Use the fuzzy search operator to help find dashboards that might contain misspellings: dashboard~

  27. JIRA Inter-Projects dependency report

    project = A and type = Epic and hasLinkType("Blockers") and issueFunction not in linkedIssuesOf("project = A"). This gives me a result closer to our requirement. However, our Initiatives are mapped to Team A (JIRA single select custom field). We want to exclude the Epics that are linked to Initiatives of Team A from the result set.