Filter to find Inactive tickets that I cannot see again in backlog or kanban board

[Habib KANNOU]

Hi Community,

I have a ticket in the backlog (so with empty Sprint information).

I changed its status to "Inactive". After that I was not able to see it in my backlog or in my Kanban board as it is closed.

I would like to create a filter to follow-up frequently all the Inactive issues since beginning of the project because some of them will need to be reopened.

I was able to see the Inactive issues in the open sprint within the filter:

project = XX AND status in (Inactive) AND sprint in (openSprints())

But I didn't find any method to find the issue that disappeared even with this kind of query:project = XX AND status in (Inactive) AND sprint in (openSprints(),closedSprints(),futureSprints()) OR Sprint is Empty 

Any idea please?

Thank you all

[Trudy Claspill · Accepted solution]

Hello @Habib KANNOU 

For the Inactive issues that are in Open Sprints, do you see those issues in your board?

If you don't see any Inactive status issues on your board/backlog and you want to see them on your board/backlog, then you need to go to the Board configuration page for mapping Statuses to Columns. Any status that is not mapped to a column results in issues in that status not being displayed in either the Board view or the Backlog view.

This example is for a Company Managed project board. In this case all issues in the To Do status would be hidden from the backlog and board because To Do is in the Unmapped Statuses area.

If you don't want to see the Inactive issues in either the Board or Backlog, and you only want to see them by using a Filter then adjust your filter with another set of parentheses to enclose the two Sprint related criteria.

project = XX AND status in (Inactive) AND (sprint in (openSprints(),closedSprints(),futureSprints()) OR Sprint is Empty) 

[Habib KANNOU]

Hi @Trudy Claspill and mnay thanks for your quick help.

I can see the "Inactive" issues in my Kanban Board of the open sprint.

Here below the configuration of my columns:

When I use the filter:

project = XX AND status in (Inactive) AND sprint in (openSprints())

everything is working and I can see the inactive issues in the open sprint in my Kanban Board.

Nevertheless, when an issue is created in the backlog (without sprint number) I can see it in the Backlog but when I change its status to Inactivve it diseappears from backlog and doesn't appear in the open Spreint Board  (wgich is normal) and when I assign it to the open sprint, I can see it in my Kanban board in Done column as expected.

I just tried with the filter  (I also need a specific label) but it is showing me all the tickts of the open sprint and not showing at all the one without sprint number!

project = XX AND labels = ZZ AND status in (Inactive) AND (sprint in (openSprints(),closedSprints(),futureSprints()) OR Sprint is Empty).

Best Regards

Habib

[Trudy Claspill]

Thank you for the screen image of your Columns. That was helpful.

Statuses are grouped into Status Categories globally. The Status Categories are

• To Do (gray)
• In Progress (blue)
• Done (green)

Issues in a status that is part of the Done Status Category will not be shown in the Backlog because, by definition, the work is "done". The Backlog shows only issues that are "not done". There is no reason to have "done" issues in the Backlog because there is no work to plan for them.

Your "Inactive" status has been set up as part of the Done Status Category. You can tell this because it is green. Therefore issues in the Inactive status will not display in the Backlog.

I just tried with the filter  (I also need a specific label) but it is showing me all the tickts of the open sprint and not showing at all the one without sprint number!

project = XX AND labels = ZZ AND status in (Inactive) AND (sprint in (openSprints(),closedSprints(),futureSprints()) OR Sprint is Empty)

Can you provide a screen image of your use of that filter and point out an issue in the open sprint that you think it should not be showing? Can you also provide a screen image of an issue that is not in any sprint that is missing from the results?

If the above is an accurate copy of the filter you used, it should not be showing tickets from the open sprint unless they match the other criteria (project, labels, and status), and it should be showing issues that match the criteria where the sprint field is empty. Note that if the issue was in a sprint previously and not completed in that sprint, and is not now in an Open or Future sprint, that condition is not the same as the Sprint being EMPTY.

[Habib KANNOU]

Hello @Trudy Claspill and thank you again

Here is the screenshots you requestedv (I deleted some names for confidentiality reasons):

Filter (it apperas in 2 lines because of the limited size of the coumn)

Issue that doesn'ha have a sprint number (Issue number 242):

Result when applying the filter (we don't see the issue 242):

Best Regards

[Trudy Claspill]

Thank you Habib. That is all helpful information.

From the first image showing the filter it appears you are defining a Quick Filter in a board. Is that correct?

Is that Quick Filter being defined in a Scrum board or a Kanban board?

What is the Filter Query for this board? If it is a Kanban board, what is the Sub-filter for it?

Does this board have the same column/status mapping that you shared earlier?

Do you have any other Quick Filters activated on this board besides the "Inactive" filter?

If you use that same filter in the Advanced Issue Search screen, do you get the same results?

[Habib KANNOU]

Hi @Trudy Claspill and thank you again.

I confirm that this is a quick filter and that all my quick filters are using a Scrum Board and that all my other quick filters are working very well. As I mentioned since the beginning my filter on the inactive issues for the open sprint is working perfectly.

Please excuse my delays in future answers because I am based in Paris in France.

If you have some time can you maybe try to create a ticket as an example in backlog and try to see if the filter query is working for you? Maybe this problem is general.

Best Regards 

Habib

[Trudy Claspill]

Hello Habib,

You mentioned in your last reply that this is all about a Scrum board. The reason I asked if you were working with a Scrum or Kanban board is because the title of your post says

Filter to find Inactive tickets that I cannot see again in backlog or kanban board

And in some of your replies you again mentioned you were viewing a Kanban board.

If your Quick Filter is in a Scrum board, then the board will never show issues that are in Closed Sprints or Future Sprints nor issues where the Sprint field is Empty.

A Scrum board will show only issues that are in Active Sprints.

The Backlog screen associated with the Scrum board will show issues in Future sprints and "not-done" issues that are currently not in any sprint.

Since the specified issue (242) is in a "done" status and not in an Active sprint, it will not show on the Scrum board. Nor will it show on the Backlog screen for that Scrum board

In my own environment I have set up a test project with a Scrum board to try to replicate your scenario. I created a similar filter, and applied it to the Scrum board. Only issues in the specified status with the specified Label value and also in an Active sprint (within the scope of the board's Filter Query) displayed. I could not recreate the situation that you seem to see where issues in another Status are also displayed on the board when you are applying the filter.

[Habib KANNOU]

Hello and thank you again @Trudy Claspill 

Sorry for the misunderstanding about Kanban Board. I was just meaning the Active Sprint View with Kanban (To Do, In Progress,… Done) structure.

OK I understand now that we can only see Inactive issues in Open Sprint then I will only need the filter on open sprint that’s fair enough.

the question now is how we can than truck the Inactive or closed issues that are not in any Sprint? How we can run a query and get a clear list since the beginning of a given project?

Our idea was to have a look again to all the list and see what should reopened again when prerequisites will be ready.

Best Regards 

Habib

[Habib KANNOU]

Hi @Trudy Claspill with your great guidance, I understood what is happening: I was tryning to get the list within a quick filter in the SCrum board which will only give me the list in the open sprint. The solution was that I create a global filer outside the board with the simple query:

project = XX AND labels = XX AND status in (Inactive)

Than I got all the list i,nclding the issue that was not assigned to a sprint:

Thank you again  for your patience and your great help.

Best Regards

Habib