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Introduction
A defined collection of tasks items from your monday boards makes up the box scope. In general, tasks can be added to the scope manually or get automatically synchronized with connected tools such as Trello.
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Security and access
To access the Scope definition section at the box configuration level:
Method 1:
Open BigPicture.
Navigate to the Overview module.
Find a box.
Click the More actions button on the right side.
Click Configure.
Expand the Tasks section and navigate to Scope definition.
Method 2:
Go to the Gantt module.
Expand the Add task icon visible in the top-left corner below the box name.
Select the Manage scope definition option.
Depending on the box hierarchy and Items are automatically synchronized.
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Scope type
Depending on the scope type of a given box, the sections on the Scope definition page differ (every box type has the Scope definition page in box types settings). A box with two levels of sub-boxes shows all possible sections.
Scope definition elements
The table below presents elements and actions you can perform on the Scope definition page.
Scope definition element or action | Description |
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Scope of the context box |
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Scope of the sub-boxes |
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Switch between levels of child boxes | Using the arrows you can switch between viewing the level of children and grandchildren in a given box. |
Basic info and status of child boxes | Click the … icon to:
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Own scope
Box admins can:
define the automatic rules to pull in tasks (from connected tools).
view and erase them from the scope manually.
| Tip |
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The quickest way to set up the scope is to use the automatic rules. |
Own scope - set automatic rules
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Role or element
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Description
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Scope owner
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The scope owner is listed as the first field in the Automatic rules section.
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Scope type | Description |
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own scope | Add monday boards to a box to configure the scope. |
none (portfolio) | Portfolio boxes aggregate contents of children nested within them. They don’t have their own scope |
sub-scope | Sub-scope boxes don’t have their own scope - they display a subsection of an own-scope parent box. |
Scope definition elements - own scope
The table below presents elements and actions you can perform on the Scope definition page.
Element | Description |
|---|---|
Board | Add monday boards to the scope of a box. |
Refresh cache | Can’t see a board on a list? Use the refresh cache button. |
Scope Owner | A Box can contain only the items the Scope Owner can access (viewing access is sufficient). If you try to add items the |
Scope Owner doesn't have access to, you |
won't save the scope |
The scope owner does not have to be an actual user added to the box in any capacity (does not have to be a box admin, box editor, or box viewer).
Permissions of the scope owner user account within the external tool are the basis for the sync of tasks. Tasks are pulled into the scope of a box only if the scope owner can access them (at least as a viewer).
When connecting with tools such as Trello, you need to specify the scope owner for each connection. You cannot change the scope owner once a connection is established.
Scope filters
If tasks are already created in Jira, you can define the scope using the following filters:
Boards - select from the list created Jira Board (Kanban and Scrum board).
JQL filters - select from the list of previously saved JQL filters.
Projects - select from the list of available projects.
If you connect with Trello, you can only select Trello boards.
You can select multiple items and increase the number of issues within the scope, as the OR operator is used for boards, filters, and projects.
Own scope - set rules manually
Element
Description
Manually added tasks
The section remains hidden until needed. It is visible only when it contains at least one task.
Manually added tasks are the ones that do NOT fit the scope filter.
A box admin can erase all the tasks in the section by clicking the Eraser icon.
Manually removed tasks
Manually removed task - a task moved from one box with the scope type set to own to another with the scope type also set to own.
successfully. | |
Task types | You can select which elements |
are displayed as tasks and |
Task types are added automatically when respective structure builders are activated. For example, enabling the sprint structure builder adds the sprint task.
Additional elements are added as basic tasks (since they do NOT exist as Trello Cards, they must be added in some form to be part of the task structure).
In the case of Trello, you can add the following:
Cards
Lists
Check items
Boards
Checklists
Sub-scope
Boxes with sub-scope display tasks added to a higher-level box with own scope. Any task added to a box with a sub-scope is automatically added to an upper-level box with own scope.
You can use the field value synchronization to assign tasks to boxes with sub-scope. Whenever you add a new task while working with a sub-box, you are assigning tasks to the upper-level box.
There are three columns for each box in the sub-boxes section:
Name - the name of the tool with source data, such as a Jira instance, or connected tool, such as Trello.
Field - the field used to synchronize with Jira. You can use the following field types: string, text, Jira epic link, and select list (single choice).
Value - the field value used to identify a task in a given box.
When synchronizing with a sprint field, the search only finds the given sprint on the board where it was created. The correct board should be selected using the filter before searching for a sprint.
Reuse a field value in multiple boxes
You can reuse a field value (the same field value can be used for the synchronization of more than one box), but each time it should apply to a different set of tasks.
The warning message
If BigGantt recognizes that a task is already in more than one box with own scope and there are clashing configurations within the sub-scope definitions:
Sub-scope field sync is stopped for a task (existing values of sub-scope sync fields are NOT cleared).
Limitations
You cannot reuse a field value for sub-scope sub-boxes of the same own scope box. Otherwise, BigGantt cannot sort the tasks from own scope into sub-boxes, because the same task cannot be at the same time in multiple sub-boxes.
Security roles in sub-scope boxes
Users of sub-boxes with sub-scope can make any changes that match their permissions in a given sub-box, even if they lack appropriate permissions to their own scope box.
Available operations:
Create tasks
Add tasks to own scope as manually added
Delete tasks
View tasks
Timeboxes
Timeboxes define consecutive time frames used for work planning. It helps to think of them as, e.g., sprints, iterations, increments, or stages.
You can configure each row separately, use the same value for each row or leave the fields empty. Configuration of the next sequential sub-box is based on its predecessor. No additional patterns are taken into account.
BigGantt configures scope synchronization of sub-boxes within a particular box based on the setup of the last sequential, same-level sub-box.
The Next timebox template toggle switch has to be activated.
Action | Description |
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Auto sprint creation | When you create a new timebox (such as program increment or iteration), BigGantt can create a corresponding sprint. The auto-configuration option configures the scope definition of newly added and existing but NOT configured timeboxes. The process takes place once one of the following actions is performed:
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Sprint vs box duration | Sprint and box periods are NOT synchronized or related in any way. |
New sprint vs existing sprint assignment | Synchronization of sprints with boxes works in two steps - if a sprint already exists, it is synchronized with a newly created box (a new sprint is NOT created unless no matching sprint has been found). Toggle switch activation - when a new timebox has been created, the setup of the last existing timebox is used to create the next one:
To change the sprint naming scheme, you have to first change a sprint name in Jira, and then associate it with the last timebox. Otherwise, BigGantt ignores the existing sprint with a name that does not match the last timebox, and a new sprint that meets the specifications is created. |
on the Gantt timeline and in the task tree. |
Save scope
BigPicture validates the scope. In case of errors, saving the scope fails.
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You cannot save the scope when:
At least one item monday board in the scope definition is incorrect or does NOT exist.
The total number of tasks is greater than the task limit set for boxes.
Duplicated tasks
When a task is added manually and updated so it fits the filter described in the Automatic rules section, it is classified as a duplicate.
Refresh cache
The Refresh cache option on the scope definition page is available on Jira Cloud.
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Recalculate box scope aggregations
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