Task structure
- Anna Ciepłota
- Agnieszka Sienkiewicz
- Magdalena Żaczek
- Piotr Koszela
Introduction to task structure
Task structure can be generated automatically by BigPicture.
On this page, you'll learn how to set up and manage task structure within your box. Structure builders let you create, tweak, and maintain task hierarchies for a clear and organized workflow.
This guide will walk you through the different types of structure builders, how to activate and prioritize them, how to manually modify the task structure, and how to reset task structure when needed.
What is task structure
Task structure is created by organizing tasks within a box into a tree hierarchy. It helps you visualize relationships between tasks and provides a clear view of task sequences, priorities, and workflow.
What can be included in the task structure
Task structure can contain: | |
|---|---|
Jira issues | Including epics and sub-tasks. |
Additional tasks based on Jira items |
|
Note: Position of basic tasks cannot be automated - structure builders don’t apply to basic tasks. You can use basic tasks when structure builders are active, but basic tasks have to be manually position in the tree. | |
Milestones have to be at the bottom of a task hierarchy. A milestone has only one date and cannot be a parent of other tasks. A task that is a parent cannot be converted into a milestone. | |
Trello tasks | Trello tasks have separate structure builders. |
Note: to see sprints, components, versions, and projects as tasks either:
activate the structure builders - the tasks will show up automatically according to active structure builders
adjust scope definition settings
Where can I see the task structure
Task structure can be viewed in: | |
|---|---|
Gantt module |  |
Scope module |  |
Board module |  |
Is task structure the same for all users
Task structure is set up per box and is the same for all users.
How to create a task structure
Automatic task structure
Use structure builders to automatically create a task structure based on task information in Jira.
The bi-directional sync means that, based on the active structure builders, changes made in Jira are reflected in the task tree, and vice versa. This synchronization helps maintain up-to-date and accurate task management, making it easier to track dependencies, prioritize tasks, and manage workflows effectively.
Go to Box Configuration > Tasks > Task structure
Open Advanced
Toggle the switches
Click Save. New task structure is created.
Manual task structure
You can position tasks directly in BigPicture modules.
What are structure builders
The order of structure builders reflects the levels of the hierarchy - the first structure builder determines the highest level within the structure.
Built-in structure builders
When you activate one of the built-in structure builders, a task representing a Sprint, Component, Version, or Project will be automatically added in the task types box in the automated rules of the Scope definition page.
Link-based structure builders
The link-based structure builders use a Jira link to define the parent/child relation. Soft links can also be used as structure builders.
Tree preview
The Structure Preview in the Advanced Configuration shows how the structure of the tasks will look based on your advanced configuration.
only built-in structure builders are visualized on the structure preview
link-based structure builders cannot be visualized on the structure preview
Conflicting structure builders
A warning about a conflict appears when the structure cannot be generated according to the user’s preference.
Who can
Manage structure builders
Box Admin
App Admin
move the tasks in the tree
Box Editor
Box Admin
App Admin
Default task structure settings
When a box is created, task structure settings are based on a box type configuration. The default settings can be overwritten for each box.
Task structure vs scheduling mode
Scheduling mode of tasks affects their period based on the child-parent relationship. Take that into account when setting up a task structure.
Limitations
Milestones can’t be a parent task.
If a task is a parent, it can’t become a milestone
If a task is a milestone, the structure builders won’t make it into a parent.
Create a task structure
To create a task tree hierarchy in BigPicture:
Access Structure Settings: Go to
Box configuration > Tasks > Task structure.Activate Structure Builders: Choose between built-in or link-based builders and activate them.
Order Builders: Arrange the structure builders to reflect task priorities.
Manual Adjustments: Reposition tasks as needed to fine-tune the hierarchy.
Reset if Necessary: Reset the task structure to correct any issues or start fresh.
Jira Structure builders
While the structure algorithm is very advanced, some hierarchies are impossible to generate automatically. This is due to the limitation of Jira and because the App can not duplicate task in the hierarchy. Read more about Conflicting structure builders.
Custom vs templates
Different tools offer different ways to automate task structuring. Out of the box, Jira provides Task<->Sub-tasks hierarchy or Epic link-based hierarchy, but you can build a much more advanced hierarchy using the App.
Templates
There are three templates available:
Agile
Agile (multiple projects)
Release
Custom
When you modify the Advanced configuration, you automatically switch to custom settings.
Structure Preview
On the right-hand side of the Advanced configuration, you can see the preview of the tree structure.
A warning appears on the right if the structure can't be generated because of conflicts.
Constraints:
Only built-in structure builders are visualized on the right.
Link-based structure builders can't be visualized on the right.
Types of structure builders
There are two types of structure builders - built-in and link-based. When you activate one of the built-in structure builders, a task representing a Sprint, Component, Version, Project will be automatically added in the task types box in the automated rules of the Scope definition page. The link-based structure builders use a Jira link to define the parent/child relation. Soft links that are marked in the App (go to dependency configuration to check the link mapping) can be used as structure builders.
Parent's movement in the structure does not replace custom Links by Epic Link. The Epic Link for the task is not changed.
For example, the WBS - DEMO Box has a project with three tasks in the Box scope with no hierarchy:
Let's enable the 'Project' structure builder:
As a result, a new task representing the project (WD - is the project key) was added to the list as a parent task:
Now, let's create an Epic and the WD-1 task to it:
The last step is to activate the 'Epic' structure builder:
The T1 task is now nested under the Epic parent task:
"Parent" structure builder - Jira Cloud only
For Jira Cloud, 'Jira Advanced roadmaps' structure builder has been replaced with the Parent structure builder.
Atlassian introduced a unification of fields responsible for some parent-child relations (Epic link, sub-task, Jira (Advanced) Roadmaps). Parent Link is now handled by the same field (Parent).
Inverse links
Only link-based structure builders have an "inverse" option. When a link-based structure builder is active an additional checkbox appears on the right in the "inverse" column. When you put a checkmark in the box, links of a selected type will be used in inverse to build a structure.
In the example below, the task structure is based on "Blocks" links.
For tasks 1, 2, 3:
1 blocks 2
2 blocks 3
Multiple link-based structure builders
When multiple link-based structure builders are active, you can select which link should be created (when you make changes in the task tree).
Task structure configuration example:
Result - when you reposition a task in a tree, a pop-up appears:
Move tasks manually
When manually repositioning a task in the task structure, task fields are updated to match structure builders. The sync mechanism is responsible for mirroring the changes done by the user in the task structure in BigPicture in Jira issues. In other words, if the user indents, outdents or drags & drops tasks within the task structure, relevant changes in tasks' fields responsible for their position are done automatically. The fundamental prerequisite for the changes to be made is active structure builders.
You can’t manually move tasks in portfolio boxes (none scope boxes). To move or reorder tasks, go to the sub-box level where a task is located.
Built-in
Built-in structure builders' values are applied to all nested tasks (regardless of the indentation level). In the example below, the 'epic link' has been used as a structure builder.
Link-based
Link-based structure builders are applied only one level down (to a direct child of a task).
Multiple link-based structure builders can apply at the same time. Link-based structure builders cannot overlap with built-in structure builders.
Reset task structure (WBS)
Change structure builders
Adjust the structure builders and click "Save". The task structure is rebuilt accordingly.
Clear manual indents
Clear the changes that were manually made to the task structure.
The structure that was based on the structure builders is not affected.
Trello structure builders
When you connect external tools, you will see an additional section with Structure builders specific to that tool. In the case of Trello, these include Boards, Lists, Checklists, and Checklist Items.
For example, let's generate a hierarchy resembling how data is presented on a Trello Board - task are organized into lists on the BigPicture Power-Up Public Roadmap:
To generate such a hierarchy, enable the ‘Boards' and 'Lists’.
As a result, tasks are organized just as on the Trello board.
Task edition blocked in Jira
When task editing is blocked in Jira, a task can be moved in the BigPicture WBS structure. Task position in WBS can be changed if it doesn't result in any changes in Jira.
Tasks can be moved:
Vertically (up or down in the tree structure)
Horizontal (indent level can be changed)
Exception:
If the automatic WBS rules are in place and a change of a task position would require a change of task fields, the indentation is blocked.
Automated structure building - algorithm explained