Support for Atlassian Server Products (and apps like BigPicture) has ended in February 2024.

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Own scope (scope definition)


When the scope definition is set to own-scope, the box scope has a separate task structure and is a scope base for sub-scopes. Automatic rules can sync it. Use it when you want to define and extend the scope of a box by selecting tasks from Jira and connected tools. 

Box admins can define the automatic rules to pull in tasks (from Jira or connected tools) or view and erase them from the scope manually. The quickest way to set up the scope is to use the automatic rules.

A "Box type" contains the default settings applicable to multiple boxes (all boxes of a given type). Those settings are adjusted in Box type Administration. Boxes can be created with different types of scope - those settings determine how a box can be configured and what can be done when defining a scope. 

Box configuration refers to the settings of a single, individual box. They are dependent on the "Box type" settings.

Scope definition elements

Scope of the context box
Scope of the sub-boxes

Switch between levels of child boxes

Basic info and status of child boxes 

Automatic rules

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 can’t access, you won't save the scope successfully. 


A scope owner doesn't have to be an actual user added to the Box in any capacity (doesn't have to be a Box Admin, Editor, or Viewer). Permissions of the scope owner user account within the external tool are the basis for syncing tasks. Tasks will be pulled into the scope of a Box only if the scope owner can access them (at least as a viewer). 

For example, Angela is the scope owner in the BigPicture demo (Jira server instance name) and selected the PI Planning project as the scope of the "PI Planning (Smart house project)" Box. If there are tasks that Angela is not allowed to view in that project, those tasks can't be added to the scope of the Box.

When connecting with tools such as Trello, specify the scope owner for each connection. You cannot change the scope owner once a connection is established.

BigPicture-BigPicture-demo - 2020-08-25T163429.870.png

Suppose you set up a Jira user account called "BigPicture," and this user has at least viewing access to all projects. In that case, you can easily always list them as the scope owner (there is no danger of box users getting access to things they shouldn't see - if a user can't view an issue in Jira, the item will be greyed out in the App). Users will never get access to Jira items they shouldn't view and modify. Suppose a user can't view and modify an item in the connected tool (because of insufficient permissions). In that case, they won't be able to do it using the App - BigPicture allows users to perform only the actions they can perform in the connected tool. 

In general, user permissions should match (a user should have the same permissions in the BigPicture Boxes/Programs as they do in Jira). You can read more on matching permissions on this page

Scope filters

If your 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, increasing the number of issues within the scope, as the "OR" operator is used for Board, Filters, and Projects.

Narrow down

The "narrow down" field lets you exclude items from the scope. 

To narrow the scope, use the JQL box, which uses the "AND" operator in relation to the items listed above. This option applies only to Jira as there is no JQL in Trello.

To exclude resolved tasks from the scope, you can use the narrow-down option.

Manually added tasks

Tasks that do not match the automatic rules of scope definition (project/ board/ filter) are listed in the "manually added tasks" section. 

This section remains hidden until needed - it is visible only when it contains at least one task.

Manually added tasks do not fit the scope filter.

  1. A user adds a new task using the "+" button in Gantt but creates a task in Project A, while the Box scope is defined as Project B:

  2. A box has two sub-boxes with the scope type set to "Own." Sub-Box1 has the scope defined as Board 1 and sub-Box2 as Board 2. When a user moves a task from sub-Box 1 to sub-Box 2 using the Board module, the task will be added to the list of manually added tasks in sub-Box2.

The Box Admin can erase all the tasks in this section by clicking the "Eraser" icon.

Earlier versions of the App had a "Remove tasks, not in filter" feature, and all the tasks that do NOT fit the scope filters will be added to the "manually added task" list on this page.

For example, let's add risk to the 'PI Planning (Smart house project)' Box using the create task dialog, but instead of the PI Planning project, select a different one - Risk register:

As a result, the risk is added to the board and appears in the Manually added tasks section:

Manually removed tasks

  1. Boxes (type = "Program") can be nested in a tree under each other (Administration > Box types > General > Basisc > parent types)
    Each of these "Program" type Boxes has an "Own" scope.

  2. ALFA Box scope = ALFA Jira project
    BETA Box scope = BETA Jira project

  3. In the Board module of the "Program Box used as a portfolio" tasks have been moved between Boxes ALFA and BETA.


Task types

You can select which elements will be displayed as tasks and, when possible, synchronized with a connected tool (such as Jira). 

You can add the following Jira task types to the scope:

  • Project

  • Version (Start date and Release date can be synchronized)

  • Agile Backlog

  • Sprint (start date and end date of the Sprint can be synchronized)

  • Component

The 'Issues' Task Type is always automatically selected for Jira. 

In the case of Trello, you can add the following:

  • Cards

  • Lists

  • Check Items

  • Boards

  • Check Lists