Meet the new BigPicture navigation
A faster, smarter, and more intuitive way to work is here. We’ve redesigned BigPicture navigation to give you a smoother experience and better access to what matters most.
→ Discover what’s new, explore key improvements, and review feature name updates on the New navigation page.
→ The rollout will happen gradually, and the previous navigation will be retired in September 2026.
Own-scope
When the scope definition is set to own-scope, the box scope has a separate task structure and serves as the base scope 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.
Box configuration refers to the settings of a single, individual box. They are dependent on the box type settings. See the https://appfire.atlassian.net/wiki/spaces/SPMDRAFT/pages/1858864073/Scope+definition+box+types?force_transition=71b47b01-cff8-41bd-bee2-c5d1099fd965 page for more information.
In boxes with own-scope, you can select items from the list of available Jira boards, previously saved JQL filters, or Jira projects. You may also add elements representing versions, components, sprints, projects, and backlogs by selecting appropriate task types. Those items will be represented in the task hierarchy and can be used to organize the task structure.
Boxes of this scope type display aggregated status and time-tracking reports in the Overview module's Hierarchy mode.
Users with a box editor security role can impact the box scope by creating new tasks using the +Add task button (however, they can't access the scope definition 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 that the scope owner can access (viewing access is sufficient).
If you try to add items that 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). The permissions of the scope-owner user account in the external tool are the basis for task syncing. 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 Angela isn't allowed to view in that project, those tasks can't be added to the box's scope.
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.
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 or 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).
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.
OKR linked work
In addition to Jira projects, boards, or JQL filters, you can populate your box with Jira work items linked to the selected OKRs.
When you select OKRs, the linked Jira work items, with or without their child items, are automatically added or removed from the box scope as you link or unlink them.
This is especially useful when you practice goal setting across multiple teams, where Jira items are distributed across different projects.
You can add only those work items to the box scope to which you were granted permission to see the OKRs.
Work item inclusion
Select one of the following options:
Direct links only if you want to add only work items that are directly linked to a Key Result (for example, you want to see only Epics that you linked to KRs, but without stories or other sub-items under that Epic).
All child items if you want to include all children that belong to the linked Jira work item (for example, an Epic with all its sub-items).
Strategic themes & Objectives
Select a Strategic theme or an Objective whose linked Jira work items you want to include in the scope of the box.
You can link Jira work items only to KRs and not directly to Objectives or Strategic Themes. When you select an Objective or Strategic Theme from the dropdown, it means that the Jira work items associated with the child KRs should also be included in the scope.
Key Results
Select a Key Result whose linked Jira work items you want to include in the scope of the box, and select one of the Work item inclusion options.
Narrow down
The "narrow down" field lets you further specify what exactly you want to see in a box.
To narrow the scope you can:
Use labels
Use JQL
The narrow down fields "AND" operator in relation to the items added to the scobe above (spaces, boards, filters).
Note: This option applies only to Jira, as there is no JQL in Trello.
The configuration below will result in a box containing all tasks that aren’t in status ‘done’ from the two included spaces (previously projects).
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.
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
Manually removed task → task moved from one Box with scope type set to Own to another with the scope type also set to Own.
Retired in BigPicture 8.5 and higher.
Task types
You can select which elements will be displayed as tasks and, when possible, synchronized with a connected tool (such as Jira).