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This page defines the guidelines and guardrails for creating and maintaining Jira Dashboards. Please read this before creating or modifying a dashboard.

General Principles

Dashboards are for reporting and visibility - not for managing work. Use boards and backlogs for day-to-day work management.
Keep dashboards focused - one dashboard per team or purpose. Avoid duplicating dashboards.
All dashboards must have a clear owner responsible for keeping them up to date.
Avoid creating personal dashboards for information that should be shared with the team.

Reference to Roadmaps

Dashboards should complement roadmaps, not replace them.

Use the Roadmap view in Jira for high-level planning and timeline visibility.
If you reference roadmap status on a dashboard, ensure the linked Epic or Version is up to date.
Do not duplicate roadmap information into text gadgets manually - it will become stale.
Roadmap gadgets should filter on a specific project - avoid cross-project roadmap gadgets unless agreed with your team lead.

Done Status

Completed issues clutter dashboards and slow down gadget performance. Follow these rules to keep dashboards clean.

Exclude Done issues from all filter result gadgets, active sprint and backlog gadgets unless specifically required.
Use the following JQL to exclude done items:

project = YOUR_PROJECT AND statusCategory != Done ORDER BY updated DESC

For retrospective or reporting dashboards where Done status is needed, apply a date filter to limit the volume:

project = YOUR_PROJECT AND status = Done AND updated >= -30d ORDER BY updated DESC

Gadgets showing large volumes of Done issues will impact dashboard load times for all users.

Custom Charts & Filter-based Gadgets

All chart and list gadgets rather to be based on ad-hoc JQL directly in gadgets instead of creating a filter first.

Same as above "Exclude issues in Done statuses from your filters to avoid long loading gadgets and performance impact in Jira

Use gadgets from Custom Charts where specifically needed, if you want to show filter results, use the default Filter results gadget for this.

Custom Chart per quarter example:

Atlassian > Jira Dashboard Guardrails & Policy > image-2026-5-20_16-20-18.png

Chart code to import the example

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Creating Filters for Dashboards

Go to Issues > Search for Issues
Build your JQL query
Click Save As and give the filter a clear, descriptive name (e.g. SPARKLE - Open Bugs Q2 2026)
Set filter sharing to your team or project so others can use the dashboard

Filter Naming Convention

Type	Example
Team filter	TEAM - Description - Quarter/Year
Project filter	PROJECT KEY - Description
Cross-project filter	CROSS - Description - Quarter/Year

Gadget Guidelines

Two Dimensional Filter Statistics - use for breakdown by assignee, priority or status. Always base on a saved filter.
Filter Results - limit to 20 rows maximum to avoid performance issues.
Pie Chart - use for status or priority distribution only. Avoid using on filters returning more than 500 issues.
Created vs Resolved - useful for trend analysis. Set period to weekly for sprint dashboards, monthly for programme dashboards.

Dashboard per Quarter

Each team should maintain a quarterly dashboard to track progress and delivery against quarterly goals.

Quarterly Dashboard Structure

Each quarterly dashboard should contain the following gadgets:

Gadget	Purpose	Filter example
Filter Results	Open issues this quarter	project = X AND fixVersion = "Q2 2026" AND statusCategory != Done
Pie Chart	Status distribution	project = X AND fixVersion = "Q2 2026"
Two Dimensional Filter Statistics	Issues by assignee	project = X AND fixVersion = "Q2 2026" AND statusCategory != Done
Created vs Resolved	Throughput trend	project = X AND fixVersion = "Q2 2026"

Filtering per Quarter

Use Fix Version or a label to scope quarterly dashboards. Recommended approach:

Option 1 - Fix Version (preferred):

project = YOUR_PROJECT AND fixVersion = "Q2 2026" ORDER BY priority DESC

Option 2 - Label based:

project = YOUR_PROJECT AND labels = "Q2-2026" ORDER BY priority DESC

Agree with your team which approach to use and apply it consistently.
At the start of each quarter, clone the previous dashboard and update the filter references - do not edit the previous quarter's dashboard.

Dashboard Ownership & Housekeeping

Rule	Detail
Every dashboard must have an owner	Set in dashboard permissions
Review dashboards quarterly	Archive or delete dashboards no longer in use
Do not share dashboards as public	Share with specific groups or projects only
Broken gadgets must be fixed within 1 sprint	A gadget showing an error affects all viewers

Need Help?

If you need help setting up a dashboard or filter, raise a request via the Service Desk.

Last updated: May 2026 - Maintained by iSPARKLE-SPARKLE team