Note: To keep from overloading third-party APIs, changes to the text editor and mockups are delayed by at least five minutes, waiting for five minutes after the most recent change.

Note: This article refers to features. Depending on your workspace type, you may see “activities" in your workspace.

Aha! Roadmaps | Move records with Jira or Rally

Two-way integrations between Aha! Roadmaps and your development system keep engineering teams aligned with your team. When you send a record from Aha! Roadmaps to your development system, updates begin to flow back and forth as your latest improvement passes through each stage of development.

However, as your work evolves, you will likely need to move records. For example:

  • A user story may need to move from one development project to another.

  • An epic, feature, or requirement may need to move from one workspace to another.

  • Parent and child records may be sent to the development system before or after one another, then moved to a new project.

In this article, we will discuss the most common reasons you will need to move records, and how that affects two-way integrations between Aha! Roadmaps and your development system, and particularly epics, features, and requirements linked with Jira or Rally.

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Prerequisites

All of the following prerequisites must be met to move epics, features, and requirements between workspaces in Aha! Roadmaps or projects in your development system:

  • You must be using the same development system server for all projects.

  • You must have an integration set up on each workspace in Aha! Roadmaps for every project in your development system that may contain records which are linked.

  • You must be using the same integration template for each integration that you set up, and have it enabled on the record mappings step of each integration that you set up.

  • For Jira integrations, you must be using the same webhook for each integration.

  • You must be using Aha! Roadmaps integrations 2.0 with Jira or Rally.

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Move a linked Aha! Roadmaps record between development system projects

Scenario: A user moves a record in the development system which is linked to an Aha! Roadmaps record from one project to another.

Example: You have a workspace in Aha! Roadmaps called Workspace A. This workspace is integrated with Project 1 and Project 2 in your development system. Your team creates a feature in Aha! Roadmaps and sends the feature to Project 1. Your team starts grooming the feature. During the grooming, it is determined which team will work on the feature. The record is moved to Project 2 in the development system.

Resolution: Even if you have all of your Aha! Roadmaps workspaces set up to integrate with projects in Jira, moving Aha! Roadmaps records to another workspace will break the integration link. And if you try to resend records after moving them, you risk creating duplicate records in Jira.

If you want to move Aha! Roadmaps records, you can, but you might need to do some manual work to maintain that integration link.

You have three options:

  1. Relink each record manually.
    Note: Not available for requirements.

  2. Delete the Jira issues and send the Aha! Roadmaps records over to Jira again to recreate the link to new issues.

  3. Delete the Aha! Roadmaps records and import the issues from Jira to Aha! Roadmaps to recreate the link to new records.

The first option maintains all data in both systems but is manual and best suited for a small volume of records. To relink a record, click the More options button next to the Integrations field on the Overview tab, then click Resend all fields.

Note: This will not relink requirements.

The second option will allow you to recreate the issues in Jira in the correct versions with the click of a button. This is the easiest approach.

The third option requires multiple imports from Jira so that you end up with records correctly grouped — features grouped in the correct releases, for example. If the records in question are currently being developed and it's important for developers to see all of the commenting back and forth, you may wish to keep the Jira issues and reimport them.

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Move child records from the development system to a different development system project than their parent

Scenario: A user sends a parent record with child records from Aha! Roadmaps to the development system, then moves the child records to other projects.

Example: You have a workspace in Aha! Roadmaps called Workspace A. This workspace is integrated with Project 1 and Project 2 in your development system. Your team creates an epic with a handful of child features in Aha! Roadmaps and sends it to Project 1 to be groomed and assigned to a development team. The features are moved to Project 2 in the development system.

Resolution: The link between Aha! Roadmaps and the development system remains intact for these records and the mapping will adjust using the integrations that are set up for Workspace A.

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Move child records from Aha! Roadmaps to a different development system project than their parent

Scenario: A user sends a record to the development system and creates or moves child records to a different project

Example: You have a workspace in Aha! Roadmaps called Workspace A. This workspace is integrated with Project 1 and Project 2 in your development system. Your team creates a feature in Aha! Roadmaps and sends it to your development system. Your team then breaks out the work by adding or moving requirements to Project 2.

Resolution: These child records can be imported into Aha! Roadmaps, their links will stay intact, and the mappings will adjust to use the integrations that are set up for Workspace A.

Note: Aha! Roadmaps will automatically import child records if the Automatically import new records option is selected on the Settings ⚙️ Workspace Integrations (Select an integration) Enable step.

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Move an integrated Aha! Roadmaps record between workspaces

Scenario: A user moves an Aha! Roadmaps record which is integrated with your development system from one Aha! Roadmaps workspace to another.

Example: You have a workspace in Aha! Roadmaps called Workspace A. This workspace is integrated with Project 1 in your development system. Your team creates a feature in Aha! Roadmaps and sends it to your development system for grooming. During the grooming, it is determined that the feature needs to be moved to Workspace B. You move the record to Workspace B.

Resolution: The link between Aha! Roadmaps and the development system remains intact for this record and the mapping will adjust to use the integration that is set up for Workspace B.

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Send Aha! Roadmaps child records to the development system before sending the parent record

Scenario: A user sends child records to the development system, then at a later time, sends a parent record that is linked to the child records.

Example: You have a workspace in Aha! Roadmaps called Workspace A. This workspace is integrated with Project 1 in your development system. The team creates features in Aha! Roadmaps and sends them to the development system. After these features have been sent, you determine that the features actually align to an epic which has not yet been created. You create the epic in Aha! Roadmaps, link it to the features in Aha! Roadmaps, and then send the epic to the development system.

Resolution: The records in the development system will be updated to reflect the new parent record. If at any point the parent or child records are moved to a different project, the link between Aha! Roadmaps and the development system will remain intact and the mappings will adjust according to the integrations that are set up for Workspace A.

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Unsupported scenarios

So far in this article we have discussed different ways you can move records between your Aha! account and your development system. It is worth listing a few scenarios that are not supported.

For the purposes of these scenarios, say that Aha! Workspace A is integrated with Jira Project 1 and Aha! Workspace B is integrated with Jira Project 2. You send a record from Workspace A to Project 1.

Move records to new Aha! workspaces, but leave them in the same Jira/Rally project

Resolution: Moving the record in Aha! from Workspace A to Workspace B does not move the corresponding record in Jira from Project 1 to Project 2. In fact, moving the record like this actually deletes the integration link in your Aha! account altogether.

Move records to new Jira/Rally projects, but leave them in the same Aha! workspace

Resolution: Moving the record in Jira from Project 1 to Project 2 does not move the corresponding record between Workspace A to Workspace B in your Aha! account.

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If you get stuck, please reach out to our Product Success team. Our team is made up entirely of product experts and responds fast.

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