openproject how to use versions to keep track of sprints and releases   |Link|

1. Create and Configure Versions

Versions are managed within project settings.

OpenProject

1. Navigate to your project.

2. Go to Project settings -> Versions in the left menu.

3. Click the green + Version button.

4. Configure Details:

   • Name: Define the Sprint (e.g., "Sprint 1") or Release (e.g., "v1.0").

   • Start/Finish Date: Set the planned timeline.

   • Sharing: Determine if this version is used only in this project or shared with subprojects.

     

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2. Managing Sprints

Sprints are typically listed in the left-hand column of the Backlogs view and represent chronological iterations.

OpenProject

• Create Sprint Version: Create a version and name it (e.g., "Sprint 1").

• Set as Backlog: In the version settings, ensure it is configured to show in the backlogs view.

• Backlogs View: Navigate to the Backlogs module. Drag and drop work packages (user stories/tasks) into the sprint version container.

• Task Board: Once a sprint has work packages, you can open the Task Board to visualize task progress (e.g., New, In Progress, Done).

• Burndown Chart: OpenProject automatically generates a burndown chart for the sprint based on story points or estimated hours to track progress.

• Sprint Wiki: Create a dedicated Wiki page per sprint to document planning and retrospectives.

  

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3. Managing Releases

Releases usually refer to functional milestones or product versions, visible in the Roadmap module.

OpenProject

• Create Release Version: Create a version for a release (e.g., "Release 2.0").

• Roadmap View: Go to the Roadmap module to see a progress bar for the release, calculated based on the percentage of completed work packages assigned to it.

• Linking to Wiki: Link a Wiki page to the version to create a "Release Notes" page that is directly accessible from the Roadmap.

  

  OpenProject

4. Version Workflow (Open, Locked, Closed)

Use version statuses to control the workflow:

OpenProject

• Open: Work packages can be added/removed, and it is visible in Backlogs and Roadmap.

• Locked: Work packages cannot be added or removed. Use this when a sprint or release scope is frozen.

• Closed: The sprint/release is complete. It is hidden from active backlogs and roadmaps, preserving the history.

  

  OpenProject

5. Tracking with Boards

• Version Board: Create an Agile Board, selecting "Version" as the type. This creates a column for each version (release/sprint), allowing you to move tasks between them.

  

  OpenProject

Key Tips for Success

• Hierarchy: Sprints can be nested within a larger Release version (e.g., Sprint 1, 2, 3 all belong to Release v1.0).

• Automatic Assignment: When working in the backlogs view, dragging a task onto a sprint automatically updates the target version of that task.

• Sprint vs. Release: Sprints are best for Scrum teams (Backlogs module), while Releases are best for project timelines (Roadmap module).