Backlogs settings

In OpenProject, you can configure your Backlogs settings specific to each project.

Set the definition of done

You can define what “done” means for the Backlogs module. This determines when a work package should be considered complete and included in the backlog views and reporting.

Choose the status or statuses which should be treated as “done”.

Set a definition of done for Backlogs under project settings in OpenProject

Press the Save button to apply your changes.

Manage backlogs settings under project settings in OpenProject

Sharing sprints

Sharing is a project-level setting that allows you to choose whether sprints should be shared across projects or not.

Note

This is not a sprint-level setting as is currently the case with versions.

Sharing sprints allows teams working across multiple projects to plan and track work in a coordinated way. Instead of managing separate, disconnected sprints in each project, you can define a sprint once and reuse it across projects. This is especially useful for cross-team Scrum setups, scaled agile environments, or when multiple teams contribute to the same increment.

Depending on the selected option, a project can either provide sprints to others, use shared sprints, or remain independent:

Don’t share: This is the default setting for projects. Sprints can be created in this project and are available and visible only within this project. None of the created sprints are shared with any other project or sub-projects.

Share sprints: Sprints can be created in this project and shared with either all projects or subprojects:

  • All projects: Selecting this option means the sprints created are available to all projects within the instance. It also means that no other project can share sprints with all projects.

  • Subprojects: Sprints created in this project will be available to all subprojects of the current project.

Receive shared sprints: No sprints can be created within this project. Instead, only sprints shared by another project can be used.

Manage backlogs settings under project settings in OpenProject

What is shared

When sprints are shared, the sprint itself is shared across projects. This includes:

  • Sprint name
  • Start and finish dates
  • Sprint status (e.g. planning, active, completed)

This ensures that all participating projects work with the same sprint definition and timeline.

What is not shared

  • Work packages remain in their respective projects
  • Backlogs and their structure remain project-specific
  • Permissions and visibility are still managed per project

Even when using shared sprints, each project keeps its own work items and configuration.

Read more on how to work with Backlogs in OpenProject.