Jira Service Management (JSM) includes a variety of features beyond what is available in Jira Software or Jira Work Management. One of the most powerful features is the ability to require an approval on any request. You can even require that a request be approved before an issue shows up in the service team’s queue.
Approvals are useful for traditional ITSM processes – think of change management – but are also one of the key features that makes JSM a great solution for non-tech teams. Consider how many HR or Finance processes need to be approved before they can be carried out. Understanding (and being able to demonstrate) how approvals work helps promote Jira adoption by other service teams across the organization.
What types of requests typically require an approval
How approval requirements impact your Jira workflow
How to control who can approve a request
How to set up multiple layers of approvals
Licensing requirements for approvers in Jira
How to notify approvers that there is a request they need to act on
What happens to requests that don’t get approved
And who are these “approvers” anyway? We’ll also look at the various ways to define who can approve a request (by request type, change advisory board (CAB) membership, user input etc.)
After examining scenarios that typically require an approval, we’ll go through the set up process step by step – from adding the appropriate transitions to your workflow, to customizing your approver notification email message. Then we’ll dig into some of the more advanced features – like forcing an approval or allowing agents to cancel the request. Finally, we’ll use JQL to search for requests that are pending an approval.
The course is designed with precise explanations and real world examples. I also include quizzes and challenges (with solutions) that you can try in your own Jira application to cement your learning. Once you understand how approvals work in Jira, you’ll have a firm foundation for implementing JSM for any service team in your organization.
Take the course on LinkedIn now. Access to my courses and others is included with your Premium subscription.
Rachel Wright’s Jira and Confluence Admin and User Courses on LinkedIn
Life is short. Jira is complex. There simply isn’t time to make all of the mistakes and learn everything you need to know by trial and error. I’ve compiled over eight years of lessons learned in my Jira Basic and Advanced Administration courses. The advanced course is available now on LinkedIn! It will help you navigate the complexities of Jira and find the right balance between user support and application functionality. Take this course to correctly configure your application and make sure it stays clean, manageable, and flexible.
Course Structure
The Jira: Advanced Administration course picks up where the Jira: Basic Administration course leaves off. The advanced course is designed to help you understand and internalize Jira concepts by including:
Real world examples of what to do, and what not to do taken from my personal experience
Explanations of the latest Jira jargon (ie. Company-managed projects vs team-managed projects)
Tips and best practices
Demonstrations
Challenges that you can try in your own Jira application
Quizzes to ensure understanding and build your confidence
Handouts
And more
While the examples used in the course are from Jira Software, the lessons can also be applied to Jira Service Management and Jira Work Management projects. All deployment types (Cloud, Server, and Data Center) are included.
Course Content
The course takes a deep dive into topics such as configuring global permissions, understanding scheme hierarchy, creating custom schemes and custom workflows, managing project settings, working with groups and roles, and controlling access to information.
Your job as a Jira administrator is to give your teams the functionality they need and ensure the long term health of your Jira application. We’ll discuss when and how to make customizations and how to choose from the thousands of available Jira apps and extensions.
Finally, we’ll also look at advanced Jira features such as creating issues from email and issue collectors, importing data into your Jira instance, and streamlining process with automation.
Knowing the best way to solve a problem and how it will impact your application in the future is the difference between a good Jira administrator and a great one. If you’re a newly minted Administrator, an experienced JA looking for guidance on taming an overgrown Jira instance, or a determined perfectionist who’s trying to set things up right the first time – then this course is for you!
Rachel Wright’s Jira and Confluence Admin and User Courses on LinkedIn
My new Jira: Advanced Administration course is now available! Take the course on LinkedIn now.
Access to my courses and others is included with your Premium subscription!
About the Course
Jira is the industry standard for tracking work, tasks, and strategic company initiatives. The software is infinitely flexible and customizable, which is both a blessing and a curse. The goal of the Jira administrator should be to configure application settings to support the needs of the organization and ensure the health of the application in the future. This requires an intimate understanding of Jira’s capabilities, global options, and scheme configuration.
In this advanced Jira administration course, you’ll learn:
The most important configuration options like general settings and global permissions
How schemes work together to power Jira projects
How to create custom projects, issue types, workflows, screens, and custom fields
How to manage project-specific settings like components and versions
Working with groups and roles for easy user management
How to restrict access and share information with permission, issue security, and notification schemes
Ways to extend Jira with apps, connections, and integrations
Advanced features like importing data, creating issues from email, adding custom events, and automation
And more
“Knowing the best way to solve a problem and how it will impact your application in the future is the difference between a good administrator and a great one.” – Rachel Wright
Rachel Wright’s Jira and Confluence Admin and User Courses on LinkedIn
It’s smart to make Jira workflows as simple and flexible as possible. I like to give users multiple ways to transition issues between statuses and even let them skip statuses when needed. But sometimes skipping a status is undesirable or creates a compliance problem. Consider an approval status for example. You’d certainly fail an audit if work was started on an issue or an issue was completed before it was approved. Luckily, Innovalog’s Jira Misc Workflow Extensions (JMWE) app has a validator to prevent it.
Use Case
Before work is started or an issue reaches its final workflow status, make sure it passes through the “Approval” status.
Requirements
You’ll need the following:
Access: Jira application administrator permissions (to install the app) and the ability to edit workflows
Environment: Jira Server, Jira Data Center, or Jira Cloud
Install: Install the JMWE app from the “Find new apps” page in your Jira instance. Apply a free trial or paid license on the “Manage apps” page.
In the “Previous Status” field, select the “Approval” status
In the “Error message” field, enter the copy “Please transition to the “Approval” status to collect approval.“
Click the “Add” form submission button and publish the workflow
Using the same steps above, add a “Previous Status Validator” to the “Closed” transition
With the two validators in place, issues may not skip the “Approval” workflow status. The validator checks the issue’s transition history, to make sure it previously reached the “Approval” step.
Result
Test your work:
Transition your sample issue from its initial status to the “In Progress” status
The transition should fail and display an overlay with your custom error message
Bonus: Allow selected issues to bypass the “Approval” status
If an issue is small or low risk, you may want to conditionally bypass approval. An easy way to do this is by checking the value of a custom field before executing the transition validator.
Here’s how to do it:
Create a custom “Select List” field called “Risk”
Create the selection values: “Low”, “Medium”, and “High”
Add the custom field to your issue’s screen
In the sample issue, set the “Risk” value to “Low” or “Medium”
Edit one of the existing Previous Status Validators
On the validator’s settings page, click the “Conditional validation” checkbox under the “Validator scope” header
Use the wizard to craft a simple Groovy script that checks the “Risk” field for a value of “High”
Click the “Issue Fields” button
In the “Select a field: ” form field, chose the “Risk” custom field
Under the “ACCESSING THE FIELD’S VALUE” header, click the “issue.get(“customfield_10700”) == “An option”” button
Note: Your custom field ID will be different than the example
In the Groovy statement inserted above, change the “An option” copy to “High”
Click the “Update” form submission button and publish the workflow
This simple script allows issues with a Risk of “Low” or “Medium” to ignore the entire validator. Learn more about Groovy customizations here.
Q&A
Why is the “To Do” status needed in the sample workflow?
Two reasons:
When an issue is approved, it doesn’t mean work automatically starts. There may be a review or assignment process that occurs before someone actually starts work on an approved issue. The “To Do” status helps signify that the issue is ready to work, but work has not yet started.
An issue must pass through the “Approval” status for the validator to function. Simply reaching the “Approval” status is not enough to indicate approval was collected.
Workflow conditions allow you to show or hide transitions. I wanted the “In Progress” and “Closed” transitions to display regardless of whether the issue reached the “Approval” status.
As a Jira administrator, I frequently see this problem: child issues are closed but nobody remembered to close the parent issue. Users have already moved on to the next thing and the parent issue sits in its incorrect status forever. Or maybe it’s the opposite: the Epic is closed, but its Stories, Bugs, and Tasks were forgotten.
When issue status does not reflect reality, reporting is a nightmare. All completed or unneeded issues should be transitioned to their final status. Why not take this step off your user’s “to do” list and automate it? It’s easy to automatically transition issues with Innovalog’s Jira Misc Workflow Extensions (JMWE) app.
Use Case
When all child issues are closed, automatically transition the parent so users don’t need to do it manually. Example: When all Sub-tasks are transitioned to the “Closed” status, automatically transition the Task issue to the “Closed” status.
Requirements
You’ll need the following:
Access: Jira application administrator permissions (to install the app) and the ability to edit workflows
Environment: Jira Server, Jira Data Center, or Jira Cloud
Install: Install the JMWE app from the “Find new apps” page in your Jira instance. Apply a free trial or paid license on the “Manage apps” page.
Issue Types: A “Standard” issue type (Example: Task) and a “Sub-Task” issue type (Example: Sub-task). These are default Jira issue types; they likely already exist.
Workflow: Create one simple, 3 step workflow. Example: Open > In Progress > Closed
Issues: Create one “Task” issue and two “Sub-task” issues
Implementation
Here’s how to do it:
Edit the workflow
In diagram mode, create a new global transition
Click “Add transition”
In the “From status” field, select “Any status”
In the “To status” field, select “Closed”
In the “Name” field, enter “Close”
In the “Screen” field, select your standard “Resolve Issue Screen”
Here’s how the workflow looks, in Text mode, with the global “Close” transition.
Configure three areas on the transition settings page: “Transition(s)”, “Transition screen”, and “Comment text”.
Under “Transition(s)”:
Click the “Transition Picker” button to select the correct transition. Alternatively, you can type the name of the transition (Example: “Close”) or enter its ID (Example: “31”).
Tip: I prefer to enter the transition’s ID as it’s less likely to change than its label.
Click the “Add” button to the right of the “Workflow name” field. See screenshot
Under “Transition screen”:
Scroll down to the “Transition screen” section
Select the “Resolution” field from the drop down menu
Click the “Add” button
This will automatically set the parent issue’s Resolution to the same Resolution selected when the last child issue was closed. See screenshot
Next to “Comment text”:
Use the “Comment text” field to enter a comment when issues are automatically closed.
Example comment: “This issue was automatically closed when all Sub-tasks reached the “Closed” status.”See screenshot
Click the last “Add” button at the bottom of the transition settings page
Move the new post function after the function called “Update change history for an issue and store the issue in the database.”
Also in the “Close” transition:
Add a “Sub-Task Blocking Condition” and select the “Closed” status. This prevents the parent from transitioning until all child issues are closed.
Example behavior: All sub-tasks must have one of the following statuses to allow parent issue transitions: Closed
If you want email notifications sent when the issue is automatically closed, go to the “Post Functions” tab and change “Fire a Generic Event event that can be processed by the listeners.” to “Fire a Issue Closed event that can be processed by the listeners.”
Finally, publish your workflow and assign it to the “Task” and “Sub-task” issue types in your Jira project.
Result
Test your work:
Transition one of your two Sub-task issues to its final “Closed” status
Refresh your parent Task and verify there was no status change, no comment, and no resolution added
Transition your second Sub-task issue to its final “Closed” status
Refresh your parent Task. The Task should automatically transition to its final “Closed” status with a resolution and comment added.
Bonus test: Create a Task issue with no Sub-tasks. Transition the Task to its final “Closed” status. Verify a transition screen is present to collect the resolution. Always make sure closed issues have resolutions!
Q&A
Why did you create a global “Close” transition instead of a single transition?
I wanted to be able to transition the Task issue to the “Closed” status from any status. If users always transition Tasks to the “In Progress” status when they start work, you could create a single transition, in the “In Progress” status, instead.
Why did you add a transition screen to the “Close” transition?
For issues with no Sub-tasks, the user needs to select a resolution value. For issues with Sub-tasks, the parent issue’s resolution will automatically match the resolution of the last Sub-task closed.
Workflows are the most talked about area of Jira. Sometimes workflows don’t represent your real life process. Other times, there are too many manual steps and people hate it! Whatever the situation, users and admins are always interested in learning more and improving workflows. It’s no surprise that “Jira Workflows for Business Teams” is my most popular online course and that workflow materials are the most downloaded items in the Strategy for Jira store.
That’s why I’ve teamed up with Innovalog to help you improve your Jira workflows. Their Jira Misc Workflow Extensions app is one of my favorites in the Atlassian Marketplace. Want to extend your workflow capabilities without code, automatically transition linked issues, or make sure a certain field was updated? The JMWE app does it and so much more! This add-on brings the workflow automation power you’ve been missing in Jira Cloud, Jira Server, and Jira Data Center. I love this plugin so much that I included seven ways to use it in my book. Now, we want to bring those use cases and others to a broader audience. New articles for enhancing workflows are on the way!
About Innovalog
Innovalog, the Atlassian Platinum Top Vendor, is on a mission to make work flow. Their products enable Jira workflows for thousands of companies around the globe and power business-critical processes for millions of users. Jira Misc Workflow Extensions (JMWE) is one of the all-time top-selling apps for Jira! To learn more, watch this 80-second video.
About Rachel Wright
Rachel Wright is an entrepreneur, process engineer, and Atlassian Certified Jira Administrator. She is the owner and founder of Industry Templates, LLC, which helps companies grow, get organized, and develop their processes. Rachel also uses Atlassian tools in her personal life for accomplishing goals and tracking tasks. Her first book, the “Jira Strategy Admin Workbook“, was written in Confluence and progress was tracked in Jira!
Together we’ll help you improve workflows and make work flow.
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Rachel Wright teamed up with Skillshare to create “Jira Workflows for Business Teams” to help you build smart workflows that your business teams will actually use!
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