Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

xxxxxxx

Info

This is the documentation for JSU for Jira Cloud. If you are using JSU on Jira Server/Data Center, see the Server/Data Center documentation.

...

Goal

Save time and effort by streamlining approvals processes

Scenario

If you use Jira to manage approvals in a workflow, then you'll know how any unnecessary steps and actions can cause frustration and downtime for those requesting approval, and those approving too.

JSU Components

Follow Up Transition post function

Table of Contents
minLevel2
maxLevel3
typeflat

How to configure this rule

In this example, we are using an Approvals workflow that we configured for this use case. You can re-create this workflow in your instance in a few minutes. The main feature of the workflow is that from the 

Status
colourBlue
titlesubmit
 status, the issue can move to either 
Status
colourBlue
titleawaiting approval
 or 
Status
colourBlue
titleapproved
.

...

First, we want to set the criteria we'll use for determining what requires approvaland what can be streamlined to be automatically approved.


Part 1: Add the conditions

  1. Create a draft of your project workflow. If you're unsure how to get to this page, follow the onboarding steps in Edit a Jira Workflow. You can then view your workflow in Text or Diagram mode. The steps in this use case represent Diagram mode. If you haven't already, switch the workflow viewer to Diagram mode.

  2. Select the transition (arrow) connecting the  

    Status
    colourBlue
    titleSUBMIT
     and 
    Status
    colourBlue
    titleAWAITING APPROVAL
     statuses to display the transition rule options menu.

  3. Select Conditions from the options list to display the Conditions tab.

    Image Added
  4. Select Add Condition.

    Image Added
  5. Select the Value Field condition then select Add at the bottom of the page.

    Image Added
  6. Now, let's configure the condition to ensure that only the issues we desire can transition to 

    Status
    colourBlue
    titleawaiting approval
    .

    1. Field: Choose the field that you want to inspect to determine whether an approval can be streamlined for it. In our case, we have a field called Budget Required that we've chosen.

    2. Condition - Choose the type of comparison you're going to use when comparing with the value. In our case, we want to require approval when the Budget Required is greater than (or equal to) 1,000. So we need to choose greater-than-or-equal-to / >=.

    3. Value: Type in the value you want to compare the field against. In our example, our chosen value is 1,000.

    4. Comparison Type: To ensure that the value (a number) can be compared against the field (also a number), we need to tell Jira that in this scenario that value is a Number.

      Image Added
  7. Select Add. A preview of the condition we've just configured displays.

    Image Added
  8. Publish the draft workflow. Now let’s configure a rule for the other transition.

  9. Return to the Approvals workflow and create a draft again.

  10. Select the transition (arrow) connecting the 

    Status
    colourBlue
    titlesubmit
     and 
    Status
    colourBlue
    titleapproved
     statuses to display the transition rule Options menu.

  11. Repeat steps 3-7, only in the case, we set the Conditionfieldto less-than<to ensure that issues with a Budget Required of less than 1,000 can be moved to 

    Status
    colourBlue
    titleApproved
     instead of 
    Status
    colourBlue
    titleawaiting approval
    .

    Image Added
  12. Select Add. A preview of the condition we've just configured displays as with the previous condition.

  13. Publish the draft workflow then move to Part 2.


Part 2: Add JSU’s Followup Transition post function

  1. Create another draft of the Approvals workflow.

  2. In Diagram mode, select the transition (arrow) connecting 

    Status
    colourBlue
    titleIn progress
    and 
    Status
    colourBlue
    titlesubmit
    .

  3. Select Post Functionsfrom the Options menu.

    Image Added
  4. Select Add post function on the Post Functions tab.

  5. Select Follow Up Transition (JSU) then select Add at the bottom of the page.

    Image Added
  6. You do not need to configure the post function. Select Add again.

    Image Added
  7. Publish the workflow.

Test the rule and see the automation in action

  1. Go to an open issue in your Approvals project. In our case, we have an issue currently in  

    Status
    colourBlue
    titleIn progress
     and with a Budget Requiredof 500.

    Image Added
  2. Now, let's move the status to 

    Status
    colourBlue
    titlesubmit
     and watch the magic happen!

    Image Added
  3. The issue moves to the 

    Status
    colourBlue
    titlesubmit
     status, and then a second (or two) later, automatically to the 
    Status
    colourBlue
    titleapproved
     status!

    Image Added


    HINT: The issue history confirms this streamlined transition occurred.

    Image Added
  4. Now try the same scenario, but where the Budget Required is 1,000, or more.

    Image Added
  5. Let's move this issue to 

    Status
    colourBlue
    titlesubmit
     just like we did before.

    Image Added
  6. Again, the issue is forwarded to its appropriate next transition; in this case, as the Budget Required valueis greater-than-or-equal-to 1,000, it's moved to 

    Status
    colourBlue
    titleawaiting approval
    .

    Image Added
  7. The issue history confirms that JSU helped us streamline the approvals here.

    Image Added

    There you have it! Streamlining your approval processes in Jira just got a lot easier thanks to the power of JSU (star)

...

Need more information or help? Get in touch!