Conditional Approval Process

1. If you use Jira to manage approvals in a workflow, then you'll know how any unnecessary steps and actions can cause frustration for those requesting approval, and those approving too.
   
   Below is an example Approvals workflow that is already configured as part of this tutorial. If you want, you can re-create this workflow in your instance in a few minutes. The main feature of the workflow is that from the SUBMIT status, the issue could then move to either AWAITING APPROVAL or APPROVED. We'll add the logic to automate this decision-making in future steps.
   
   

   

   
   
   

2. To begin automating this workflow, we first want to set the criteria we'll use for determining what requires approval and what can be streamlined to be automatically approved.
   
   For our example workflow, we want to require approval for issues where the field Budget Required is over 1,000. Where it is less than 1,000, we'll let JSU automatically approve the request for us. To get started, make sure you're in Edit mode for your workflow and then click on the transition (arrow) connecting the  SUBMIT and AWAITING APPROVAL statuses.
   
   

   

3. From the pop-up that appears - select Conditions.

4. On the Conditions tab, select Add Condition.
   

   

   
   

5. Select the Value Field condition and then click Add.
   

   

6. Now, let's configure the condition to ensure that only the issues we desire can transition to AWAITING APPROVAL.
   Field - Choose the field you want to inspect the value of, to determine whether an approval can be streamlined for it. In our case, we have a field called "Budget Required" that we've chosen.
   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 / >=.
   Value - Type in the value you want to compare the field against. In our example, our chosen value is 1,000.
   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.
   When you're happy with the configuration, click Add.
   

7. 

   You will now see a preview of the condition we've just configured.
   

   

8. You will be presented with a Publish Draft Workflow pop-up. It's not necessary to save a draft. Click Publish when you're happy and then we'll move on to the next transition.
   

   

9. Return to the Approvals workflow in Edit mode. Now let's select the transition (arrow) connecting SUBMIT and APPROVED and again select Conditions in the pop-up that appears.
   

   

10. Repeat Steps 4 - 6 to configure a Value Field condition against this transition. The only difference with the configuration here is that we're going to set the condition to less-than / < to ensure that issues with a Budget Required of less than 1,000 can be moved to APPROVED instead of AWAITING APPROVAL.
    

    

11. Now select Add and then publish the draft workflow to make it active.

12. Almost there! Now it's time to add our automation to let JSU make this approval decision for us, based on the Budget Required values when users move their issues to the SUBMIT status. Return to your Approvals workflow in Edit mode. Now let's select the transition (arrow) connecting IN PROGRESS  and SUBMIT, but this time select Post-Functions in the pop-up.
    
    

    

13. Select Add Post Function on the right-hand side of the page.
    

    

    
    

14. From the list of Post-Functions, select Follow Up Transition (JSU), then click Add.
    

    

15. There's nothing you need to configure on the next screen, so simply click Add. 
    

    

16. Publish the workflow to make this new automation active.

Now let's go see the workflow in action!

1. Go to an open issue in your Approvals project. In our case, we have an issue currently in  IN PROGRESS and with a Budget Required of 500.
   

   

2. Now, let's move the status to SUBMIT and watch the magic happen!
   

   

3. Watch the issue move to the SUBMIT status, but then a second (or two) later move automatically to the APPROVED status!
   

   

   HINT: The issue history confirms this streamlined transition did in fact happen!
   

   

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

   

5. Let's move this issue to SUBMIT just like we did before.
   

   

6. Again, the issue will be forwarded onto its appropriate next transition, in this case as the Budget Required value is greater-than-or-equal-to 1,000, it's moved to AWAITING APPROVAL.
   

   

Once again, the issue history confirms to us it was JSU helping us streamline the approvals here.

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