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

NOTE: This guide starts from the "Edit Workflow" screen of a chosen project. If you're not sure how to get to this page, follow the onboarding steps for existing projects in Edit a Jira Workflow.

(tick) Save time and effort by using JSU to streamline approvals in your workflow

↓ Follow the visual step-by-step guide below to see how to configure this automation in your Jira instance. ↓

  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  status, the issue could then move to either  or . We'll add the logic to automate this decision-making in future steps.

    Approval workflow in Jira

  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   and  statuses.

    Approvals workflow in Jira

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

  4. On the Conditions tab, select Add Condition.

    Conditions tab in Approvals workflow

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

    List of available Conditions

  6. Now, let's configure the condition to ensure that only the issues we desire can transition to .
    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. Condition configuration page with sample data

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

    Summary of condition added to the Awaiting Approval transition
  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.

    Publish confirmation popup

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

    Approvals workflow in Jira

  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  instead of .

    Condition configuration page with sample data

  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  status. Return to your Approvals workflow in Edit mode. Now let's select the transition (arrow) connecting   and , but this time select Post-Functions in the pop-up.

    Approvals workflow with Options popup displayed

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

    Post functions tab in the Approvals workflow

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

    List of available post functions with Follow Up Transition selected

  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   and with a Budget Required of 500.

    Sample Jira issue with budget required field value of 500
  2. Now, let's move the status to  and watch the magic happen!

    Example Jira issue moved to Submit status
  3. Watch the issue move to the  status, but then a second (or two) later move automatically to the  status!

    Example Jira issue automatically transitioned to Approved status.

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

    Issue History tab showing the change in status from Submit to Approved

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

    Example Jira issue where Budget Required is 1000
  5. Let's move this issue to  just like we did before.

    Example Jira issue moved to Submit status
  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 .

    Example Jira issue automatically transitioned to Awaiting Approval status

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

Issue History tab showing the change in status from Submit to Awaiting Approval

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!