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Customizing Workflows in Jira

Introduction

In Jira, workflows define the sequence of steps that an issue goes through from creation to completion. Customizing workflows allows you to tailor the process to fit your team's specific needs, ensuring that the right steps are followed and the correct statuses are used. In this tutorial, we will guide you through the process of customizing workflows in Jira.

Accessing Workflow Settings

To start customizing workflows, you need to access the workflow settings in Jira. Follow these steps:

  1. Log in to your Jira instance as an administrator.
  2. Navigate to Jira Settings by clicking on the gear icon in the top right corner.
  3. Select Issues from the dropdown menu.
  4. In the left sidebar, click on Workflows.

Creating a New Workflow

It's often a good idea to create a new workflow rather than modifying the default ones. This allows you to customize the workflow without affecting other projects.

Example:
  1. In the Workflows section, click on the Add Workflow button.
  2. Give your new workflow a name and description.
  3. Click Add to create the workflow.

Editing Workflow Steps and Transitions

Once your workflow is created, you can start adding and editing steps and transitions to define the process your issues will follow.

  1. Select the workflow you want to edit from the list.
  2. Click on the Edit button to open the workflow editor.
  3. In the workflow editor, you can add new statuses, transitions, and conditions.
Example:

To add a new status:

  1. Click on the Add Status button.
  2. Enter the name of the new status (e.g., "In Review").
  3. Click Add to create the status.

To add a transition:

  1. Click on the Add Transition button.
  2. Define the transition name (e.g., "Send to Review").
  3. Select the source and destination statuses.
  4. Click Add to create the transition.

Configuring Transition Conditions, Validators, and Post Functions

Jira allows you to add conditions, validators, and post functions to transitions to control the flow of issues more precisely.

Conditions

Conditions control whether a transition is available to a user. For example, you might want only certain users to be able to move issues to a "Done" status.

Example:

To add a condition:

  1. Select the transition in the workflow editor.
  2. Click on the Conditions tab.
  3. Click Add Condition.
  4. Select the condition type and configure it.
  5. Click Add to save the condition.

Validators

Validators check that any input provided during a transition is valid before the transition is completed.

Example:

To add a validator:

  1. Select the transition in the workflow editor.
  2. Click on the Validators tab.
  3. Click Add Validator.
  4. Select the validator type and configure it.
  5. Click Add to save the validator.

Post Functions

Post functions perform additional processing after a transition is executed. For example, you might want to update a field or send a notification.

Example:

To add a post function:

  1. Select the transition in the workflow editor.
  2. Click on the Post Functions tab.
  3. Click Add Post Function.
  4. Select the post function type and configure it.
  5. Click Add to save the post function.

Associating the Workflow with a Project

Once your workflow is customized, you need to associate it with a project to start using it.

  1. Navigate to Jira Settings > Projects.
  2. Select the project you want to associate with the workflow.
  3. Click on Project Settings > Workflows.
  4. Click on the Add Workflow Scheme button.
  5. Select the workflow you have created and click Associate.

Testing Your Custom Workflow

Before rolling out your new workflow to the entire team, it's a good idea to test it thoroughly to ensure it works as expected.

  1. Create a test issue in the project associated with the custom workflow.
  2. Move the issue through each status to ensure that transitions, conditions, validators, and post functions work correctly.
  3. Make any necessary adjustments in the workflow editor based on your testing results.

Conclusion

Customizing workflows in Jira allows you to tailor the issue tracking process to better fit your team's needs. By following this tutorial, you should be able to create, edit, and associate custom workflows with your projects, ensuring a more efficient and effective workflow management process.