Real QA Workflows, Real Results: Two Smart Checklist Case Studies with Kateryna Ivanchenko
One of the things I genuinely love about the Atlassian Community is that it's built on people sharing what actually works — not polished theory, but real processes, real friction, and real fixes.
That's exactly why I'm excited to share two case studies we created together with @Kateryna Ivanchenko, Senior QA Engineer and Atlassian Community Champion, who took the time to sit down with us, walk through her team's workflows in detail, and let us turn that into something the community can actually learn from. Kateryna — thank you, this kind of collaboration is what makes resources like these worth creating ⚡
Here's a quick overview of both:
Turning a Scattered Onboarding Process into a Repeatable System
As the QA team grew, onboarding was technically happening — but it wasn't documented anywhere actionable. Every time someone new joined, Kateryna was essentially rebuilding the process from memory. Steps lived across a patchwork of documents, nothing was centralized, and there was no real way to track progress or close compliance gaps.
She discovered Smart Checklist at an Atlassian Community event and rebuilt the onboarding process directly inside Jira work item. One structured, detail-rich checklist template, ready to go every time a new hire joins. Managers see what's pending, new hires know what's expected, and nothing falls through the cracks.
Bringing the Entire Manual Testing Process into Jira
Kateryna's QA team was running on two tools: Jira for issue tracking and TestRail for test plans. The split created real structural problems — the TestRail plan was shared across multiple teams, so they couldn't adapt it to fit how their team actually worked. On top of that, not everyone had TestRail access, which created daily friction.
The fix wasn't a straight swap. They first migrated their test plan into Confluence to clean it up and make it their own — without disrupting other teams. Then they brought it into Jira using Smart Checklist: structured templates, custom statuses like Skipped and Blocked, and checklists at both the epic and task level.
The result? The whole manual testing process lives in Jira now. One tool, one source of truth, full visibility.
If you're a QA engineer or team lead dealing with tool sprawl, scattered processes, or onboarding that relies too much on "someone just knows how it works" — these two cases are worth a read. 🙌
And if you've solved similar problems in your own team, I'd love to hear about it in the comments. Real stories like Kateryna's are what help the rest of us move forward 🚀
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Yuliia Tkachenko_TitanApps_
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