What I check before changing a Jira workflow

[Ren Takahashi]

When a Jira workflow change looks small, I try to write down the checks before touching the configuration. It keeps the change from turning into a surprise for the people using the board.

My short checklist is:

1. Which projects and issue types use this workflow?

2. Which statuses are mapped to board columns?

3. Are any automations, validators, conditions, or post-functions tied to the status being changed?

4. Are reports or dashboards relying on the current status names?

5. What test issue will be used before the change is shared more widely?

6. What is the rollback plan if the change has an unexpected side effect?

The item I see people skip most often is board column mapping. A status can look harmless in the workflow editor but still change what appears as done, in progress, or hidden on a board.

What checks do you usually run before a Jira workflow change?

[Apryl Harris]

In addition to checklist @Ren Takahashi has, I confirm...

1. Is not only the person who requested the change aware, but is the team aware?
2. Does the team truly understand the impact and are they ready?
3. Try to negotiate on timing of change so that the team isn't making work item changes while the Jira Admin is making changes. Just makes it easier/cleaner.

[Michael Henderson]

I agree. Oftentimes I see a change come through from a team member who honestly thinks it will help out what they are trying to do, when I see that it will break their workflow or is not congruent to the overall scope. In these cases I ask the person to meet with the team and report back before proceeding. 3 out of 4 times the request is closed or modified. 

Never make a change to a project, board or other without consulting the team. 

[Apryl Harris]

Yep! Even if the person who made the request is part of the team. Always specifically ask, "Is the entire team aware of this change and do they understand the impact?"

Often times, the requester forgets to inform everyone impacted and then the subsequent comm from another team member, "Who asked you to make this change?" My response, "XX requested it. Is XX on your team?" 

Then, the typical response is, "Well, yes, XX is on my team. We talked about this change, but the team never agreed to implement it, or the rest of us didn't know when the change was going to be implemented."