Project Management Tool with Recurring Tasks

Hey, @Marya Mercado 

It's hard to offer an exact solution without the details regarding your case, but from the looks of it Jira is a great fit.

1. I'd recommend using a Kanban project for the tasks you have as it emphasizes continuous improvements of a process. Scrum is much more focused on time boxes and will probably work if you need to complete a certain amount of tasks in a sprint of one to two weeks.  

2. Jira is quite flexible and has all of the features you've mentioned. Automation rules for recurring tasks are quite easy to set up. You can use comments or a variety of custom fields inside your issues (checkboxes, date pickers, labels, etc.) if you need to update tasks over time and track changes. 

3. Jira has pretty extensive reports (I would recommend a company-managed project over Next Gen if you need more flexibility with reports) and JQL for filtering. 

4. You can use Jira + Smart Checklist combo for improved ownership as the tasks and processes can be listed neatly inside one issue therefore you can have multiple assigned. Smart Checklist is also quite handy for laying out a process of steps to follow when you need to request, manage, and distribute documents.

Hope this was helpful?

Oleksandr

This is good information to have, I'll share it with IT. Thank you.

Extremely helpful, thank you very much.

Hello, @Marya Mercado !
Some of your listed requirements can be done with Jira automation, where you can set up rules with certain JQL queries. But I would like to introduce to you no-code add-on developed by my team - Business Process manager(BPM). With this Jira add-on you can create templates for your repetitive processes, run them manually or automatically. 

You can set schedule for the recurrence of your tasks at any period of time and set a due date for each step of your flow. 

 Your workflow templates can be either structured or flexible, allowing you to utilize form logic and conditional steps within them.

 By setting up submission actions for each step, subsequent tasks are created seamlessly. Conditional steps enable you to create distinct tasks based on preceding actions, which can further trigger subsequent conditional steps 

Processes can be easily tracked inside an add-on reports feature so you can stay up to date with your task flow movement.

Feel free to reach out if you have any more questions about BPM; I'd be more than happy to assist you!

@Marya Mercado 

From what you've described, I’d probably start with Kanban rather than Scrum. This sounds more like an ongoing operational process than work that naturally needs to be organized into sprints.

Before the meeting with IT, I’d try to separate the requirements into two groups: what you need for managing the work itself, and what you need for reporting on it.

For the workflow side, I’d specifically ask whether Jira can handle:

• automatically creating the annual/monthly recurring work

• subtasks or repeatable process steps

• handing ownership from one person to the next

• keeping comments, changes and exceptions against the work

• reporting across all of those requests rather than looking at them individually

Jira with Kanban and automation may be enough, especially if your organization already uses the Atlassian ecosystem. I wouldn't add Scrum unless there is actually a need for sprint-based planning.

It may also be worth comparing a few different types of tools before deciding. Asana and monday.com are worth looking at if the main requirement is straightforward workflow/task coordination. If the process eventually needs more structured project/portfolio management, governance and reporting, Celoxis is another one I'd put on the comparison list alongside AdaptiveWork.

The important part is not to choose the tool with the longest feature list. I'd map one real process for example, requesting a monthly vendor report through receiving, reviewing and distributing it and ask each option to show exactly how that process would work, including recurrence, ownership changes and reporting.

That should make the differences between a checklist, Kanban setup and a broader project management platform much clearer.

For your needs, tools like Jira or Clarizen can work, but you may also look other a project management solution like Workstatus, ClickUp, Zoho Projects, Hive, or Flowlu. These all support recurring tasks, subtasks, workflows, and reporting, making them good fits for your process.