Guidance Required: Scrum Project Setup with Separate Workflows, Groups, and Automation

[kshridvipa7878]

Hi Atlassian Community,

Need some guidance on setting up a new Scrum project with the following requirements:

1. Separate Workflows
   • An independent workflow for Epics.
   • A separate workflow for Story/Tasks.
   • Both workflows should be configured according to their respective requirements.
2. User Groups / Teams
   • Create a dedicated QA team/group.
   • Create a dedicated Development team/group.
   • These groups will be used for appropriate access, assignments, and project management.
3. Automation Requirement
   • When a new Story is created, Jira should automatically create three predefined Sub-tasks under that Story.
   • Each Sub-task should have its own predefined summary/details.

Could you please guide me on the recommended Jira configuration and best practices for implementing the above requirements?

In particular, I would appreciate guidance on:

• How to configure separate workflows for Epics and Stories/Tasks.
• The best way to create and manage the QA and Development groups.
• How to configure the automation rule to automatically create three Sub-tasks whenever a Story is created.
• Any important permissions, workflow schemes, or project settings I should consider.

Thanks in advance for your guidance and suggestions!

Thank you,

Dvipa

[Walter Buggenhout]

Hi @kshridvipa7878,

Everything you describe is pretty standard - basically just configure what you describe in your requirements.

To give you some guidance and guardrails:

Create a company managed space for this. Since you are aiming for best practices, this will allow you to share the space configuration later with other spaces.

You will need Jira Admin permissions to create the workflows for your different work types separately, as they are managed centrally in Jira settings > Work Types > Workflows. After you create the separate workflows, create one workflow scheme to associate the specific workflows with their corresponding work types.

User groups are managed in Atlassian Admin under user management. You can either create groups manually in the dedicated section there or connect your Identity Provider to your Atlassian site using Guard. In the latter case, you would define those groups in your IdP and simply (re-)use them in your Atlassian site. In both cases, use space roles to grant the appropriate permissions in your space's permission scheme and then connect groups to those roles in your space.

The automation to create the sub-tasks is pretty standard automation flow work for which you can find plenty of examples. I would be surprised, though, that every single story you create would end up with the exact same 3 sub-tasks, so I would recommend to automate that part once you have the rest of your settings up and running and see your project team work with the setup in practice.

Some additional resources that may be useful:

• Working with workflows 
• Configuring workflow schemes 
• Managing permissions in Jira Cloud 
• Understanding Atlassian Guard
• Auto-create subtasks in Jira using Automation 

Hope this helps!

[Olga Cheban _TitanApps_]

Hi @kshridvipa7878 !

Everything on your list is standard configuration, so the main thing is doing it in the right order. Build the two workflows first, then create a single workflow scheme that maps each one to its work type. Sub-tasks are a separate work type as well, so decide whether they follow the Story workflow or get their own before you associate the scheme. For the groups, create them in Atlassian Admin and connect them to roles rather than granting permissions to the groups directly. That keeps your permission scheme reusable if you add more spaces later.

For more details on configuring Jira from scratch, you can take a look at my article, The Ultimate Jira Setup Guide 2026. It covers the management type and template choice, work item hierarchy, workflows and schemes, board configuration, and general setup best practices.

For the automation part, you can find detailed information in my other article, Top 10+ Most Common Use Cases For Jira Automation in 2026. It includes the setup instructions and hands-on examples with screenshots, so this should help you configure your automation rules.

I hope this helps!