How can we automate weekly QA ticket reviews in Jira

[Ravikiran Nagasetti]

We want to set up an automated weekly QA process in Jira where:

• A weekly QA task is created for each employee

• The task is assigned to a QA reviewer

• Each task includes 4 tickets to review:

  • 2 tickets created by the employee

  • 2 tickets actioned by the employee

• A standard questionnaire is completed for each ticket

The goal is to replace ad-hoc reviews with a consistent, measurable QA process to improve ticket quality and documentation.

What’s the best way to implement this in Jira—using Automation, custom fields/forms, or Marketplace apps? 

[Bill Sheboy]

Hi @Ravikiran Nagasetti 

Short answer: based on all the selection criteria and reporting requirements, I hypothesize this scenario may be better solved with a marketplace app purpose-built for such auditing, or a custom-built app external to Jira.  Automation rules can do many of the things you describe, but not all of them.  Perhaps check the marketplace for candidate apps and then try them to learn which may help: https://marketplace.atlassian.com/

As described by @John Funk creating the work items for the QA reviews is straightforward with a basic automation rule.  Yet, many of the other criteria you describe make the scenario challenging.

Several of your criteria are ambiguous.  For example, you have not clarified what "actioned by" means for users, such as: was assigned to, performed some type of update, user is selected in some custom field, etc.  I recommend pausing to identify what each of your criteria mean and how that may map to Jira features.

Your criteria also indicates an apparent need for random selection of work items from a set for each possible QA reviewer / person.  While that is possible using some advanced automation techniques, such as described in this article, you do not indicate what to do when there are selection overlaps.  For example, a work item is created by Person A and "actioned by" Person B, and the random selection identifies the same work item for two different people: should it be reviewed twice or excluded for one of them?

Regarding the mandatory questionnaire for each linked work item, that would likely require the use of workflow validators, further increasing the complexity of the overall solution.

Combining the above challenges, please consider any automation-based solution would potentially require a lot of automation usage resources for a weekly cycle.  You appear to be on a Standard License Level, and thus could run into your monthly usage limits, impacting the effectiveness of other rules.

Again, I recommend pausing to clarify your scenario, perhaps creating some manual drafts of the reports and discuss with your peer Jira Product Admins.  Then investigate the marketplace for some auditing apps.

Kind regards,
Bill

[John Funk]

Hi Ravikiran,

You can probably do most of this with Automation rules. You can set up a recurring task by following the guidance in this article. 

https://community.atlassian.com/t5/Jira-articles/Creating-a-Flexible-Recurring-Task-Issue/ba-p/2040862

You can supplement the automation rule by adding in actions to create the additional tickets. 

For the questionnaire, you will need to provide more information as to what that looks like/process.

[Ravikiran Nagasetti]

We want to implement an automated weekly QA process in Jira where:

Acceptance Criteria

• A QA ticket is automatically created for every active employee each week
• Each QA ticket links 2 “created” tickets + 2 “actioned” tickets from the review period
• A mandatory questionnaire is completed for each linked ticket
• QA reviewers are assigned automatically
• QA ticket cannot be completed until all questionnaire fields are filled
• Edge cases (e.g., not enough tickets) are handled with a defined rule
• QA results are stored in structured fields for reporting

Optional Reporting / Metrics

• QA completion rate per week
• Average quality score by employee/team
• Common failure patterns
• Trends over time

Assumptions

• We can reliably identify “created by” and “actioned by” in Jira
• Employees are identifiable as a consistent Jira user list
• Jira supports the required automation (rules, forms, custom fields, issue linking)

[John Funk]

To be honest, it sounds like you need to hire a consulting to do all of that work for you. We are here to help you when you run into problems, but you need to make an effort to build these things and then reach out when you need assistance. Try creating the initial rule and then we can go from there.