Jira Portal and Jira Tickets

[Timothy McKay]

Currently, our Jira portal has a single ticket for employee onboarding. We would like to improve this process by splitting it into two parts:

1. HR Input: A ticket for the HR team to enter new hire information.
2. Manager Input: A separate ticket for the manager to select all required hardware and software.

Our goal is to then merge these two tickets into one comprehensive Jira ticket that the IT department will receive, containing all necessary details.

Could anyone advise on the best way to implement this in Jira? Any recommendations or examples would be greatly appreciated.

[Jack Brickey]

Hi @Timothy McKay , I have implemented the number of on boarding ticket processes and found the following to be most efficient.

create a single HR owned on boarding ticket, and then leverage automation that will create other linked tickets for each independent vested party: IT, Hiring manager, etc. Basically anyone that needs to handle onboarding tasks. If you have conditional dependent tasks, e.g Manager task must be completed prior to IT then use Automation to achieve this....

1. HR creates their task which spins up Manager task via automation 
2. once manager task completes then automation creates IT task

All tasks should be linked. Generally the HR task should not be completed until all associated tasks are complete which may occur several months post start date if it includes new hire training and 90-day review.

[Timothy McKay]

Thank you for that, but i am new to Jira so would you have instructions on how to do this or a link to a video

[Olga Cheban _TitanApps_]

Hi @Timothy McKay !

In my organization, we manage onboarding in Jira with checklists. We create them with the help of our solution, Smart Checklist for Jira. It allows you to list all the onboarding steps, group them with headers, and tag responsible people. 

Here's an example - an onboarding ticket for the new employee. It lists everything this person needs to do during the first week and first month. As you can see, steps can include links to external resources, emojis, and additional details in an expandable section below each checklist item.

In your case, you can create a similar onboarding checklist. Instead of "During the 1st week" and "During the 1st month", you will have "HR Input" and "Manager Input". Then, you can tag responsible people so that they know they need to work on this. 

As a result, each department can work on its own section of the onboarding checklist within one Jira work item. Each step on the list has its own status (ToDo, InProgress, Done, or your custom statuses). This enables you to easily track progress while keeping everything in one place.

Moreover, Smart Checklist allows you to save this checklist as a reusable template and add it to your work items automatically. For example, it can auto-add the onboarding checklist to each Jira ticket that has "Onboarding" in its name/summary.

For more details, you can have a look at my article Best Ways to Use Automation in Jira For HR Processes.

I hope this helps! Please let me know if you have any questions

[Dirk Ronsmans]

@Timothy McKay ,

Besides Jack's suggestion, you might also want to take a look at Journeys

https://support.atlassian.com/jira-service-management-cloud/docs/create-a-journey/