I want to customize the workflow to match our process

[Petarson8011]

My team has a unique way of handling tasks, and the default Jira workflows don’t quite fit how we work. We have specific review stages, approval steps, and handoffs that we need to track properly. I want to customize the workflow to match our process, but I’m not sure where to start. Any suggestions?

[Sahir Maharaj · Accepted solution]

Hi @Petarson8011

I led a training session yesterday and this is a similar question someone asked had asked. The good news is that Jira is incredibly flexible when it comes to workflows.

The first thing to do is map out the team's actual process end-to-end. So from when a task is created to when it’s considered done. I find this helps identify all the statuses you need and the transitions between them.

Once that’s clear, head to Jira Administration > Issues > Workflows and create a new workflow.
You can add custom statuses and define how tasks move between them.

Also, one thing that really helps is configuring transition rules. So, for example, requiring approvals before something moves forward or automating status changes based on certain actions.

After setting it up, I recommend test the workflow with a small group first before rolling it out to the whole team.

A super good guide on how to do this: https://www.youtube.com/watch?v=FcBSb280yhk

Hope this helps!

[Kai Krause]

Hi and Welcome ! ,

I hope i can make here s a step-by-step guide to help you get started with customizing workflows in Jira Data Center: I hope that i have nothing forgotten. 

Step 1: Understand Your Current Workflow

• Map Out Your Process: Document the current workflow stages, including all tasks, review stages, approval steps, and handoffs.
• Identify Key Roles: Determine who is responsible for each stage of the workflow.
• so your are save that you are not miss something

Step 2: Access Jira Administration

• Log in to Jira: Ensure you have the necessary permissions (Jira Administrator role).
• Navigate to Administration: Click on the gear icon in the top right corner and select Issues.

Step 3: Create a New Workflow

1. Select Workflows: In the left sidebar, click on Workflows under the Workflows section.
2. Add Workflow: Click on the Add Workflow button.
3. Name Your Workflow: Give your new workflow a descriptive name that reflects its purpose.

Step 4: Design Your Workflow

• Use the Workflow Designer: Drag and drop elements to create statuses, transitions, and conditions.
  • Statuses: Define each stage of your process (e.g., "In Review", "Approved", "In Progress").
  • Transitions: Set up how issues move from one status to another (e.g., "Submit for Review", "Approve", "Reject").
  • Conditions and Validators: Add conditions to transitions to ensure only certain users can perform specific actions.

Step 5: Add Screens and Fields

• Screens: Customize the screens that appear during transitions to capture necessary information (e.g., comments, attachments).
• Custom Fields: If needed, create custom fields to capture additional data relevant to your workflow.

Step 6: Associate the Workflow with a Workflow Scheme

1. Create a Workflow Scheme: If you don’t have one, create a new workflow scheme that will link your new workflow to specific projects.
2. Associate Workflow: Assign your new workflow to the appropriate issue types within the workflow scheme.

Step 7: Test Your Workflow

• Create a Test Issue: Use a test project to create an issue and move it through the new workflow.
• Gather Feedback: Involve team members to test the workflow and provide feedback on its functionality.

• Jira Documentation: Refer to the Workflows | Jira Software Data Center 10.5 | Atlassian Documentation  for detailed instructions and best practices.

I think you can setup your proper workflow .

Br
Kai