Using a validator on new Approval workflow

[Daryl Marsh]

In Jira cloud premium, I'm trying to build an approval step into the workflow using the newer Approval functionality. I was trying to add a validator screen to the 'Failed' transition but apparently that is not permitted. I'd like to have a screen popup for them to add the 'reason for denial'.

Does anyone have a suggestion for a work around.

[John Funk · Accepted solution]

Hi Daryl,

Currently there is no functionality to allow the comments for an Approval/Denial. Here is an open request for that to be added. Please vote for it and follow it. 

https://jira.atlassian.com/browse/JSDCLOUD-3855

[Daryl Marsh]

Thanks John - vote submitted

[Mikael Sandberg]

If you are using the approval feature in the workflow  you cannot have a transition screen, as the warning you see is telling you. The only way would be if you remove the auto transition in the approval and instruct the user to manually transition the work item based on their approval/decline.

[Mikael Sandberg]

The reason behind this is that anyone can be approver, including customers, so if they can only access the portal they would not see the transition screen.

[Olga Cheban _TitanApps_]

hi @Daryl Marsh !

You’re right - Jira’s Approval functionality doesn’t allow you to add validator screens or custom fields to the ‘Failed’ transition. It’s a known limitation that many teams run into.

One possible workaround is to skip the built-in Approval feature and build your own approval flow using a regular workflow transition instead. You can add a “Rejected” status, possibly with the reason stated in the status name, if there are several main reasons that repeat.

If you also want to make sure approvers always follow specific steps during their review, you could add a checklist directly to each approval ticket. Our solution Smart Checklist for Jira lets you embed such structured lists inside Jira issues. You can include the review criteria and add steps like “Review attached documents” or “Add the rejection reason,” and mark them as mandatory. That way, nothing gets skipped during the approval process.

Here’s an example of what an approval checklist can look like in practice. This is a reusable template for invoice approval, created with Smart Checklist for Jira:

You can learn more about this use case from my article Invoice Approval Process Template in Jira.

It’s also possible to save your approval checklist as a reusable template. Smart Checklist can then automatically add this checklist to the ticket once it’s transitioned to the “Waiting for approval” status (or based on any other custom conditions you set). 

I hope this helps! Let me know if you have any questions.