How do I notify members of a group that a transition condition depends on their action?

Question

In a workflow, I have a custom "Done" status named "OBE" ("Overcome by Events"). I don't want users to be able to transition issues to OBE unless a manager has reviewed and concurs. The only way I can think of to do this is to break it into two steps: 1) All statuses can transition to a new custom "Ready for OBE Review" status. Add a post-function from this transition to send an email/notify the manager group. 2) Only the "Ready for OBE Review" status can be transitioned to "OBE," and only members of the manager group are allowed to do it.

I can't help but think this can be done in one workflow step, and I just don't know how. Is this possible?

Evgenii · Answer

It differs from your primary requirements.

Of course, you can remove additional status, and add to transition, to "OBE" postfunction, which will send email to manager. But you wanted to prohibit ordinary users to transition issues to "OBE"

Isaac Van Baren · Answer

@Evgenii Is it possible to do it having the same transition conditions without the "Ready for OBE Review" step?

Evgenii · Answer

Hi, @Isaac Van Baren

Yes, it is possible to achieve the desired behavior in Jira Cloud using a single workflow step. Here's how you can set it up:

1. Create a custom status called "Ready for OBE Review" and add it to your workflow.

2. Configure the transition from all statuses to "Ready for OBE Review" as you described: users should be able to transition issues to this status, and you can add a post-function to send an email or notification to the manager group.

3. Edit the transition from "Ready for OBE Review" to "OBE" and set the conditions to restrict access to only members of the manager group. Jira Cloud provides a condition called "User Is In Group" that you can use for this purpose. Assign this condition to the transition from "Ready for OBE Review" to "OBE" and specify the manager group.

By following these steps, you can ensure that issues can only be transitioned to the "OBE" status if they have gone through the "Ready for OBE Review" status and if the user attempting the transition belongs to the manager group.

This approach keeps the workflow streamlined and avoids the need for an additional step.