How to set work flow with customized items for requestor to choose and with approvals setting too?

Gao, Victor

I want to set a standard process that includes steps like submit request (write down needs or choose pre-set customized items in pull-down menu), approval or return/reject by different roles, approved data flow to next role execute the request. With this process, many requestors from various teams can use it to submit their requests. I have created a team-managed project (work) and a company-managed project (Process control template) as well, but didn't find guidance to show how to set it step by step.

Nagabharana S

Setting up a standard process in Jira involves defining workflows, customizing fields, and configuring permissions to match your desired process. Here's a step-by-step guide to help you implement the described process in your team-managed project and company-managed project in Jira:

1. Define the Process Steps: How to create workflows for company-managed JWM projects?

• Identify and list the specific steps involved in your process, such as "Submit Request," "Approval," "Return/Reject," and "Execution."

2. Create Custom Fields:

• Go to your team-managed project.
• Navigate to "Project Settings" > "Custom Fields."
• Create custom fields for information specific to your process (e.g., request details, approval status).

3. Configure Screens:

• Associate the custom fields with screens in "Project Settings" > "Screens."
• Create screens that align with different stages of your process.

4. Define Workflow: Manage how work flows in your team-managed project

• In your team-managed project, go to "Project Settings" > "Workflows."
• Create a new workflow that represents your process steps.
• Add statuses for each step (e.g., "Request Submitted," "Approval Pending," "Approved," "Execution").
• Map transitions between statuses.

5. Apply Workflow to Project:

• Associate the newly created workflow with your team-managed project.

6. Configure Permissions:

• Determine which roles or individuals will perform each step in the process.
• Adjust project permissions accordingly in "Project Settings" > "Permissions."

7. Create Issues:

• Use the "Create" button in your team-managed project to initiate the request.
• Fill in the required details using the custom fields.
• Submit the request.

8. Approval Process:

• As the request progresses through statuses, appropriate roles or individuals can review and approve.
• Use workflow transitions for approvals or returns.

9. Execution:

• Once approved, the request moves to the "Execution" status.
• Configure any necessary automations or notifications for this stage.

10. Company-Managed Project (Process Control Template):

• Use the company-managed project as a template for creating standardized processes.
• Set up specific configurations, workflows, and permissions that can be easily replicated for different teams.

11. Documentation and Training:

• Document the process and its configurations.
• Provide training to users, especially those involved in submitting and processing requests.

12. Continuous Improvement:

• Regularly review and refine your process based on feedback and evolving needs.

By following these steps, you should be able to establish a standardized process in your team-managed project, while also leveraging the company-managed project as a template for consistency across different teams.