Seeking Advice on Managing High-Volume, Recurring Tasks in Jira

Sophie Bruxner-Randall

Hi Atlassian Community!

I’m looking for guidance on the best way to manage a high volume of repeatable tasks within Jira.

Our team manages between 60-90 newsletters every week, each of which moves through a defined workflow with multiple subtasks, e.g. drafted, reviewed, approved, scheduled, etc. 

These steps need to be repeated every week for each newsletter, and we’re also handling a set of ad hoc tasks alongside these routine workflows.

In the past, we’ve used Kanban boards, but with the sheer volume of issues and subtasks, it has become difficult to manage everything effectively. We had to revert to using an Excel template where we copy and paste tasks each week. However, this solution is not ideal due to its manual nature, and things can easily be missed.

What I’m looking for is:

1. A better approach to handling large volumes of recurring tasks and subtasks in Jira.
2. Guidance on whether automated duplication of task templates (weekly or custom recurrences) is a viable solution in our case.
3. Advice on whether there are specific Jira features or configurations (e.g., workflows, task automation, or custom fields) that could make managing this high volume more streamlined.
4. Thoughts on how to handle a mix of recurring and ad hoc tasks without the board becoming overwhelming.

Any recommendations, workflows, or tool integrations that could simplify this process would be greatly appreciated. We’re open to reconfiguring our boards, using different views, or setting up automations—whatever makes this more efficient for our team.

Thanks in advance for your help!

Nikola Perisic

Welcome to the community @Sophie Bruxner-Randall 

One way to tackle the recurring tasks is to create an automation rule that will based on the set schedule will create new tasks.

• Trigger - Scheduled - you select the start and the end date of the task
• Action - create new - here you would choose which issue type is this (from what I saw these are the subtasks)

To handle the mix of recurring and ad hoc tasks, I would suggest to create a separate board. One board will be for your ad hoc tasks and the other board will be for your recurring tasks. That way you will limit the number of tasks without cluttering your board.