Looking for process flow tips

Janice Wells

 

 

I am new to Jira and have never utilized it in the past. I have been utilizing Trello to keep track of what stage our projects are in (we are a commercial Refrigeration/HVAC and residential HVAC company).  Trello is great but we are looking for a way to track each step through out the project from the Sales Team's visit and getting awarded the job, all the way through job completion, inspections passed and payments received.  We have different processes for each of our divisions, ie: Commercial, Residential, New Install, Change out of old.  

Is there a good template I can use to add those process steps in and then the tasks automatically move from one step to the next when each task is complete. 

I'm not sure if I'm explaining this clearly.  Here's an example I sure hope helps:

Sales team goes to a location and gets awarded the job by using Jira to ensure all information is received, contracts signed, etc. This task now moves to the Project Manager for the appropriate division with the information received by the Sales Team - completes their tasks.  The next task for this process pops up for the appropriate person to complete - all the while all past information is clearly visible for everyone. 

As I am very new to Jira - reading all I can about it!  So I'm not even sure if this is possible!  Any assistance or direction would be appreciated.  If you could (pardon the expression) dumb it down for me, I'd be eternally grateful!  

Thank you!

Draven Locke

Welcome to the Jira world! It’s definitely possible to set up a workflow like this in Jira, and it sounds like it could work really well for your needs.

Jira has something called Workflows, where you can map out your entire process step by step. For example, you can set up a workflow that moves tasks from "Sales Team" to "Project Manager" to "Inspections" to "Payments," and so on. Each step can have transitions triggered manually or automatically based on conditions (like marking a task as complete).

For what you’re describing, you might want to explore Jira Software and use Kanban Boards to visualize your process. You can create custom statuses (like "Awarded," "Project Management," "Inspection," etc.) and set up automation rules so tasks automatically move to the next step when the current one is completed.

If you’re looking for something pre-built to get started, check out the Jira Templates library. The Project Management or Process Management templates could be a great fit. From there, you can customize to match your specific needs (like separate processes for Commercial and Residential).

I’d recommend taking a look at Jira Automation Rules (super beginner-friendly!) to help streamline repetitive actions like assigning tasks or moving them between steps. It might feel a bit overwhelming at first, but once you set it up, it’s a game-changer.