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Multiple statuses for column, but only 1 one can be chosen, the rest are for information.

Carsten Fries Hansen

Dear community.

I have set up a workflow over multiple Kanban boards. This is to be able to control a large amount of tasks coming from PO assigning these to a large and diverse group of developers.

The point is for the PO to control one board (the upstream board) moving tasks to the status "Go ahead" to have the teams begin work on them. This status will be shown in the "In Progress" column. Only after a task achieves an "In progress" status should it be visible on the resolvers board (the downstream board).

As the resolvers are working with the tasks, moving them from the initial "Go ahead" status, to statuses such as "in progress", "Analysing", "blocked" etc - these statuses should only relate to the PO's Upstream board under the "In progress" column.

All of this easily done within Jira, except that the column on the PO's upstream board will contain all these statuses that the tasks can go through on the resolvers board, and this is where my question comes:

I want the PO to only be able to choose the "Go ahead" status (that will be one of the statuses connected to the "In Progress column" - the PO should not be able to choose all the other statuses that a task can achieve.

Thank you in advance for your help and guidance.

Accepted answers

Vignesh Jayagopal

@Carsten Fries Hansen

You can achieve this using workflow conditions. Configure the transition in the workflow by adding one of the relevant conditions below. This will ensure that only specific users can perform the transition.

Simply exclude the PO from this condition, which will restrict them from changing the status to anything other than "Go Ahead."

Refer this page for more details.

https://support.atlassian.com/jira-cloud-administration/docs/configure-advanced-issue-workflows/

Ana Vitória Selista_b5kse9

Hi Carsten,

I believe you could archieve this by using conditions in the transitions to restrict them.

To do that, you can use "User is in any project roles", them select all project roles that should be able to see the transition and leave "PO" out.

I suggest you use project roles for this, as it is the easier solution, but groups and user custom fields are also supported.

- Here you can find more info about workflow configuration: https://support.atlassian.com/jira-cloud-administration/docs/configure-advanced-issue-workflows/

Hope this helps!

All comments

Vignesh Jayagopal

@Carsten Fries Hansen

Simply exclude the PO from this condition, which will restrict them from changing the status to anything other than "Go Ahead."

Refer this page for more details.

https://support.atlassian.com/jira-cloud-administration/docs/configure-advanced-issue-workflows/

Ana Vitória Selista_b5kse9

Hi Carsten,

I believe you could archieve this by using conditions in the transitions to restrict them.

To do that, you can use "User is in any project roles", them select all project roles that should be able to see the transition and leave "PO" out.

I suggest you use project roles for this, as it is the easier solution, but groups and user custom fields are also supported.

- Here you can find more info about workflow configuration: https://support.atlassian.com/jira-cloud-administration/docs/configure-advanced-issue-workflows/

Hope this helps!

Carsten Fries Hansen

Thank you kindly for the extremely fast and precise answer! I have one followup question though:

I am not a Global Jira Administrator, I am 'only' administrator for the boards that I am creating within my organization.

1. Would setting up this feature, that you mention, require for everyone else to set this up for their flows or on a global level?

2. Could I make this setup without being Global admin - and, if not, would you suggest some other solution for me?

Carsten Fries Hansen

Also to you, a giant kudos for the quick and precise answer. I have asked a follow up question under Ana's answer :-)

Ana Vitória Selista_b5kse9

1. The configuration affects only the workflow where it is applied. In Jira, each issue type can have its own workflow, but workflows can also be shared across multiple issue types and projects (except in team-managed projects: Atlassian Support). If your workflow is dedicated, the changes will not have a global impact. This leads to the answer to your second question:

2. Only Jira admins can configure workflow conditions due to their potential impact.

Since this is the best solution for your case, if you don’t have Jira admin permissions, I recommend reaching out to your admin, explaining your scenario, and requesting the necessary configuration.

If you are using a shared workflow, it is possible to create a copy and associate it with your project to make it dedicated. However, this also requires Jira admin permissions.

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