Set up approvers for team-managed project

Question

Hello!

I have a team-managed project which I need to set up approvers.

Now, I have edited my workflow like this:

Start --> In Progress --> Review by System Owners --> Review by Tech Risk --> Review by CTO --> Approved --> To Refresh --> Overdue --> In Progress (start over again)

From In Progress / Review by System Owners / Review by Tech Risk / Review by CTO can also be transited to Cancelled.

I have also restrict users who can move the issue to only my team and Jira automation. Only from In Progress to Review by System Owners is open to all.

I was thinking of using the Approvals / Approvers function, so there's no need to do 2 statuses like Review by Business System Owner and Review by Technology System Owner. Instead, I merged it into Review by System Owners, but system owners will need to give approvals before moving on to the next status: Review by Tech Risk.

The challenge: each issue will have different Business and Technology System Owners and some might only have Business System Owner and no Technology System Owner (vice versa). I also want to set whereby if there are 2 system owners for Business, for example, only one is required to give approval. Is it possible?

For context, the two custom fields I have are Business System Owner(s) and Technology System Owner(s). Once a ticket is created, the user will fill in the necessary details and input who are the System Owners.

Thank you in advance.

Tomislav Tobijas · Answer

Hey @Nur Fatin , As a workaround, you could try building an automation rule that would pull selected users from these two fields to the Approvers field. You can try something like this * Go to Project Settings > Automation. * Create a rule: * Trigger: Issue Created * Action: Edit issue * In “Advanced fields,” use JSON to add users from both fields to Approvers: { "update": { "Approvers": [ { "add": { "accountId": "{{issue.Business System Owner.accountId}}" }}, { "add": { "accountId": "{{issue.Technology System Owner.accountId}}" }} ] } I didn't have the chance to thoroughly test this out, so if you do, let me know how it goes. Cheers, Tobi

Nur Fatin · Answer

Hey @Tomislav Tobijas thanks for your response. I already have these custom fields:

1. Business System Owner

2. Technology System Owner

Whenever a user create a new ticket, the user will input which users are 1 or 2. Sometimes there will be such cases whereby there is business system owner but no technology system owner and vice versa. Additionally, there will be such cases where there is only one or more business system owners and one or more technology system owners.

Can I still use the Approvers function for this? As each ticket will have different business and technology system owners.

If so, how can I do that? And if there's any workaround for this?

A sample demo / screenshot would help me greatly to visualise and understand.

Thank you in advance.

Tomislav Tobijas · Answer

Hi @Nur Fatin ,

If you've already combined/merged statuses, can you not combine these user picker fields?
I'm asking because, with the current setup, you'll likely encounter a limitation where, if you have two different picker fields, you cannot select approvers for one or the other. 👈

So, you would need to combine those as well. Either immediately, or you could create and use a third user picker field (multi-user) and combine it with automation to automatically set users who are selected in the Business System Owner and Technology System Owner fields.

As for the number of approvers, unfortunately, in business team-managed projects, all users added to the picker field will have to approve until the item is moved to next status. There's a feature request related to configuring the number of approvers: JWMCLOUD-798: Give the ability to set the required number of approvals in JWM team-managed projects

Cheers,
Tobi