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Is it possible to assign subtasks to a status in Jira or define a set sequence in subtasks?

Roeland Grutterink

I'm trying to use Jira for customer onboarding. Each onboarding phase comes with a specific set of tasks for certain owners/teams.

How can I assign subtasks to a phase in the onboarding process? Right now I only have the full list of subtasks shown in the parent issue at all times, with no particular order.

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Staffan Redelius

Hi @Roeland Grutterink and welcome to the community!

If you open up the Task or Story containing the subtasks you can drag and drop the subtasks in the order you like.

You could also create new Tasks or subtasks based on closure of other Work iitems using Jira automation. That would require that your onboarding process is quite static so you don't create a lot of redundant work items.

You can also add Action items to a issue if you don't want to create subtasks.

Let me know what would suit you the best

Best regards,
/Staffan

Roeland Grutterink

Hey Staffan, thanks for your prompt reply! How can I create new subtasks based on closure of other subtasks in the same Task? Best, Roeland

Staffan Redelius

Hi,

You can create a subtask based on a transition of a issue or a Manual trigger from a work Item. Automaions are very powerful and I would recommend you to look up some examples to get the grips on what you could do.

Jira automation template library | Atlassian

It is kind of hard to explain in detail how you should set it up since it depends on a lot of things.

Best regards,
/Staffan

Dirk Ronsmans

@Roeland Grutterink ,

Perhaps not fully the way you are intending but have you considered looking at Journeys?

https://support.atlassian.com/jira-service-management-cloud/docs/build-journeys-in-jira-service-management/

Olga Cheban _TitanApps_

hi @Roeland Grutterink ! if you want to group subtasks under certain phases, I would recommend a slightly different approach to work item hierarchy. You can set up a main task (customer onboarding), add one subtask for each onboarding phase, and add a checklist with the actual steps for each phase to every subtask.

The result can look like this:

Customer Onboarding - Jira Template Example .png

You can add the checklists with the help of our app Smart Checklist for Jira. It allows you to further structure your checklists with headers, tag responsible people, set deadlines, mark selected checklist items as mandatory, and more. It also shows you the status for each step (such as "In Progress", "In Review", or any custom statuses you need).

What's also convenient, it allows you to automatically add saved checklists to all work items of a selected type. For example, you can create a new work item type called "Customer Onboarding" and automatically assign your onboarding checklist to all new work items of this type.

I hope this helps!
Let me know if you have any questions

Dirk Ronsmans

If it's a type of checklist you want you could always also use the native Playbooks..

https://support.atlassian.com/jira-service-management-cloud/docs/get-started-with-playbooks/

Although the app from @Olga Cheban _TitanApps_ seems a bit more advanced

Olga Cheban _TitanApps_

hi @Dirk Ronsmans ! thank you for your comment! Playbooks only seem to work with Jira Service Management. and I would say they make most sense if you want to experiment with their automation features.

as for using them as a type of checklist - I would say they are similar, but, still, what you get isn't exactly a checklist still, it's an interesting and viable option!

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