Jira Portal and Jira Tickets

Question

Currently, our Jira portal has a single ticket for employee onboarding. We would like to improve this process by splitting it into two parts:

* HR Input: A ticket for the HR team to enter new hire information.
* Manager Input: A separate ticket for the manager to select all required hardware and software.

Our goal is to then merge these two tickets into one comprehensive Jira ticket that the IT department will receive, containing all necessary details.

Could anyone advise on the best way to implement this in Jira? Any recommendations or examples would be greatly appreciated.

Jack Brickey · Answer

Hi @Timothy McKay ,

unfortunately I don't have access to any of the sites where I have done this before. it really shouldn't be super complicated but I guess being new! What I suggest is to try to start simply by creating an automation that is multi project and involves all necessary projects. This automation role should create new work items in all projects when a new HR work item is created for the new hire onboarding. Once you have this basic automation rule working, you can create other automations that will update the HR work item as the other work items are completed. I would also encourage you to search within the community for automation assistance, as there are a lot of posts similar to your needs.

Timothy McKay_ndv8di · Answer

Thank you for that, but i am new to Jira so would you have instructions on how to do this or a link to a video

Olga Cheban _TitanApps_ · Answer

Hi @Timothy McKay !

In my organization, we manage onboarding in Jira with checklists. We create them with the help of our solution, Smart Checklist for Jira. It allows you to list all the onboarding steps, group them with headers, and tag responsible people.

Here's an example - an onboarding ticket for the new employee. It lists everything this person needs to do during the first week and first month. As you can see, steps can include links to external resources, emojis, and additional details in an expandable section below each checklist item.

In your case, you can create a similar onboarding checklist. Instead of "During the 1st week" and "During the 1st month", you will have "HR Input" and "Manager Input". Then, you can tag responsible people so that they know they need to work on this.

As a result, each department can work on its own section of the onboarding checklist within one Jira work item. Each step on the list has its own status (ToDo, InProgress, Done, or your custom statuses). This enables you to easily track progress while keeping everything in one place.

Moreover, Smart Checklist allows you to save this checklist as a reusable template and add it to your work items automatically. For example, it can auto-add the onboarding checklist to each Jira ticket that has "Onboarding" in its name/summary.

For more details, you can have a look at my article Best Ways to Use Automation in Jira For HR Processes.

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