How can we implement group-based approvals for Jira stories

Question

We are creating an Ops Board where any Jira user can create a story. However, before the assignee starts working on it, we need approval from either the Manager group or the Architect group. We’re trying to configure this using a custom field, but Jira is prompting us to use Jira Service Management (JSM). Is JSM required to implement this approval process, or is there an alternative approach?

Teodora V _Warsaw Dynamics_ · Answer

Hi @Shruti Kulkarni

Another option is looking into a third-party app that allows you to customize approvals, like Approval Path for Jira or Herzum's Approvals.

Shruti Kulkarni · Answer

Noted but currently we are using Jira cloud. How to enable Approval by a group of people feature for any story / Task in this ? We are not using Jira Service management.

Jayesh Raghuvanshi_qb6277 · Answer

@Shruti Kulkarni

JSM is useful if you also need a portal, customer approvals, or the polished Approve/Decline experience (including non‑licensed approvers via email/portal). For an internal Ops board on Jira Software Standard, a workflow‑plus‑groups model is usually sufficient and avoids adding JSM just for this use case

Option 1: Pure Workflow + Groups (No JSM)

You can implement a lightweight approval gate directly in your Jira Software project:

* Add a custom user‑picker field like “Approval Decision By” and a select field “Approval Status” (Pending/Approved/Rejected).​
* In the workflow, put an “Awaiting Approval” status before work can start; only transition to “In Progress” after approval.​
* On the “Approve” transition, add a Condition like “User is in group” and restrict it to Manager and Architect groups, and optionally a Validator requiring “Approval Status = Approved”.​

Option 2: Add Automation for Auditability

To make it smoother and auditable:

* Use Automation to watch for transition into “Awaiting Approval” and send notifications (Slack/email) to members of Manager/Architect groups.​
* Another rule can set “Approval Status” automatically when an approver uses a specific transition (e.g., “Approve” vs “Reject”), and log it to a comment or custom text field for history.

Thanks
Jayesh R