How do you manage deadlines and dates in Rovo onboarding workflows?

Question

We're exploring ways to make internal documentation easier to manage because employees often have the same questions about deadlines, renewal dates, and important tasks. A searchable knowledge base can be useful, but having a simple way to keep track of dates is also important when different processes have specific time limits.

For example, teams could use a day calculator to quickly check the number of days between two dates when planning onboarding steps, document submissions, or follow-up tasks.

Has anyone here tried combining a searchable knowledge base with simple date-tracking tools? I'm interested in how others are handling these kinds of time-sensitive internal processes.

Christos Markoulatos -Relational- · Accepted Answer

Hi @Miguel Santos,

You don't need a separate day calculator for this. The pieces are already in the stack:

* Knowledge side: put the process docs in a Confluence space and create a Rovo agent with that space as its knowledge source. People ask "when is X due" in chat and get the answer from the page. It only shows what each user already has access to, so HR-only pages stay HR-only
* Dates side: keep the actual deadlines on Jira work items (the due date, or a custom date field like "Renewal date"), not in page text. Pages go stale, fields don't
* Calculating and reminding: Jira automation handles the maths. {{issue.duedate.diff(now).days}} gives days remaining, .businessDays skips weekends, and {{now.plusBusinessDays(5)}} sets a due date 5 working days out. Put that in a scheduled rule and it can ping people before things go overdue

So Rovo answers the questions and Jira holds the dates, and nobody has to count days by hand.

https://support.atlassian.com/rovo/docs/knowledge-sources-for-agents/

https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time/

Arkadiusz Wroblewski · Accepted Answer

Hello @Miguel Santos

Building on Christos’s suggestion, you can calculate onboarding deadlines from the employee’s start date and use automation to update open tasks if that date changes.

One small correction: the formula for days remaining is:

Business-day calculations skip weekends, but public holidays need additional handling.

You should also have Rovo distinguish between the general process documented in Confluence and the employee’s actual deadlines stored in Jira.

Best,

Arek🤠