How do you track the approved version of a processed video in Jira Cloud?

Question

Hi everyone,

I’m planning a manual review workflow in Jira Cloud for short videos processed outside Jira. I haven’t built a Jira integration yet, so I’m looking for advice on how to structure the review record.

In one five-second test, the source file was 320 × 288 at 60 fps. The processed file was 1518 × 1366 at 30 fps, with the same duration. That difference needs a reviewer’s decision against the delivery requirements; the existence of an output file alone doesn’t mean it is approved.

I’d like each candidate to retain a link to the exact file, its source, basic measured properties, and the reviewer’s decision. If the same source produces several candidates, would you keep them under one Jira work item, or create a linked work item for each processing attempt? How do you make the accepted version unmistakable without turning the issue into a media repository?

I’m especially interested in what has worked for small teams using Jira Cloud. The files can stay in external storage; the question is how to keep the review and handoff clear in Jira.

Ciro · Answer

Hey! +1 to the parent + one sub-task per candidate structure above. Here's how I'd make the decision explicit and the approved version unmistakable, all native and fine for a small team:

On each candidate sub-task

* Fields: File URL, Source URL, Resolution, FPS, Duration. The files stay in your storage and Jira just keeps the record.
* Workflow: In review → Approved / Rejected. Put a transition screen on Rejected with a required "Reason" field, so every rejection says why (e.g. "30 fps, spec needs 60").
* In the Approved status, set the status property jira.issue.editable = false. Once a candidate is approved, nobody can quietly change its file link.

One automation rule (trigger: sub-task transitioned to Approved)

* Branch → Parent: set Approved version = {{triggerIssue.File URL}} (or the sub-task key).
* Branch → JQL: parent = {{issue.parent.key}} AND key != {{issue.key}} AND status = "In review" → transition those to Superseded.

The parent then always shows the single approved file, the losing candidates close themselves, and the transition history records who approved what and when.

Arkadiusz Wroblewski · Answer

Hi @john smith,

You can use one parent work item for the video and a subtask for each version.

Track the file link, reviewer and approval status in each subtask. Add an Approved version field to the parent so everyone knows which version is final.

Keep the actual videos in external storage. 🙂

Thats how i would do that so don´t take that as some sort of "Best Practice"

Best,

Arek🤠🧙‍♂️