How to use workflow management Jira?

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If you are a manager, then you should definitely be sure that everything goes in the right order and tasks are done as planned. How about using some automation?

It can not only save your time but also make the process of task fulfillment easier for both sides − managers and employees. According to a recent survey, almost 65 percent of managers still don’t use any tools for automation and have to spend more than 4 hours per day on administrative tasks. This is why it’s really necessary to simplify your workflow management Jira and find some tools to save managers’ time and effort. 

We understand how important it is for every manager, so we found a solution how to make your work processes more organized and less time-consuming. You can use built-in templates that will be useful for any company in our Business Process Manager add-on. 

We are constantly working on them to create more and make your work more effective and comfortable.

Here are the templates you will see when you open the add-on for the first time:

Set up your template with Business Process Manager (BPM)

Let's look at the process of setting up templates in BPM add-on on the example of an onboarding template. Of course, you can choose any other template for managing your workflow and customize it according to your needs. But we decided to start with the templates we have now, as our experience shows these ones are basics ones and definitely can make your work more efficient and better.

If you click the “Employee Onboarding Checklist”, you will see this template is divided into groups. Group means some specific or stage of the process. An example for onboarding: the group “Before the first day”. 

Each group has a step. This is a separate task in Jira, which can have its own assignee, approver, etc. It is necessary in order to standardize the process as much as possible. Also, it allows for reducing the percentage of the human factor in the company. That is, in case some important person went on vacation and all processes stopped because of this. If the process has already been set before and it will be necessary to run it, anyone will be able to do it just by pressing the button “Start”.

So again, steps. Every step is one form. And it can have an unlimited amount of assignees or groups of assignees. When you set an assignee and start a process, the user gets a regular Jira email that the task has been created.

pressing the button “Start”.

So again, steps. Every step is one form. And it can have an unlimited amount of assignees or groups of assignees.

When you set an assignee and start a process, the user gets a regular Jira email that the task has been created.

Customize Jira process template according to your needs

If you need some of the steps to be approved by the project manager or even by a group of people, add an approver. 

Currently, approvals are coming in the order you specified. But our team is working on making a complex approver that will allow you to return the form for revision if there was a rejection from the approver.

Important: we don’t store users’ data on our server. We use Jira properties for it.So all the data from the templates and forms are stored inside Jira. And we don't have access to your personal information.

Last steps to create process checklist in Jira

Choose a project and assignee. If you want this task to be done first, and you need to ensure the user will not do any other task if this one isn’t completed, use an “Add blocker” feature. And the system will not allow starting the next steps until the Blocked Step is completed (Form is submitted).

When you are ready with all the settings, press “Start” and wait for the submitted forms by your employees.

In case you want to automate the process and save time, think about using the scheduler that will allow you create the task in a certain project according to a certain schedule. 

Takeaway

So, how to use process templates to simplify workflow?

1. Select a process template. which you want to run in yourself
2. Review the steps, add your own steps or replace the information
3. Select the project where the form will be located, and choose an issue type
4. Select the assignee or group of assignees
5. Automate the creation of tasks via the scheduler.

If after these steps you don’t understand how set up your process, our product manager will be happy to conduct a demo call for you to show how to use BPM to get the best result in your case.

Sign up for a demo call or install our BPM add-on with full functionality for free for 30 days.