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Recurring tasks in Jira with Instruction inside

Generating issues manually is a common task in Jira that many of us are familiar with. With just a few clicks, a new issue can be created to outline a task that needs to be completed. For instance, imagine a scenario where a team lead requests reports regularly about all products that you work with or any other recurring tasks in Jira. In this case, you would create a new Jira issue to organize and plan the necessary steps to deliver the requested reports.

You find yourself adding instructions to tasks, filling out Jira issue fields, and setting up all necessary details. It's not complicated, but what if you have to repeat the same activity over and over again? Tasks like conducting research, providing reports, and conducting quality assurance activities require specific instructions to complete, which can vary from project to project.

In case your manager requires you to send the same type of report every month or execute tasks repeatedly on a regular or infrequent basis. There's a possibility that you might forget to perform the task after a few weeks. Let's explore all the options you have to ensure that you remember to complete the report each month.

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What can be an option?

1. Using calendars like Google to schedule events is common for personal and business use. However, creating repeatable tasks in a calendar does not fully address the need for tracking the work. This requires the manual creation of an issue in Jira, the calendar may be not good to store instructions inside.

2. You may think that you can just copy previous issues. While Jira has a "Copy Issue" feature for creating new issues from existing ones, it is not very comfortable handle repeatable tasks in Jira. And you can easily lose the previous issue for this purpose.

3. Jira Automation? While Jira automation rules is an amazing feature, not everyone may be proficient in using it. Additionally, it may not always be a profitable use of time to set up automation, especially for quarterly events that may not require frequent updates.

So what is the solution?

Setting up a task to recur with clear instructions is one of the most effective ways to remember to create issues for tasks that need to be repeated. By using a Recurring Checklist and Report add-on, the process becomes as easy as creating a single issue. The add-on provides a Confluence-like editor where you can create a checklist, instructions for the task, definitions of done, acceptance criteria and anything else that is necessary. Once you have created a task template, you can schedule it to repeat as many times as needed, with the option to prefill fields in future tasks. By scheduling the issue creation for a repeatable task, you eliminate the need to remember to do it manually. Created issue can be automatically assigned to the person of your choice.

Setup Guide

Sure, here's the edited version:

  1. Create a Jira task template. With the confluence like editor inside task creation has never been easier. This allows you to easily create a comprehensive guide with explanations, tables, and lists in the checklist menu.
  2. Add assignees. You can add as many people as you want to complete the task with the same template, eliminating the need to create separate recurring tasks for every person within the same department.
  3. Automate issue creation. Set up the recurrence of your issues for as many times as necessary and add conditions to stop them if needed.
  4. Monitor efficiency using the simple report feature. This allows you to easily track who has completed the same instructions and how many times. You can download the report for future use or check the provided data in the add-on.

Where to use?

Reporting: Teams responsible for reporting can use recurring Jira issues with tasks inside to collect and collate data on a regular basis. For example, a recurring issue could be created to collect weekly sales data and analytical reports with the task inside being the specific information to include in the report.

Quality Assurance: Recurring checklists and tasks can be used by quality assurance teams for product testing in Jira. The built-in editor enables teams to document unique test scenarios and QA checklist templates, and recurring Jira issues help ensure that tests are regularly conducted.

Marketing campaigns: Marketing teams can use recurring Jira issues to manage their ongoing campaigns. For example, they can set up a recurring issue to plan, execute, and measure the performance of their social media campaigns. Within the issue, the task template can hold various elements such as campaign briefs, content calendars, ad copy rules, marketing reports, and performance metrics.

HR processes: HR teams can use recurring Jira issues to manage their routine processes, such as onboarding, performance reviews, and offboarding. For example, they can set up a recurring issue to conduct quarterly performance reviews for employees and don't miss any due dates. The add-on can contain templates, forms, and instructions, making it easy for team members to conduct consistent and fair evaluations.



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