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Project Management Tool with Recurring Tasks

Marya Mercado August 10, 2023

My team has a meeting with IT to review our project needs so that they can determine the most appropriate resource. I believe the options in consideration are either Smart Checklist, a Kanban board, or a Scrum board.

They've given the heads up that the need isn't complex enough for a Scrum board but haven't shared any additional information. I've done some Googling (which is how my team typically figures out how things work in Confluence) and am hoping for some community feedback on what to read up on before the call.

Our team is tasked with managing the process of requesting, receiving, and distributing  many different types of vendor generated documents and reports. We need a tool that supports recurring tasks (annual, monthly, etc.), subtasks, workflow w/ multiple owners (step is completed, next step is assigned), status, record of changes/challenges/notes on progress and has the ability to generate analytical reporting. 

If Jira isn't the right solution, we'll be pushed to AdaptiveWork (Clarizen). Thank you in advance for your input, we appreciate it!


Olha Yevdokymova_SaaSJet
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
August 11, 2023

Hello, @Marya Mercado !
Some of your listed requirements can be done with Jira automation, where you can set up rules with certain JQL queries. But I would like to introduce to you no-code add-on developed by my team - Business Process manager(BPM). With this Jira add-on you can create templates for your repetitive processes, run them manually or automatically. Screenshot 2023-08-11 075927.png

You can set schedule for the recurrence of your tasks at any period of time and set a due date for each step of your flow. Screenshot 2023-08-11 080422.png

 Your workflow templates can be either structured or flexible, allowing you to utilize form logic and conditional steps within them.Screenshot 2023-08-11 081106.png

 By setting up submission actions for each step, subsequent tasks are created seamlessly. Conditional steps enable you to create distinct tasks based on preceding actions, which can further trigger subsequent conditional steps 

Processes can be easily tracked inside an add-on reports feature so you can stay up to date with your task flow movement.Screenshot 2023-08-11 081753.png

Feel free to reach out if you have any more questions about BPM; I'd be more than happy to assist you!

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Marya Mercado August 11, 2023

This is good information to have, I'll share it with IT. Thank you.

Oleksandr Siryi_Railsware_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
August 11, 2023

Hey, @Marya Mercado 

It's hard to offer an exact solution without the details regarding your case, but from the looks of it Jira is a great fit.

1. I'd recommend using a Kanban project for the tasks you have as it emphasizes continuous improvements of a process. Scrum is much more focused on time boxes and will probably work if you need to complete a certain amount of tasks in a sprint of one to two weeks.  

2. Jira is quite flexible and has all of the features you've mentioned. Automation rules for recurring tasks are quite easy to set up. You can use comments or a variety of custom fields inside your issues (checkboxes, date pickers, labels, etc.) if you need to update tasks over time and track changes. 

3. Jira has pretty extensive reports (I would recommend a company-managed project over Next Gen if you need more flexibility with reports) and JQL for filtering. 

4. You can use Jira + Smart Checklist combo for improved ownership as the tasks and processes can be listed neatly inside one issue therefore you can have multiple assigned. Smart Checklist is also quite handy for laying out a process of steps to follow when you need to request, manage, and distribute documents.

Hope this was helpful?


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Marya Mercado August 11, 2023

Extremely helpful, thank you very much.


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