Jira Agile Workflow Implementation Challenges

[Sankar Vema]

For one of our innovation program we are try to evaluate Jira Agile workflow management. I am summarizing the user story below...

1. A group (Jira User Group) of users can submit ideas in the form of Epics. We need to add more fields to capture extra data related to idea

2. On submitting the idea, system should generate notifications (emails) to a group of idea challengers (another Jira User Group). Should be an auto activity without manaul intervention

3. On receiving the emails, challenges would evaluate the idea and start voting the idea with comments (comments mandatory). Voting can be Yes / No to proceed with idea (a boolean vote).

4. Voting would be open for "n" number of days after which it should go in escalation mode, An automated mail would be sent to a designated jira user summarizing the list of members who have not excersized their vote to help escalate the process.

5. Assuming all the designated persons voted on the idea, ideas should progress to next step if more than 75% votes casted in favor of idea otherwise move idea to "dropped state"

6. An email notification should be sent to approval committee (another jira user group) on all the ideas which got favorable votes in step 5

We are trying to acheive this proof of concept workflow based on which we can implement our business framework. We are facing some challenges and need technical guide on how to acheive the above steps especially on...

1. How to trigger a workflow on epic submission

2. How to trigger notification to a jira group (not individual users)

3. How to track votes in yes/no model (not just voted not voted)

4. How to auto escalate a pending activity after n number of days

If we can acheived this workflow, we can rollout this process at a global level and expand the current trial license.

Thanks for your earliest reply.

[Justin Leader]

Sankar,

This is a very extensive question, and something most fitting for an Atlassian Expert partner to discuss with you. But at least the first two:

1. How to trigger a workflow on epic submission

Well, you trigger things with a post-function, usually. You'd have a special workflow for epics. But it all depends on what you want to trigger. So, #2...

2. How to trigger notification to a jira group (not individual users)

My personal favorite for special notifications is the Email This Issue plugin.

3. How to track votes in yes/no model (not just voted not voted)

4. How to auto escalate a pending activity after n number of days

The functionality, logic, and summary reporting here is much more complicated, and goes significantly beyond the cost associated with your licenses. Custom development is a significant expense, but is taken on by companies that see the potential benefit.

There may be a plugin written that does a small part of what you're looking for here, but to really get what you want, you're going to need to have some custom development done. Unfortunately, that's the way the JIRA ecosystem works. JIRA isn't everything to all people, because they make it flexible enough to allow for customization like this.

Feel free to contact me at justin@justinleader.com