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User Stories, Acceptance criteria sign off

Currently, we are in the process of consolidating our projects under a unified product team. I'm seeking assistance in finding a solution to address the following requirements:


  • Our product teams use Jira Software to create User Stories and Acceptance Criteria, which are tracked as individual tickets within projects.
  • We would like our customers to have visibility into these User Stories and Acceptance Criteria and be able to provide their approval.
  • We work with multiple customers, (for example Google, and Microsoft), and we need them to provide approvals for the same set of User Stories and Acceptance Criteria.


I would appreciate your insights on the best possible approach to fulfill these requirements.

2 answers

Thanks, Trudy for the details.


To add more context to this request let me tell you what we are doing now.


  1. Our presales team has created an estimation project and they capture the user story and acceptance criteria in those tickets
  2. When the customer signs up (SOW) for the project the user story and acceptance criteria are cloned from the estimation projects to the product team project. product team uses the information for the development and QA
  3. To get the user story and acceptance criteria signed (UAT) off from the customer we again clone the tickets to a JSM project  


As you can observe, there is a considerable amount of duplicated effort, and when content changes are made, these modifications do not automatically propagate to other projects. To overcome this issue, our team has proposed the following solutions:


  1. All User Stories and Acceptance Criteria (AC) will be recorded within the "US" project, known as the "Flatirons Master Feature User Stories" project. This project will be continuously maintained to align with the product's evolution and will serve as our definitive and exclusive reference for documenting anticipated functionality.
  2. The Product team tickets and customer project tickets will reference and reuse information from the “US” project tickets. We will have to find a way to “embed” and show (probably in a frame) the AC information on these project tickets rather than just linking them. This will allow the data to be visible to the developer or the customer in a “read-only” mode while they develop the product or validate the project.
  3. We will be retiring estimation projects to reduce the complexity


Given this situation please provide your recommendation or tell us as to how other companies are using Jira for their product development.

0 votes
Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
Sep 29, 2023

Hello @PremKumar 

In order for a person (your "customer") to access and update issues in you Jira Software project the users will need to be licensed users of your site/product.

Alternately you could enable Anonymous access, but that would open your site to everybody on the internet unless you can also configure IP Allowlist to restrict traffic from IPs, such as by making your customers access your site through a VPN.

Jira Software projects do not have a "built-in" approval process like Jira Service Management projects. This article provides information on adding an approval step to Jira Software projects:

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