Assign specific fields in an issue for specific team members

[Paula Coelho]

Hi! I'm very new to Jira, so I'm sorry if this is a stupid question.

I'm trying to use Jira Work Management to collect different information I need from different team members in order to complete a task. But I'm not sure how to do it. Let me give you a little more context:

I work in a museum, managing loans of our artworks to other museums. When I get a new loan request, I need three different teams to respond before I move forward with the request: 1. Registration team - needs to give me some information about licensing, availability, and export permits; 2. Conservation team needs to tell me about the condition of the work, if it needs restoration before the loan, etc; 3. Preparation team needs to tell me if the work will need new frames or glazing. 

All this information needs to revert back to me so our Board can make a decision about the loan, and I can move forward with contracts, insurance, customs, etc.

I've been doing that using e-mails over the years and it's a pain. People can't track their emails properly, they don't send me all the information I need, so there's always that eternal back-and-forth before I finally get everything I need from all three teams.

I wanted to use Jira to manage that more smoothly. I would open an issue, all teams get notified. They each fill out certain fields of a standard form. I get notified it's all ready and then move on.

Is that even possible with Jira Work Management? Should I use Jira Service Management instead?

I tried creating a custom issue type, with all the fields I need, but how do I assign specific fields to specific team members?

Thank you very much, and sorry again if that is a stupid question.

[John Funk · Accepted solution]

Hi Paula - Welcome to the Atlassian Community!

You can't assign fields to be field out by certain people. So, a couple of questions - can all of these teams of people work on the information at the same time? Or does it move from team to team? 

If all at one time, I am thinking maybe you create an Epic for the request. That Epic would have all of the fields associated with it. Then you could have an automation rule that creates 3 different tasks under the Epic - maybe each one with a different issue type. Then maybe have a different screen per issue type with just the fields needed for that team. 

Then you would send a link to each child to the appropriate team to fill out that one screen. Then as each field is completed on the child issues, it would update the parent Epic for that field. Or you could wait until the team finishes the child issue and marks it Done, then copy up all of the fields to the parent Epic. 

You would use Jira Work Management for all of that. 

How does that sound? 

[Mohanraj Thangamuthu · Accepted solution]

To create 3 task under an Epic, you could try similar rule.

[Paula Coelho]

That's perfect! Thank you so much!

[Paula Coelho · Accepted solution]

Hi John,

Thank you so very much for your answer! That sounds great. Just what I needed. Yes, the teams can work at the same time.

Would you mind telling me how I can create the automation rule to create 3 Tasks under the Epic? Sorry, I'm very new to all this!

Thank you very much.