Customizing Workflows in Jira Cloud: Making It Work for Your Team

Jira Cloud is known for its flexibility, and customizing workflows is one of the best ways to get it working the way you need it to. Whether you're managing projects, tracking tasks, or coordinating teams, having a workflow that suits your process is crucial. This guide will show you how to create workflows in Jira Cloud that align with your team's unique way of working.

What's a Workflow?

A workflow in Jira Cloud is the path an issue follows from start to finish. It consists of "statuses" (like "To Do," "In Progress," and "Done") and "transitions" (the steps between those statuses). Think of it as a roadmap for your tasks, showing where they start, where they end, and what happens in between.

Why Customize Workflows?

Here are some reasons why customizing workflows is important:

  • Match Your Team's Process: If your team has a specific way of working, customizing your workflow lets Jira Cloud adapt to you.
  • Improve Visibility: Custom workflows can provide a clearer view of where things are, which helps with accountability.
  • Streamline Operations: With customized transitions, you can cut down on manual tasks and keep things running smoothly.

How to Customize a Workflow in Jira Cloud

Here's a step-by-step guide to customizing your workflow in Jira Cloud:

Step 1: Access Workflow Editor

  • Go to your project's settings and select "Workflows."
  • Find the workflow you want to change and click "Edit."

Step 2: Add or Modify Statuses

  • To add a new status, click "Add Status." Give it a name and choose a category (like "To Do" or "Done").
  • You can also change the name or color of existing statuses.


When you modify a status, the changes are applied to every workflow where that status is used. Before making changes, identify which workflows use the status. This helps you understand the scope of the change and assess potential risks.

Step 3: Create Transitions

  • Click "Add Transition" to create a new step between two statuses. Give it a name and choose the start and end points.
  • To change an existing transition, select it and update the details.

Step 4: Add Workflow Logic

  • Conditions can be used to limit when transitions happen (like only when the issue is assigned to a specific person).
  • Validators let you enforce rules before a transition (like requiring a description).
  • Post functions allow you to automate tasks after a transition, like sending notifications or updating fields. 

Checkout all the advance configurations in workflow: 

Step 5: Publish Your Workflow

  • When you're done customizing, click "Publish" to apply the changes to your project.
  • If you have ongoing issues, Jira will guide you through updating them to fit the new workflow.

Tips for Successful Workflow Customization

  • Start Simple: Begin with a straightforward workflow and add complexity as needed. This approach makes it easier to test and adjust.
  • Get Input from Your Team: Involve your team to make sure the workflow works for everyone.
  • Test Changes: Before implementing major changes, test them in a staging project to avoid disrupting your team's workflow.


Customizing workflows in Jira Cloud is a great way to get the tool working the way your team does. By following these steps and keeping these tips in mind, you can create workflows that improve visibility, streamline operations, and align with your team's process. Good luck with your customization journey!



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