Combine existing Jira statuses?

[Deleted user]

We have a custom workflow with multiple, redundant statuses: Resolved and Done. Is it possible to combine these into one status on a go-forward and retroactive basis?

[Jack Brickey]

sure. the details of how depend on the current situation but basically...

1. create a copy of your current WF
2. study the current transitions in/out of the two statuses looking for conditions, validations/post functions and deciding how they should translate over to a single done status
3. delete the extra done status (whichever one you don't want).
4. add in any validations/post functions desired from #2
5. pay attention to the Resolution to ensure that all 'done' issues have the resolution set.
6. associate your new workflow to the current issuetypes (those associated to the current WF to be replaced).
7. you will be prompted to map old unused status to the new status.

[Rachel Wright]

Hi @[deleted], yes, although, the word "combine" isn't quite right.  I think "substitute" describes it better.  Note:  Don't try to simply change a status name, in a workflow, in "diagram" mode.  That would globally "rename" the status and that's not what you want.

First, you'll want to find any workflows currently using the "Resolved" status. 

There are two ways to do this:

The easiest is to visit Admin > Issues > Status and look for "Resolved" in the list.  Click the link in the "Workflows" column to see the workflows using the status.  You'll need to edit each.

You can also do a JQL query like "status = Resolved" to see which projects and issue types are using the status.  Then you can see which workflows they are using. 

Next, edit any workflows using the "Resolved" status.  You may be able to remove the entire status, or you may just need to remove any outgoing and incoming transitions and let it hang out in the workflow, with no way to transition to it.  Instead of transitioning issues into the "Resolved" status, send them to the "Done" status instead.

Also, you'll need to update any issues currently using the "Resolved" status.  You can do this as part of the workflow publishing process.  (Jira will walk you through it it wizard format.)  Alternatively, you can bulk transition any issues in the "Resolved" status to the "Done" status before you edit your workflows.

Finally, there's one other consideration:  Check and see what is happening in the background when issues transition to "Resolved."  What screens, triggers, conditions, validators, or post functions exist?  For example, is a value being collected for the "Resolution" field?  If so, you'll need to collect it in the transition to the "Done" status instead.  Create the same behaviors in the transition to your "Done" status.

Hope this helps!

Rachel Wright
Author, Jira Strategy Admin Workbook

[Mikael Sandberg]

Yes, once you created the new workflow, you cannot delete a status from an active workflow, when you replace the old workflow with the new one you will be asked to which status existing issues should be moved to when you publish the changes to your workflow scheme.