How to add multiple workflow to a Jira Project?

[#1]

Hi Community,

Welcome to another session with Jira Guru!

Today's topic is "How to add multiple workflows to a Jira Project?"

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What is Workflow in Jira? 

1. Single workflow and multiple workflows in Jira 

Single workflow

A single workflow in Jira is a process that all tasks or issues in a project follow. It’s the default path that every issue moves through, from when it’s created to when it’s completed. This workflow includes steps like statuses (e.g., "To Do," "In Progress," "Done") and transitions (e.g., moving an issue from "To Do" to "In Progress").

Multiple workflows

A multiple workflow setup in Jira means using different workflows for different types of issues within the same project. This allows you to create customized processes for various tasks, ensuring that each type of issue follows its own unique path. For example, a bug might go through a different set of steps than a service request or a task.

2. Difference between Single workflow and Multiple workflows in Jira

When working in Jira, knowing the difference between a simple workflow and multiple workflows can help you manage your projects better. A simple workflow works well for small projects where all tasks follow the same steps, while multiple workflows are useful for more complex projects that need different processes for different tasks. The table below compares these two options to help you decide which one fits your project.

Criteria	Simple Workflow	Multiple workflows
Definition	A single workflow applied to all issue types within a project.	Different workflows used for different issue types within the same project.
Use Case	Best for small projects or teams where all tasks follow the same process.	Ideal for complex projects or teams where different issue types need different processes.
Complexity	Simple and easy to set up and manage.	More complex to configure and maintain, but offers greater flexibility.
Customization	Limited; all issues follow the same path regardless of their type.	High customization; each issue type (e.g., Bug, Task, Request) can have a different workflow.
Team Size	Suitable for small teams or projects with uniform tasks.	Suitable for larger teams or organizations with varied processes across departments.
Flexibility	Less flexible; works well for projects with similar task requirements.	Highly flexible; allows for different steps, statuses, and rules for each type of task.
Scalability	Not very scalable; as the project grows, it may become insufficient for diverse needs.	Highly scalable; can adapt as projects grow and processes become more specialized.
Reporting	Simpler, more uniform reporting across all tasks.	Allows for more detailed, granular reporting based on each workflow’s unique steps.
Change Management	Easier to implement changes to the workflow since only one exists.	Changes require careful planning, as multiple workflows might need to be updated.

When to Use Multiple Workflows in a Jira Project?

1. Different Processes for Different Issue Types

• When various types of issues (like Bugs, Tasks, and Service Requests) require different steps or handling processes, multiple workflows allow each issue type to follow its own tailored path.
• For example, an Incident might need a simple workflow like "Open → In Progress → Resolved," whereas a Change Request might need a more complex workflow with stages like "Submission→ Review→ Approval→ Implementation→ Completed."

2. Handling Multiple Teams or Departments

• When multiple teams (such as IT, HR, and Facilities) work within the same Jira project but require distinct processes.
• Each team can have a workflow that mirrors their internal processes, ensuring that the issue tracking is in line with their specific needs.

3. Complex Processes with Specific Approvals and Transitions

• When certain types of requests need approval steps, conditional transitions, or specialized handling.
• For example, a Purchase Request might need multiple approval steps and conditional paths that are not relevant to a standard Service Request.

4. Projects with Varying SLA and Priority Rules

• When different issue types have varying SLAs or priorities: High-priority incidents may need urgent response times and resolutions, while standard service requests might have more relaxed timelines. Multiple workflows allow you to set up distinct SLA rules and processes.

5. Managing Different Project Phases

• When different project phases require unique workflows: For projects that involve multiple phases, such as design, development, and testing, you can assign different workflows to each phase to ensure specific procedures and approvals are followed.

How do I add multiple workflows to a Jira Project?

Adding multiple workflows to a Jira project involves creating workflows, associating them with different issue types, and applying them to your project through workflow schemes. Here's a step-by-step guide on how to do it:

1. Create workflows

• Go to Jira Settings (gear icon) > Issues.

• Under the Workflows section, click on Add Workflow.

• Name your workflow and click Add.

• Start designing your workflow by adding Statuses and Transitions.
  • For example, you might add statuses like "Open," "In Progress," and "Done."

• Once done, click Publish the workflow.

2. Create a Workflow Scheme

• Go to Jira Settings > Issues > Workflow Schemes.
• Click Add Workflow Scheme.

• Name the scheme (e.g., "Project X Workflow Scheme") and click Add.

• Click Edit the scheme and start adding your workflows.

3. Assign the Workflow to Your Project

Step 1: Assign the Workflow to Issue Types

• Go to Jira Settings > Issues > Workflow Schemes.
• Select the workflow you want to assign to your project and click edit

• Click Assign and choose the issue types you want to link to this workflow (e.g., Bug, Task, or Service Request).
• Click Finish to apply the workflow to the selected issue types.

• After assigning workflows to the relevant issue types, click Publish to save your changes.

Step 2: Assign the Workflow to your project.

• Go to Jira Settings > Projects
• Select the project you want to assign multiple workflows to.
• In the project settings, click Issue Types > Add Issue Types (choose the Issue Types that you assigned the workflow schemes in step 1) 

Learn more: Create and edit multiple workflows in team-managed projects

4. Mapping the workflow as a reopen

• In your Jira Projects > Kanban Board > Configure board

• Select Columns, and you will see Unmapped statuses

• Drag and drop these status into the appropriate columns. If there is no appropriate column, you can create a new one. 

Examples of Multiple Workflows in Use:

Here are some examples of how multiple workflows can be used effectively in Jira for different types of projects or teams:

1. Software Development Project

• Bug Workflow: For tracking and fixing bugs, this workflow might include testing steps:
  • Open → In Progress → Ready for Testing → Testing → Done
• Feature Workflow: For new features that need design and review steps:
  • Backlog: In Progress; Code Review; Testing; Done
• Task Workflow: For general tasks that don’t need extensive testing:
  • To Do → In Progress → Done

2. HR Department

• New Hire Workflow: For onboarding new employees, with multiple department reviews:
  • HR Review → IT Setup → Manager Approval → Onboarding Completed
• Leave Request Workflow: For handling employee leave requests with approvals:
  • Request Submitted → Manager Approval → HR Approval → Approved
• Exit Interview Workflow: For the offboarding process:
  • Notification → Exit Interview Scheduled → Exit Interview Completed → HR Follow-up

3. Marketing Team

• Content Creation Workflow: For developing content with review and approval stages:
  • Draft→  Editing → Approval→ Published
• Event Planning Workflow: For organizing events with specific steps:
  • Planning → Budget Approval → Execution → Post-event Review
• Social Media Post Workflow: For managing social media content:
  • Draft→ Approval → Scheduled→ Posted

Conclusion

Understanding the difference between single and multiple workflows is important. Plan your workflows carefully and involve team members to ensure their needs are met. Keep the workflows simple and use clear names so everyone can easily understand them. Testing your workflows before using them can help catch any issues.

[Nandhini M]

Thank you for the article; it's quite useful for creating workflows. However, I’m curious why this workflow scheme isn’t implemented similarly for team-managed projects. While there is an option to edit workflows separately for team-managed projects, it would be beneficial to have a unified workflow scheme with the ability to switch schemes.

For me, the processes and workflows are the same across multiple projects, yet I still have to create them separately.

Could you please clarify this? I would like to gain a better understanding of the workflow for team-managed projects compared to company-managed projects.

[noemi_anania]

Thank you for this article! It's amazing :)