As an organization grows, it begins to develop a unique culture based on how its employees work together within small teams. And a huge part of how a team functions relies on its workflow, a repeatable process which allows people to work together at scale.
I’m continually amazed at how many different types of organizations use JIRA to manage their workflows. JIRA’s customizable workflow lets it adapt to all kinds of organizational cultures, both large and small. I’ve written several articles for Atlassian since joining the team, and I can say without a doubt that workflow is the most critical concept for getting the most out of JIRA. Workflow is the backbone of how JIRA works within your organization; much like finding that perfect item at the store, taking the time to customize the workflow will pay many dividends down the line.
First, let’s take a look at what is a workflow. A workflow has four unique components: statuses, transitions, assignees, and resolutions. As an example, libraries have well-known workflows surrounding materials they lend out to the public. Each item could be stored in JIRA as an issue, and administered in the following simple workflow:
Statuses – Where
Statuses represent the position of the issue within a workflow. In the library example, a book can be in one of three places: at the library, with a customer, or retired from inventory. Every status should be unique state in your workflow.
Transitions – How
Transitions are the bridges between statuses; the way a particular issue moves from status to status. At the library, books are loaned out by librarians, returned by customers, and evaluated by library staff to see if they’re fit for circulation. Note that customers cannot evaluate if an item is fit for inventory – that must be decided by the library staff. JIRA is able to set workflow permissions that allow only the right people to transition an issue.
Assignees – Who
Workflows guide how people work together. In JIRA, the assignee dictates the responsible party for any given issue. In the library example, we would set the assignee to the borrower every time a book is loaned out, so that the library knows which customer has that book. When the book is returned from inventory we would then remove the assignee when we transition the book back to inventory.
Resolutions – Why
Resolutions explain why an issue transitions from an open status to a closed one. The act of retiring a book removes it from inventory, therefore, we can put a resolution on that book. We might use resolutions of damaged, out of date, lost, etc. The two biggest mistakes new JIRA administrators make is:
- Confusing resolution with status – Status describes where an item is in the workflow; resolution explains why an item is not in flight anymore. In order to effectively use these features to retire a book from circulation, our librarian should create a status called retired, and options for resolution that include things like lost, damaged, out of date, etc. Searching for everything that’s retired (or resolved) – with the ability to search for why it’s retired, using the resolution options – gives much better reporting metrics. That’s why JIRA uses resolution to know if the issue is considered inactive by the organization. The best way to check to see if you’ve got it right is to use the created versus resolved gadget. You can have a workflow between when an issue is tagged with a resolution and officially closed. Many organizations verify resolved issues to ensure they are resolved for the right reasons.
- Setting resolution correctly – You must set a resolution when an issue moves from an open state to a closed state. Likewise, resolution needs to be removed when an issue gets reopened. At the library, if the librarians decide to put the book back into circulation the workflow, they would need to remove the resolution from that book. For example, a book that is able to be checked out should not have a resolution of lost.
How do I create a workflow?
I’ve spent 10 years of my career building workflows for many different types of organizations. I’d like to lend you a few pieces of hard-learned advice.
Gather all of your stakeholders
Workflow is about scaling culture, and culture is about people. Whenever it comes time to build a process around a set of people, identify all of the stakeholders in that workflow. For example, if you’re trying to build a workflow between product management, software development, and support, ensure you have one representative from each organization in the meeting. As the person designing the workflow, spend time talking with each stakeholder about what’s important to them. Before the meeting starts, draw a draft workflow on the whiteboard, then walk through each case in the meeting and gather stakeholder feedback. Workflows are touchy as they govern how people work; be patient, and your investment will pay off later.
Use a whiteboard in low fidelity so it’s easy to get feedback and make changes at this stage.
Keep the workflow simple
Most of the time stakeholders want to have statuses for each part of the workflow. Generally that’s a good thing, but remember: each status adds more transitions and complexity to the workflow. Workflow is designed to make things simple and scalable. Whenever adding a new status to a workflow, ensure that the stakeholder has no other option but to grow the workflow. Let’s look at two examples.
- In many organizations, code review is an important part of the software development process. Jane, the development manager, wants to add a specific status called code review so that it’s clear to the team what issues are under active development, and which issues are waiting review. Reviewing code is distinctly different than writing code. It makes sense to add a new state as the review process indicates that development is done, and that somebody else is now responsible.
- Bill, the test manager, wants to add new status called rejected for all issues that don’t pass review by his team. I’d advise against doing this, as the test engineers can simply reopen any issue that fails review. An alternative option is to move the issue into a resolved state with the resolution rejected.
As a JIRA administrator you owe it to yourself and your users to keep workflow simple.
Make every transition count
JIRA has a number of options administrators can employ when transitioning issues between states.
- Conditions – Conditions control who can perform a transition. For example, only someone in the library can retire a book from inventory.
- Validators – Validators ensure that a transition can happen given the state of the issue. For example, if a book is to be retired because it’s allegedly damaged by a customer, we’d like to ensure the book has been checked out at least once to verify that claim.
- Post functions – Post functions execute actions on issues after both conditions and validators pass. The most common post function is to clear the resolution when reopening an issue. In the library example, we would use a post function to clear the reason a book was retired when it got put back into service. JIRA keeps detailed history of issues, so we could look up when the issue was retired and why.
- Assignees – Whenever a transition occurs, always ask who the new owner of the issue is. Ensure that in every transition there is a default action to route the issue to the right place. Users can override the default action as well.
- Properties – JIRA recognizes some properties on transitions. The most common one is to limit resolutions displayed to the user on a given transition. For example, we might want the resolution scratched to show up for disk media when retiring but not for books.
How to build a workflow in JIRA
Once you’re ready to build the workflow in JIRA, I always take the time to ensure the workflow diagram is presentation quality. You will want to share the diagram with all of your stakeholders for a final round of feedback. You should also enable the option in JIRA to easily show where the current issue is in the workflow. All users have to do is click view workflow.
Scaling JIRA with workflow
JIRA usually starts in software development teams as it’s a well-known as a issue management platform among software developers. JIRA is also used to manage inventory, control change, run a helpdesk, and more. How can it be used in so many different ways? It’s about building an effective project workflow to make a team of people more productive. As more people in your organization use JIRA, it becomes easier to share work across different teams. For example, if a software developer needs to purchase a domain name, the issue can easily be routed to IT and optionally purchasing all within the same system. You don’t have to live in “multiple system ticket hell.”
Here are a few extra resources to help you on your way:
- JIRA workflow documentation
- JIRA workflow sharing – Many workflows are available on Atlassian’s marketplace for installation into your JIRA.
- JIRA Misc Workflow Extensions – A marketplace addon for OnDemand and OnPremise JIRA that adds additional conditions, validators, and post functions
- JIRA Workflow Toolbox – A marketplace addon for OnPremise JIRA that adds additional conditions, validators, and post functions
Helping people work together more efficiently is my favorite thing about developing workflows inside of JIRA. Always listen to your customers, have empathy, and help them understand why what they’re doing might be inefficient – and how new ways of working can help them scale. When people work well together they have more fun and get more done. Who doesn’t want to be a part of that?
I said in the beginning that workflow is a fundamental part of JIRA to get right. In the next article, we’ll look at how to visualize data inside of JIRA based on workflow.
Learn five steps to configure your workflows. Plus, have a good example of how to build a workflow? Share your examples in the comment section.