How to Set Up Jira Workflows in Under 10 Minutes

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An effective workflow can drive team productivity, however, many teams use custom workflows that don’t fit for their business model, often hindering work instead of accelerating it. This video covers the basics of customizing workflows in Jira to help your team better understand how Jira works and how it can work better for their organization. This is a great guide for all project managers, SCRUM managers, and team leads that are using Jira but are unsure of what the value of their workflow, and for Jira administrators still learning how to better support the teams in their instance.
📽 WATCH - How to Create a Jira Dashboard in Under 10 Minutes: • How to Create a Jira D...
0:00 Intro
1:10 Overview
1:25 What is a workflow?
1:45 Familiar workflow visualizations
2:42 The value of educated requests
3:04 Building a workflow from scratch
4:55 Statuses in Jira
6:16 Adding a status to a workflow
7:21 Removing unwanted statuses
8:10 Transitions and transition configurations
8:49 Adding a new transition
10:43 Resolutions
11:07 Adding a resolution
12:10 Looking at the workflow from a Kanban view
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31 май 2024

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Комментарии : 96

@samnfor1196 Год назад

Incredible, thank you for this easy to follow yet comprehension tutorial!

@alansendgikoski4967 3 года назад

A great demo, very thorough, detailed, and easy to follow. Can't wait to see more!

@joshkochelek9691 3 года назад

Thanks Alan! You can see our Atlassian Playlist here ru-vid.com/group/PLMLZt4pr7Aq7T8rQBEfHYIPFPCKllVjB6 Also, let us know what other topics you want us to cover. We're all ears!

@halhayes5534 Год назад

Agree - great demo - answered a lot of questions for me!

@dennykolesnikov 2 года назад

So charismatic, checked all the playlist and simply in love with the content

@Taskade Год назад

Love it, thanks for making this, simple and easy to follow without having to try Jira. :)

@alexandrafalkiner-andrews8067 2 года назад

Super clear !! THANK-YOU !

@OzoneMe03 3 года назад

7:52-------- I rolled--- LMAO loved the sound track

@cl10k 3 года назад

Very well explained. Thank you!

@classynfun2 11 месяцев назад

This was so helpful. Thank you!🙂

@alexgroupcanada 3 года назад

Thanks! It is an awesome demo!

@guizultanski 8 месяцев назад

Great! Thank you! It was great for me. Let's see the next one!

@antonvistain4613 Год назад

Great manual! Thank you so much!

@DOITAGILE 2 года назад

Great and clear video!

@triplej5983 2 года назад

Great presenter. calm and accurate.

@darynakos681 2 года назад

Thank you for such a good tutorial!

@tianrenw 3 года назад

Great video. Thank you!

@DeepakRai Год назад

Your video is always very informative.

@cherylcampbell1438 Год назад

...thank you... a great presentation.

@naveendas4213 3 года назад

We just need more videos like that 🌏🌎🌍

@anthony_hw 3 года назад

Quite helpful, thanks.

@lauraluna7843 2 года назад

Hi Josh, Hope you can help me with this. I can´t see the workflow menu at my left menu. How can I show it?

@lauraluna7843 2 года назад

I Found it thanks!

@d1jeevan453 3 года назад

Thank you for such an awesome video!

@Moduscreate 3 года назад

Thank you for watching!

@marcsaturnino1041 2 года назад

Outstanding video and right to the point Josh.

@joshkochelek9691 2 года назад

Thanks for watching, Marc!

@daskribe Год назад

GREAT WORK 👍

@SeniorSimRacer63 Год назад

Love the demo! Question what will happen to the tickets in JIRA if you change the workflow. For example....Currently completed tickets are marked as DONE. we want to redefine DONE and add some states after. DONE -- Ready For Production -- Deployed To Production -- User Acceptance -- Completed. If we do this will all of the tickets that we have set to DONE show backup in the Backlog because they have not been process to Complete?

@user-ss5xf4vy9e Год назад

Thank you for the tutorial. Kinda beginner here. Please let me know how can I use the workflow in a fashion where I get the timestamp as well while someone puts the task in "in-progress" and also when they set it to "done".

@clarocruz1831 2 года назад

i like to see more, its good info.

@romankhan8944 3 года назад

very well explained. Many thanks for the content! Keep up the good work

@joshkochelek9691 3 года назад

Thanks Roman! We just made a playlist for our Atlassian content. ru-vid.com/group/PLMLZt4pr7Aq7T8rQBEfHYIPFPCKllVjB6 Let us know if you have any burning questions that we can cover!

@maelaasegliocastagnot640 3 года назад

Very well explained .

@Moduscreate 3 года назад

Thanks for watching!

@viewersha Год назад

So charismatic 😮 subscribed immediately 😂

@helenemartin6864 Год назад

Thoroughly enjoy your tutorial. I am practising on a sandbox. @ 12:12, how do you transition from workflow to see it as a kanban board? thanks!!

@dai786 3 месяца назад

Thanks much, how to come @3.08 scree to create new WF? I'm in Jira cloud with admin , sorry can't see it, probably they change ssomething

@HariShankarHP 3 года назад

That was awesome! Thanks for the crisp and clear video. Can you also help with a tutorial for CAB approval process? Like Requestor opens a request, CAB should approve only then assignee can take action on the Jira ticket?

@joshkochelek9691 3 года назад

Thanks, Hari! That sounds like a great idea for a future video. I'm adding this to our idea backlog. We're trying to get more helpful content out regularly, so stay tuned!

@antongubenko8866 Год назад

@@joshkochelek9691 thanks for the video, 2 years passed I didn't find a video about the approval process in Jira have you done this or it still a mystery

@votesafe Год назад

you mentioned an advanced workflow video to come in this episode - could not find it via search. Can post the link?

@zielonamrowka493 3 года назад

Can't find the advanced worklog video he is talking about and the vid is 10 mo old. What am I missing?

@joshkochelek9691 3 года назад

Hi Zielona - We're working on the follow up now. Stay tuned!

@idowuayoola1295 3 года назад

Honestly, this is awesome. I would like to see how I can force users to select a priority value aside from the default value. Thanks.

@joshkochelek9691 3 года назад

To do this you'll need to create a custom validator in your workflow. The specifics of what type of validator you use will depend on what deployment type you are using and plugins you have installed. We'll definitely be covering validators when we discuss Advanced Workflow Functions in a future video. Thanks, Idowu!

@idowuayoola1295 3 года назад

@@joshkochelek9691 Thank you for your response. I will try this out.

@simonsimon2463 2 года назад

1- What do you to issues that need to be carried over to next sprint on Jira? Pull them in the next sprint log or create new ones? 2- Some columns on my active board, I can't pull issues or glitches under them (I have previously worked on the workflow and it was working fine, not sure if someone from the team made any changes) 3- How can add "Categories" on the workflow (maybe this would solve #2 too

@simonsimon2463 2 года назад

And now the stories (on the active board) can only be moved one status forward only. Please can you advise why?

@rajeshchinchankar3861 2 года назад

Hi, I am scrum master, trying move Bug to QA status, checked workflow as my team wants it to move to Test, but unable to do so. Can you pl help us. Thanks

@johnhe9984 11 месяцев назад

I could not see "Screen" option in my Jira workflow. How to display that option?

@jourdanstickler2018 9 месяцев назад

How do you make them active?? Your workflow was still "inactive" when you jumped to the Kanban board?

@sharonvanleeuwen3901 3 года назад

Thanks for sharing this video. I Im interested how to set up the workflow, screens and issue types in way that doesn''t mess up your issue screen. I had issues where I was not able to create an issue as pic anymore because of the error that the issue had to relate to an epic. In addition, I also had an issue that I was not able to create a subtask anymore because it had to relate to an story which it was. It would be usefull to get a kind of instruction video on how these settings are related.

@joshkochelek9691 3 года назад

Hey Sharon! That's a great question! First of all, sub-tasks must always relate to a story or task. The purpose of the sub-task is to break down tasks or stories into smaller tasks. Secondly, the requirement that an issue is related to an Epic can be configured in the workflow with more advanced workflow features like validators and conditions. We hope to cover those in a video soon. Thanks for watching!

@alexandradouglas1844 3 года назад

Hi Josh! Thank you for the video. I created the workflow, but can not make it active, it would be good if you add a few more steps to make this video complete.

@joshkochelek9691 3 года назад

Hey Alexandra! Thanks for watching! To update make a workflow active, you'll need to associate the newly designed workflow with one of your projects. (NOTE - This will only work for Classic project, NOT Next-Gen) . Each project in Jira has an associated Workflow Scheme that determines which issue types in that project uses which workflow. You can go to the project settings, click Workflows, and then click 'Add Existing Workflow' to associate your workflow with any (or all) issue types in that project. There's some documentation on the subject here: support.atlassian.com/jira-cloud-administration/docs/configure-workflow-schemes/ Hope this helps!!

@vDungeon 2 года назад

Good day. Thank you so much ) Ut how to handle the “reject” transition in a kanban board? This is not obvious.

@joshkochelek9691 2 года назад

The 'reject' transition would be handled be dragging a an issue from the UNDER REVIEW column to the left into DRAFT column (or status). I hope this makes sense!

@danielegianetti5599 2 года назад

hi! Thanks for the great demo: I'm trying to use the post function "Update Issue Field" and then "Assignee" and "Field Value" as per typed name but it keeps failing in the initial Transition "Create". I can successfully added in the next step transition "Start Draft" but not in the create. Any idea why? I checked user's permission and everything is ok and also removed any Conditions or Validator. Still no luck :-( Thanks for any help you can provide!

@joshkochelek9691 2 года назад

Hmm.. Good question! You may need to check the order in which your post-functions are running. If the post function is running before the 'issue created' event, it will not work.

@martasliwinska2900 2 года назад

Great Video! Thank you. Just one question, What is the different between Workflow and Board? In your video it's seems like it's the same, but in my Jira Workflow can be changed only via Admin but all Board can be built by everyone within the project. What is the relationship between them?

@joshkochelek9691 2 года назад

Great question!! When discussing Company-Managed projects (like in this video), a workflow is a project configuration that determines the specific statuses and the transitions between the statuses and is associated with specific issue types in the project (Task, Story, Epic, etc.). A board is a completely separate configuration and can be created and associated with any project (and that's projects workflows). After it is created, the board must then be configured. This is is done by adding columns to the board and then grouping the statuses from the project's workflow(s) into those columns. Once this is configured, you can use the board to move cards (or issues) between columns on the board and therefore transition the issue through the different statuses in the workflow. Here's a link to some details on configuring the board - support.atlassian.com/jira-software-cloud/docs/configure-columns/ Thanks for watching, Marta! I hope this helps!

@DOITAGILE 2 года назад

Each different type of issue that you have in JIRA (story, epic, task, etc) represents a specific type of work that needs to be done. Each different type of item has a specific lifecycle, a specific set of steps. That's exactly what the workflow represents. Imagine you could create an issue type called human being. The lifecycle for the human being could be: new-born, child, young boy, grown up, old man and a corpse. All of these would be represented as a separate step in the workflow associated with the human-being. The board is a tool that JIRA gives you to help you manage the different aspects of the "human-beings", including the different stages of their lives. For instance, each column in the board can be linked to each step in the workflow (our human being lifecycle). That board with columns is called a kanban board and it's a great visualisation tool. If you want to understand the reasoning behind the use of different workflows, you can check this video: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-rwpaOPgQNe4.html

@drewangell1457 3 года назад

Got anything on Service Desk Next Gen Workflows? It seems to be a little different, and I'm struggling a bit with it.

@joshkochelek9691 3 года назад

We haven't done any Service Desk videos yet, but we are definitely planning to! I'll add it to our backlog. Thanks for the comment!

@jamzeesadventure 3 года назад

This isn't related, but do you know how to adjust a sprint for a board and NOT have it reflect those changes in another board's sprint? I have two different sprint boards that are in two different projects, but it looks like when I edit the name of one, it does it for the other. If I also close one sprint, it will close it on the other as well. I can't figure out how to unlink these two so they can act as separate sprint boards... Please help!

@joshkochelek9691 3 года назад

Not having seen your setup, it sounds to me like you have one sprint that is spanning multiple projects and boards. If you have sprints that contain issues from multiple projects, then that sprint will most likely show up on multiple boards. If you want them separated, I'd move all the issues from one of those projects into a different sprint. I hope that helps! Thanks for the comment!

@6260903 Год назад

Is Jira works for contracts automation review such as i Legal Department

@colleengotling3680 2 года назад

This video was fantastic and I look forward to watching more of your videos. But, I have a question. I need to create 2 workflows that link. Let me try to explain. When a business user creates a IT request, it will first go to our Product Managers to review and begin creating user stories. I got that workflow down. When the PM is ready, they will move the epic to one of the scrum team projects and new workflow will take over. Is that possible or is there a better way to do this?

@joshkochelek9691 2 года назад

Hey Colleen! Thanks for watching! What is the intent of starting the epic in one project and then moving it into another? I would suggest that before you start adding stories to an Epic, move it to the correct project first. Alternatively, you can have one project IT Requests that has a workflow that generates a new (linked) epic in the proper project. I've actually made a video on this topic here - ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-ht42VlNzHWY.html Hope this helps!

@surajandrews2270 3 года назад

What if I want to retest a completed or "resolved" test case? How can I modify the workflow in that scenario? Currently, our teams are not resolving their issues using screens. They just create an "approved" state in place of "completed" and move on. Not ideal, of course. That's because sometimes they want to come back around and re-test test cases.

@joshkochelek9691 3 года назад

You'll need to make a backwards transition from the 'resolved' status to an 'in progress' status. If you do so, you'll to make sure to clear the resolution field. This is important. Only issues that are in 'resolved' or 'completed' statuses should have a value for the 'resolution' field.

@simonsimon2463 2 года назад

I only have to do and done categories? missing something? Thank you (using scrum board instead of kanban)

@joshkochelek9691 2 года назад

If you only have issues showing To or Done, then there may not be any issues that are in a 'In Progress' status. It's possible that you have a workflow that does not have any in progress statuses, so you'll need to check that project's workflows

@bhuvaneshwar6666 Год назад

I want to move the status of ticket from devolopment to test but I am getting error as not able to decide release type, please check the fixversion...or contact RM Team

@joshkochelek9691 Год назад

Hmm... It sounds like you have a some custom validators set up in your instance. I would reach out to the team responsible for administering Jira to find out more info.

@angelaparrilla1709 Год назад

What are screens in Jira?

@StevenKW 2 месяца назад

Did you ever create the Advanced Workflow follow-up to this video?

@ashishbakre 2 года назад

👍

@jackita11 2 года назад

Good video, but how do you activate the workflow?

@joshkochelek9691 2 года назад

Hey Sarah! To activate a workflow, you'll need to edit the workflow scheme being used by the project or projects that you want to use the workflow. You can find more information in Atlassian's documentation here - support.atlassian.com/jira-cloud-administration/docs/add-edit-and-delete-an-issue-workflow-scheme/

@simonsimon2463 3 года назад

I have 2 projects in my Jira accounts: 1) In one of the projects I can the backlog option on the side, in which I can create a Sprint whereas in other one the backlog option does not exist, hence I am not able to create a sprint 2) With a free Jira account how many projects can I be part of? how many projects can I create? what are the main limitation of a free account? Thank you

@joshkochelek9691 3 года назад

Hey Simon! Great questions! 1) Sprints are really just intended for use in a Scrum board. When using a scrum board, having a backlog is required. This is because any issue that is not in the active sprint is automatically listed in the backlog 2) There are a number of limitations in the free version, but the main ones that come to mind are: (a) The site can only have up to 10 users (b) You cannot customize project permissions and notifications in the free version. - For more information about the differences between plans for Jira Cloud, check out the documentation here: support.atlassian.com/jira-cloud-administration/docs/explore-jira-cloud-plans/ Hope this helps! Thanks for watching!

@randmwheeler 3 года назад

josh, i need serious help with a workflow, is there anyone that you know that can help?

@jkochelek 3 года назад

Hey Rob! Thanks for watching! If you're interested in reaching out to our team of experts, check the link in the description!

@spookyneha7670 10 месяцев назад

how to make it active?

@IgorKryltsov 3 года назад

'Draft' is not a status, at least not a progress status - does it mean that a draft was created and no progress status or a draft has to be created and no progress or a draft is being created and in-progress status. It creates ambiguity - will you agree? Backlog (No Progress status) ->Create Draft (transition)-> Drafting (new In Progress status). An item in status ‘Drafting' clearly suggest that it is In Progress

@joshkochelek9691 3 года назад

That is a good point, Igor! That is a nuanced difference, but I do agree that 'Drafting' would be a little clearer than 'Draft' to indicate that some work has actually been started on the issue. I'll keep that in mind for the next workflow video. Thank you for watching and thank you for your feedback!! 🙏

@IgorKryltsov 3 года назад

@@joshkochelek9691 - great! I fixed my comment above as I wrote "Backlog (In Progress status)" it should be "Backlog (No Progress status)"