How to Set Up Jira Workflows in Under 10 Minutes

[@dennykolesnikov]

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

[@daskribe]

GREAT WORK 👍

[@alansendgikoski4967]

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

[@joshkochelek9691]

Thanks Alan! You can see our Atlassian Playlist here kzbin.info/aero/PLMLZt4pr7Aq7T8rQBEfHYIPFPCKllVjB6 Also, let us know what other topics you want us to cover. We're all ears!

[@halhayes5534]

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

[@DrJaytube]

Great video, but I am lost at 12:11. After creating the workflow, how do you get from an inactive workflow to using it in a Kanban board?

[@fluffyrabbit2024]

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

[@OzoneMe03]

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

[@guizultanski]

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

[@classynfun2]

This was so helpful. Thank you!🙂

[@naveendas4213]

We just need more videos like that 🌏🌎🌍

[@samnfor1196]

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

[@helenemartin6864]

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!!

[@Taskade]

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

[@alexandrafalkiner-andrews8067]

Super clear !! THANK-YOU !

[@sharonvanleeuwen3901]

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]

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!

[@antonvistain4613]

Great manual! Thank you so much!

[@marcsaturnino1041]

Outstanding video and right to the point Josh.

[@joshkochelek9691]

Thanks for watching, Marc!

[@maelaasegliocastagnot640]

Very well explained .

[@Moduscreate]

Thanks for watching!

[@triplej5983]

Great presenter. calm and accurate.

[@DOITAGILE]

Great and clear video!

[@viewersha]

So charismatic 😮 subscribed immediately 😂

[@lauraluna7843]

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]

I Found it thanks!

[@simonsimon2463]

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

[@d1jeevan453]

Thank you for such an awesome video!

[@Moduscreate]

Thank you for watching!

[@SeniorSimRacer63]

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?

[@DeepakRai]

Your video is always very informative.

[@clarocruz1831]

i like to see more, its good info.

[@idowuayoola1295]

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]

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]

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

[@alexandradouglas1844]

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]

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!!

[@colleengotling3680]

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]

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 - kzbin.info/www/bejne/nqWXY4mig997jbs Hope this helps!

[@vDungeon]

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

[@joshkochelek9691]

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!

[@lusineisakova5122]

Thanks for video, love it! But still have problems with setting up my created workflow for both existing and newly created projects. I am loosing the tasks from backlog when applying newly created and associated workflow. How can I solve this issue?

[@darynakos681]

Thank you for such a good tutorial!

[@HariShankarHP]

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]

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]

@@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

[@logic-o1s]

clear and helpful

[@louzid]

Hello..I have such problems with conceptualizing workflows. I actually want to use Jira as a PM Tool just for myself to train myself in working with it. I work as financial fund manager of EU funded projects at a University, so over the lifecycle (several years) i'd say I have an initial phase, some reportings, final reportings and then project closure. Each of this stages is quite complex. Reporting means: Gathering information, researching, auditing, uploading to sponsor, waiting for response, correction, accepting money and so on. In the meantime I have to confirm purchases and employments of staff throughout the project. How do I set up constant (procurement) or occiassional (staff) happenings within a workflow. There are meetings involved, that of course have their own tasks etc. It's all quite non-agile, tbh. I have no clue how to structure this in a meaningful way in Jira, it always gets so chaotic.Its always an issue for me, if I can squeeze all of the above in one projekt or if i.e. a meeting would be a very tiny single project. Now workflows puzzle me like crazy: Is the whole thing one workflow, skippi: Project starts - expenses incurr - final eligibility check Is everything a separate workflow: Employment of Staff is one Workflow, Procurement is one workflow, Reporting as well? Or more tiny yet - is "tendering procedure to find an auditor" maybe a workflow (tendering would be part of auditing would be part of reporting)? I mean, you can set up a workflow for a task like "answering the phone" (pick up - speak - cancel) right? I am confused. please help.

[@tianrenw]

Great video. Thank you!

[@cl10k]

Very well explained. Thank you!

[@mario17-t34]

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

[@jamzeesadventure]

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]

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!

[@votesafe]

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

[@zielonamrowka493]

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

[@joshkochelek9691]

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

[@jourdanstickler2018]

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

[@drewangell1457]

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

[@joshkochelek9691]

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!

[@Hubbs3of6]

I have a question for you. I just started working for a new company (8 days ago). They are using JIRA to keep a list of all their projects and track to a completion date. They do not use Agile (i think waterfall). They do not want to use agile. They are not recording tasks. They do not have employees assigned to tasks. They are asking me "How can we use JIRA more effectively?" i'm not sure where to start. What are your thoughts? Any suggestions?

[@surajandrews2270]

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]

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]

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]

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!

[@jackita11]

Good video, but how do you activate the workflow?

[@joshkochelek9691]

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/

[@anthony_hw]

Quite helpful, thanks.

[@martasliwinska2900]

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]

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]

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: kzbin.info/www/bejne/qKjTkoKGnLaBm5Y

[@rajeshchinchankar3861]

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]

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

[@6260903]

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

[@simonsimon2463]

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

[@GG-Faithandlove]

What are screens in Jira?

[@TheAmoscokkie]

can the workflow be exported to ppt or pdf ?

[@joshkochelek9691]

So, there's no functionality for this in Jira. However, you can always capture a screenshot with other tools. Hope this helps!

[@spookyneha7670]

how to make it active?

[@IgorKryltsov]

'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]

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]

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

[@bhuvaneshwar6666]

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]

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.

[@danielegianetti5599]

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]

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.

[@romankhan8944]

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

[@joshkochelek9691]

Thanks Roman! We just made a playlist for our Atlassian content. kzbin.info/aero/PLMLZt4pr7Aq7T8rQBEfHYIPFPCKllVjB6 Let us know if you have any burning questions that we can cover!

[@simonsimon2463]

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

[@joshkochelek9691]

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

[@randmwheeler]

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

[@jkochelek]

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

[@StevenKW]

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

[@kirkturkey6278]

bro was wayyyy too smooth those first 3 seconds... I had to make sure I checked on the right video LOL

[@ashishbakre]

👍

[@matthewday5682]

Completely omitted getting this inactive workflow to active and then jumped to a kanban board showing an active workflow. Sorry, but not the help I was hoping to find. Otherwise a good video; unfortunately for me it's of something I now can't activate and use.

[@brookedodson2888]

Johnson Thomas Anderson Ronald Hall Ruth

[@maurocandido]

Very poor and slow explanation !

[@vedasrikyhathi3699]

Hi Josh, could you please share your email id to reach you to clarify some questions ?

[@alexgroupcanada]

Thanks! It is an awesome demo!