Conditional Approval Process

Owned by IT Ops Notifications
Last updated: Jan 13, 2023 by Deborah Scott
2 min read

 

JSU for Jira Server/Data Center

This is the documentation for JSU for Jira Server/Data Center. If you are using JSU on Jira Cloud, see our JSU Cloud documentation.

Goal

Save time and effort by streamlining approvals processes

Scenario

If you use Jira to manage approvals in a workflow, then you'll know how any unnecessary steps and actions can cause frustration and downtime for those requesting approval, and those approving too. You can trigger budget approval efficiently and follow your company's policies and rules with JSU. 

JSU Components

Follow Up Transition post function

 

Example approvals workflow using a budget of 1,000.

How to configure this workflow

In this example, we are using an Approvals workflow that we configured for this use case. You can recreate this workflow in your instance in a few minutes. The main feature of the workflow is that from the submit transition, the issue can move to Approved or To be approved. When a user submits the budget, JSU will continue from the DECISION status and automatically forward the process to the correct status, depending on the business rules in place: here, Budget <= 1,000 OR Budget > 1,000.

 

  1. From Project Settings, go to the approvals workflow you want to edit.

  2. Click Edit to create a draft version of the workflow.

  3. Add JSU's Follow Up Transition post function to the Submit Budget transition (or equivalent transition in your workflow). This post function evaluates the workflow conditions of all the next transitions on the target status of the current transition. If exactly one condition is valid, that transition is triggered as a "follow-up" transition.

  4. Set up two different Value Field conditions for the transitions, "To be approved" and "Approve". You can choose the budget amount above which your budget needs approval. In this case, we enter 1,000:

    1. If Budget > 1,000 on the To Be Approved transition, then the status moves to TO BE APPROVED.

    2. If Budget <= 1,000 on the "Approve" transition, then the status moves to APPROVED.

  5. Publish your workflow.

  6. Add the Budget custom field to your project screen before you move on with your issue creation. See Atlassian's guide to creating custom fields to learn how.

Test your workflow

  1. Create an issue in your project and set your budget to 2,000. Start progress and check the status. JSU has automated the DECISION with the follow-up transition and moved your issue to TO BE APPROVED based on the conditions you set up.

  2. You can do the same by setting your budget to 800. Start progress and check the status. The automation turned the issue status to APPROVED.

This was only a bit of JSU in action. See our documentation for some more examples and configuration screenshots.