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Mastering JIRA Workows!

Best Practices, Tips & Tricks!
Christina Bang! Atlassian Sales Engineer!

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Agenda!
1." Power of Workow! 2." Terminology! 3." Dive In!
" Concepts! " Default workow! " Build your own: where to start, examples!

4." Advanced and Super Advanced!

" Using and creating plugins! " Common Transitions!
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PDF Guide!
My own cheat-sheet! I created #copy-and-paste$ text for emails! Do things in order, or else:!

DOWNLOAD HERE:! atlss.in/workowguide!

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Power of Workow!
My favorite feature!!

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Workow: best feature of JIRA!!

Purchase Orders!
> $5,000: Ofce Manager! > $10,000: Senior Manager!

1." Automate a process! 2." Enforce a process!

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Workow: best feature of JIRA!!

Thank you$s! 3." Replace a form! 4." Route information!

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Workow: best feature of JIRA!!

5." Audit trail!
Who did what, when! Permanent Record!

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Workow: best feature of JIRA!!

6." Any business process!
Resume tracking! Changes to website! Action items! Idea gathering!

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Dive In!
Concepts!

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Push vs Pull!
" Push process!
" Hand-off! " Ownership!

" Pull process!

" Unassigned! " Issues-in-waiting!

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Open
Open

vs

Restricted!
Open

In progress

In progress

Resolved

Resolved

Reopened

Closed

Reopened

Closed

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Issue basics!
Issues always have a state!
" Open, Closed, Veried, Ordered! " #Status$ is for search & reporting!

Done or not done?!

" Does it have a Resolution?!

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Terminology!

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Do you speak JIRA?!

Workow has:!
1." Statuses for Search! 2." Transitions you will Click!
Start Progress Open Start Progress

In progress Resolve Issue Resolved Close Issue

Reopened Reopen Issue

Closed

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Do you speak JIRA?!

Transition Conditions !
" Restrictions ! " Before the action, won$t see it!
In progress Resolve Issue Start Progress Resolved Close Issue Open Start Progress

Reopened Reopen Issue

Closed

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Do you speak JIRA?!

Transition Validators !
" Check points ! " After the action, warning message!
In progress Resolve Issue Start Progress Resolved Close Issue Open Start Progress

Reopened Reopen Issue

Closed

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Do you speak JIRA?!

Transition Post-Functions !
" Auto actions ! " Users don$t have to know!
In progress Resolve Issue Start Progress Resolved Close Issue Open Start Progress

Example: !
#Escalate Issue$ will automatically! " Assign to team lead! " Update the priority!

Reopened Reopen Issue

Closed

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What else workow touches!

" Screens! " Fields! " Permissions! " Roles! " Notications! " Resolutions! " Canned reports & lters!

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Schemes save you time!

Saved congurations!
" Write once, apply to many! " Allow more exibility! " Structure new projects on-the-y! " Granular control!

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Resolutions Matter!
ReOpen Resolution IssueField clears ips Resolution it ON! !

#Unresolved$ = eld has no value! OPEN issues are allowed to have Resolutions!

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Dive In!
Default Workow!

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Default workow breakdown!

" Software development! " Simple at rst glance!
" Open like Atlassian! " Powerful + exible = complex!!
Open Start Progress In progress Resolve Issue

" Push process!

" Notications, ownership!

Start Progress

Resolved Close Issue

" Resolved = done! " Closed = delivered!

Reopened Reopen Issue

Closed

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Conditions, Validators, Post-Functions!

Built into default transitions! Affect notications, Resolutions! Depend on !
" Permissions ! " User roles!
Start Progress Transition

Only the assignee can execute this transition The Resolution field will be cleared
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Dive In!
Build your own!

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Where to Start?!
Modify the default
" Push process (ownership) " Software dev process " Using default permissions, roles " Built in notifications " Simple changes

Build from scratch

" Pull process (queue) " Dont want the default system dependencies " Very different process from default " Few steps (2) " Many steps (7+)
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K.I.S.S.

Before you build!

" VISUALIZE open or restricted; push or pull! " IDENTIFY things to add/edit!
" Issue types! " Fields! " Screens! " Statuses! " Resolutions!

" PLAN transitions carefully! " TEST when done!

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Example 1: Add an Approval Step!

Open

" Statuses: Waiting for Approval, Approved! " Resolution: Approved! " Field: Reason for Approval! " Screen: Approve screen! " Users: add group #Managers$! " Conditions: Approve (restricted to Managers)!
Reopened
Start Progress

Start Progress

In progress
Send for Approval

VISUALIZE IDENTIFY PLAN TEST

Waiting for approval

Approve Issue

Approved
Close Issue

Reopen Issue

Closed

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Example 2: Build from scratch!

1." Anybody internal can enter an idea! 2." Track both ideas & active work!

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Blog tracking!
Open

" Statuses!

Start Progress In progress Draft Complete Draft waiting for review Close as not published

" Draft waiting for review! " Publish date scheduled! " Published!
" Resolution: Published! " Issue Type: Blog Entry! " Field = Target Publish Date! " Field = Blog Category! " Condition: category owner!

VISUALIZE IDENTIFY PLAN TEST

Schedule Blog

Publish Date Scheduled

Publish

Closed not published

Published

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With any workow!

" Visualize so you can do things in order! " Most annoying JIRA #gotcha$ - follow the cheat-sheet!

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Advanced!

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Workow Plugins!
Plugin
JIRA Suite Utilities

Cool Stuff
Compare number condition $<PO<$$ Mandatory field on transition Copy value from another field Participants field for notifications Time since last comment Previous status (request clarification) Comment required validator Set issue security based on user role Visualize while you build

JIRA Toolkit

Misc Workflow Extensions

Workflow Designer

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Super Advanced!
Workow Blackbelts!!

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Common Transitions!
" #Gotcha$ for new JIRA workow admins! " Add or change a step, modify transitions! " Confusing to keep track! " Allows more granular control! " Can edit in XML!
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Build your own plugins!

" Skeletons and Guides: atlss.in/jirahub ! " Use existing as examples: plugins.atlassian.com! " JIRA Development Forum: atlss.in/jiraforum ! " AtlasBar & Charlie Lounge! " Atlassian Partners: atlassian.com/partners!

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Take-aways!
1." Keep it simple! 2." Visualize before you click! 3." Issues are dened by!
" " Resolution ! Status!

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Thank you!
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Resources for any workow!

Videos: atlss.in/jiravids ! Quick Start Guide: atlss.in/jiraquick ! Workow Docs: atlss.in/jiraworkow ! Plugins: plugins.atlassian.com! PDF Workow Guide: atlss.in/workowguide!
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