3 ways to feature an approval step in your Jira workflow

How frequently do you have to approve someone’s application or obtain approval from a certain individual? Significant flaws delays are common. Time and money have been wasted. Progress becomes stalled if critical processes aren’t denied or approved on time.

If you haven’t used the Jira approval process yet, here are the explanation why it’s necessary in the workflow. 

An approval allows you to automate the working process even more, because you don’t need to write the email if you have any suggestions or comments. There is no need to create a recurring task every time, because the add-on does it by itself. For example, when someone would like to take a vacation, he only needs to fill out the form and click Submit. Then the form will go to the manager for approval.

3 ways to feature an approval step in your Jira approval workflow

  1. Use Jira Service Desk
  2. Add an Approval step to a Jira Workflow Transition
  3. Add an Approval step to your workflow in BPM (Business Process Manager)

Use the Jira Service Desk approval workflow

Using the first method, you’ll need to manage with Jira Service Desk’s built-in capabilities to include an approval(s) as a required step in satisfying a client request. You can set up Jira Service Desk in such a way that requests aren’t forwarded to your service desk until they’ve been accepted.

Add an Approval step to a Jira Workflow Transition

Another option is to include an approval step in your Jira Software or Core workflow. The only drawback of this method is that you can end up managing a lot of separate, customized workflows.

Add an Approval step to your workflow in Business Process Manager

Let’s look at the way to incorporate an approval step into your company processes.

Approvals allow decision-makers to agree or disagree with important topics, as well as provide any further comments. That’s why we’ve added approvals to our Business Process Manager.

approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.

Using the Approver step, you can integrate any operations that another person accepts. In the order listed below, create approvals for a particular user or a group of users.

  • Add Approval Tasks to your Jira approval process to ensure that essential papers, tasks, documents, and decisions are delivered to you automatically.
  • Accept or reject items and provide guidance in one click.

When you should use the negotiation processes?

Holiday and time-off requests, client onboarding, the hiring process are all examples of Approval use cases.

Holiday and time-off requests Approval Template

Everyday improvement of the business operations brings great outcomes for your company. You should find the time to relax to avoid a breakout. Employees in many companies should submit their requested time-off dates to HR and their line manager. One of the simplest ways to manage this Jira approval process more efficiently is to apply for holiday leave.

  1. Create a template for Holiday and time-off requests. 
  2. Add to the form all necessary fields to fill in to get a vacation.
approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.

3. Add the approval step with a single person, or group of people in the following order.

approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.

This template has two approvals: one is for the administrator’s group, and one is for the line manager. You can add as many approval tasks as you need.

approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.

According to the start of the procedure and submission of the form by the assignee, all approvers can make a choice whether to approve or reject it.

approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.
approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.

Adding the approval tasks to this pre-existing template helps the previously streamlined process to become even more efficient and simple.

Simplify collaboration with your team

Ensure that your staff has access to approval processes whenever they need it. Assign tasks to your team, give them comments and keep track of how your checklists are progressing. Collaborate with your colleagues to make the best decisions you can.

Automate the processes to make them go faster.

Save time by automating time-consuming, error-prone processes such as approval checklists and the tools, software, and platforms you use frequently.

For example, when someone would like to take a vacation, he only needs to fill out the form and click Submit. Then the form will go to the manager for approval. For example, if the manager clicks Approve, another template or condition step can start. In case of the rejection, the form can return to the user or trigger subsequent tasks, depending on how you have configured it in BPM. That’s how you can simplify the Jira approval workflow. You can see more details in the table below:

Approve Start another Template Once all Approvers are received, the system will start the selected Process.

The existing Process will continue running according to its settings.

Start Conditional step Once all Approvers are received, the system will trigger the selected Conditional step.
Reject Start another Template Once the form is Rejected, the system will start the selected process.

The existing Process will continue running according to its settings.

Reopen rejected form The system will reopen the form if rejected.
Start Conditional step Once the form is Rejected, the system will trigger the selected Conditional step.

Making efficient decisions, automating work, saving time and money are all advantages of using approval software.

Use Business Process Manager to make your approval activities easier.

You may ask, “So how can I set a Jira approval workflow using the Business Process manager add-on?” Here are a few simple steps you should perform: 

  1. Choose a process template you want to run in your workflow;
  2. Add Approval Step;
  3. Choose a particular assignee or group of assignees to make them responsible for Approval Step;
  4. Select the project to save the form, and choose the necessary issue type;
  5. Use a scheduler to make the creation of tasks automated.

Also, you can find more detailed information on Video-tutorial below.

To sum up

Making efficient decisions, automating work, saving time and money are all advantages of using approval software. Don’t overload yourself with duties that you can automate. You just need to make the right decision and download the app that will save you valuable time! Try the Business Process Manager add-on to make your approval activities easier and enjoy the results. Have you ever used any apps that help to make processes automated? Please, share your experience with us.

approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.
Julia Shcherbyna

The author of the article

Here are two things you need to know about me:
1. I believe that marketing is in each of us and that more than 50% of our success depends on how well we know how to use marketing tools. This applies to everything: services, goods, people.
2. I can't stand routine work, so I'm a fan of automation and simplification. As a result of the synergy, I'm sharing experiences that will help you get rid of routine work and focus on what's really important. I am here to convey value. And you?

Find out more about the Business Process Manager

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approval step,jira workflow Automate Jira approval workflow and reduce delays in business procedures.

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