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Mastering JIRA Workflows!
Best Practices, Tips & Tricks!


Christina Bang!

Atlassian Sales Engineer!




                 ...
Agenda!
1.  Power of Workflow!
2.  Terminology!
3.  Dive In!
    •  Concepts!
    •  Default workflow!
    •  Build your own...
PDF Guide!
My own cheat-sheet!
I created ʻcopy-and-pasteʼ text for emails!


                Do things in order, or else:!...
Power of Workflow!
My favorite feature!!




                        5!
Workflow: best feature of JIRA!!
Purchase Orders!
    > $5,000: Office Manager!
    > $10,000: Senior Manager!

1.  Automate...
Workflow: best feature of JIRA!!
Thank youʼs!


3.  Replace a form!

4.  Route information!




                           ...
Workflow: best feature of JIRA!!
5.  Audit trail!

  Who did what, when!
  Permanent Record!




                          ...
Workflow: best feature of JIRA!!
6.  Any business process!

  Resume tracking!
  Changes to website!
  Action items!
  Idea...
Dive In!
Concepts!




            10!
Push vs Pull!
                •  Push process!
                  •  Hand-off!
                  •  Ownership!

           ...
Open                        vs       Restricted!
 Open                                         Open




           In prog...
Issue basics!
Issues always have a state!
 •  Open, Closed, Verified, Ordered!
 •  ʻStatusʼ is for search & reporting!

Don...
Terminology!




               14!
Do you speak JIRA?!
Workflow has:!                       Open
                                               Start Progress...
Do you speak JIRA?!
Transition Conditions !
                                        Open
 •  Restrictions !               ...
Do you speak JIRA?!
Transition Validators !
                                          Open
 •  Check points !             ...
Do you speak JIRA?!
Transition Post-Functions !
                                         Open
 •  Auto actions !          ...
What else workflow touches!
                    •  Screens!
                    •  Fields!
                    •  Permissio...
Schemes save you time!


Saved configurations!
 •  Write once, apply to many!
 •  Allow more flexibility!
 •  Structure new ...
Resolutions Matter!
                ReOpen IssueField flips it ON!
                  Resolution clears Resolution!


      ...
Dive In!
Default Workflow!




                   22!
Default workflow breakdown!
•  Software development!
                                       Open
•  Simple at first glance! ...
Conditions, Validators, Post-Functions!
                                                Start Progress Transition
Built in...
Dive In!
Build your own!




                  25!
Where to Start?!

    Modify the default             Build from scratch
 •  Push process (ownership)     •  Pull process (...
Before you build!
•  VISUALIZE open or restricted; push or pull!
•  IDENTIFY things to add/edit!
  •  Issue types!
  •  Fi...
Example 1: Add an Approval Step!
                                                     Open
                               ...
Example 2: Build from scratch!
1.  Anybody internal can enter an idea!
2.  Track both ideas & active work!




           ...
Blog tracking!
                                        Open
                                                              ...
With any workflow!
•  Visualize so you can do things in order!
•  Most annoying JIRA ʻgotchaʼ - follow the cheat-sheet!



...
Advanced!




            32!
Workflow Plugins!
Plugin                     Cool Stuff
JIRA Suite Utilities       Compare number condition $<PO<$$
       ...
Super Advanced!
Workflow Blackbelts!!




                       34!
Common Transitions!

                      •  ʻGotchaʼ for new JIRA workflow
                         admins!

            ...
Build your own plugins!

•  Skeletons and Guides: atlss.in/jirahub !

•  Use existing as examples: plugins.atlassian.com!
...
Take-aways!

1.  Keep it simple!


2.  Visualize before you click!


3.  Issues are defined by!
  •    Resolution !
  •    ...
Thank you!

             38!
Resources for any workflow!
Videos: atlss.in/jiravids !

Quick Start Guide: atlss.in/jiraquick !

Workflow Docs: atlss.in/ji...
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Mastering JIRA Workflow - Atlassian Summit 2010

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Mastering JIRA Workflow

Christina Bang, Atlassian

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Transcript of "Mastering JIRA Workflow - Atlassian Summit 2010"

  1. 1. 1!
  2. 2. Mastering JIRA Workflows! Best Practices, Tips & Tricks! Christina Bang! Atlassian Sales Engineer! 2!
  3. 3. Agenda! 1.  Power of Workflow! 2.  Terminology! 3.  Dive In! •  Concepts! •  Default workflow! •  Build your own: where to start, examples! 4.  Advanced and Super Advanced! •  Using and creating plugins! •  Common Transitions! 3!
  4. 4. PDF Guide! My own cheat-sheet! I created ʻcopy-and-pasteʼ text for emails! Do things in order, or else:! DOWNLOAD HERE:! atlss.in/workflowguide! 4!
  5. 5. Power of Workflow! My favorite feature!! 5!
  6. 6. Workflow: best feature of JIRA!! Purchase Orders! > $5,000: Office Manager! > $10,000: Senior Manager! 1.  Automate a process! 2.  Enforce a process! 6!
  7. 7. Workflow: best feature of JIRA!! Thank youʼs! 3.  Replace a form! 4.  Route information! 7!
  8. 8. Workflow: best feature of JIRA!! 5.  Audit trail! Who did what, when! Permanent Record! 8!
  9. 9. Workflow: best feature of JIRA!! 6.  Any business process! Resume tracking! Changes to website! Action items! Idea gathering! 9!
  10. 10. Dive In! Concepts! 10!
  11. 11. Push vs Pull! •  Push process! •  Hand-off! •  Ownership! •  Pull process! •  Unassigned! •  Issues-in-waiting! 11!
  12. 12. Open vs Restricted! Open Open In progress In progress Resolved Resolved Reopened Closed Reopened Closed 12!
  13. 13. Issue basics! Issues always have a state! •  Open, Closed, Verified, Ordered! •  ʻStatusʼ is for search & reporting! Done or not done?! •  Does it have a Resolution?! 13!
  14. 14. Terminology! 14!
  15. 15. Do you speak JIRA?! Workflow has:! Open Start Progress 1.  Statuses for Search! In progress Resolve Issue Start 2.  Transitions you will Click! Progress Resolved Close Issue Reopened Closed Reopen Issue 15!
  16. 16. Do you speak JIRA?! Transition Conditions ! Open •  Restrictions ! Start Progress •  Before the action, wonʼt see it! In progress Resolve Issue Start Progress Resolved Close Issue Reopened Closed Reopen Issue 16!
  17. 17. Do you speak JIRA?! Transition Validators ! Open •  Check points ! Start Progress •  After the action, warning message! In progress Resolve Issue Start Progress Resolved Close Issue Reopened Closed Reopen Issue 17!
  18. 18. Do you speak JIRA?! Transition Post-Functions ! Open •  Auto actions ! Start Progress •  Users donʼt have to know! In progress Resolve Issue Example: ! Start ʻEscalate Issueʼ will automatically! Progress Resolved •  Assign to team lead! Close Issue •  Update the priority! Reopened Closed Reopen Issue 18!
  19. 19. What else workflow touches! •  Screens! •  Fields! •  Permissions! •  Roles! •  Notifications! •  Resolutions! •  Canned reports & filters! 19!
  20. 20. Schemes save you time! Saved configurations! •  Write once, apply to many! •  Allow more flexibility! •  Structure new projects on-the-fly! •  Granular control! 20!
  21. 21. Resolutions Matter! ReOpen IssueField flips it ON! Resolution clears Resolution! ʻUnresolvedʼ = field has no value! OPEN issues are allowed to have Resolutions! 21!
  22. 22. Dive In! Default Workflow! 22!
  23. 23. Default workflow breakdown! •  Software development! Open •  Simple at first glance! Start Progress •  Open like Atlassian! In progress •  Powerful + flexible = complex!! Resolve Issue •  Push process! Start Progress Resolved •  Notifications, ownership! Close Issue •  Resolved = done! •  Closed = delivered! Reopened Closed Reopen Issue 23!
  24. 24. Conditions, Validators, Post-Functions! Start Progress Transition Built into default transitions! Affect notifications, Resolutions! Depend on ! •  Permissions ! •  User roles! Only the assignee can execute this transition The Resolution field will be cleared 24!
  25. 25. Dive In! Build your own! 25!
  26. 26. Where to Start?! Modify the default Build from scratch •  Push process (ownership) •  Pull process (queue) •  Software dev process •  Don’t want the default system dependencies •  Using default permissions, roles •  Built in notifications K.I.S.S. •  Very different process from default •  Few steps (2) •  Simple changes •  Many steps (7+) 26!
  27. 27. 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! 27!
  28. 28. Example 1: Add an Approval Step! Open VISUALIZE Start Progress IDENTIFY •  Statuses: Waiting for Approval, Approved! PLAN In progress TEST •  Resolution: Approved! Send for Approval •  Field: Reason for Approval! Waiting for approval •  Screen: Approve screen! Start Progress Approve Issue •  Users: add group ʻManagersʼ! Approved •  Conditions: Approve (restricted to Managers)! Close Issue Reopened Closed Reopen Issue 28!
  29. 29. Example 2: Build from scratch! 1.  Anybody internal can enter an idea! 2.  Track both ideas & active work! 29!
  30. 30. Blog tracking! Open VISUALIZE •  Statuses! Start Progress IDENTIFY •  Draft waiting for review! PLAN In progress TEST •  Publish date scheduled! Draft Complete •  Published! Draft waiting for •  Resolution: Published! review Schedule Blog •  Issue Type: Blog Entry! Close as not •  Field = Target Publish Date! published Publish Date Scheduled Publish •  Field = Blog Category! •  Condition: category owner! Closed – not Published published 30!
  31. 31. With any workflow! •  Visualize so you can do things in order! •  Most annoying JIRA ʻgotchaʼ - follow the cheat-sheet! 31!
  32. 32. Advanced! 32!
  33. 33. Workflow Plugins! Plugin Cool Stuff JIRA Suite Utilities Compare number condition $<PO<$$ Mandatory field on transition Copy value from another field JIRA Toolkit Participants field for notifications Time since last comment Misc Workflow Extensions Previous status (request clarification) Comment required validator Set issue security based on user role Workflow Designer Visualize while you build 33!
  34. 34. Super Advanced! Workflow Blackbelts!! 34!
  35. 35. Common Transitions! •  ʻGotchaʼ for new JIRA workflow admins! •  Add or change a step, modify transitions! •  Confusing to keep track! •  Allows more granular control! •  Can edit in XML! 35!
  36. 36. 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! 36!
  37. 37. Take-aways! 1.  Keep it simple! 2.  Visualize before you click! 3.  Issues are defined by! •  Resolution ! •  Status! 37!
  38. 38. Thank you! 38!
  39. 39. Resources for any workflow! Videos: atlss.in/jiravids ! Quick Start Guide: atlss.in/jiraquick ! Workflow Docs: atlss.in/jiraworkflow ! Plugins: plugins.atlassian.com! PDF Workflow Guide: atlss.in/workflowguide! 39!
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