Configure workflows and screens

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  1. Set up a JIRA site
  2. Add users
  3. Create a project
  4. Create an issue
  5. Search for issues and create reports
  6. Configure permissions
  7. Configure workflows and screens
  8. Extend JIRA

Every team works differently. The process for one project may differ from other projects. If the default JIRA workflow, screens and fields don't suit, you can customize them.

In this stage, you will import a new workflow and configure it with a new screen that has a custom field. We will also explain how workflows, screens and fields relate in JIRA.

Step 1. Import a workflow

If you don't want to use the default workflow (described in a previous step) for your project, you can use a custom workflow instead. In this step, we will show you how to import a custom workflow from the Atlassian Marketplace. You could also configure a workflow manually, but we won't tackle that in this tutorial. 

  1. In the 'Top Secret Project', choose Administration (tab) > Workflows.
  2. Choose Add Workflow > Choose from Marketplace.
  3. Choose the Import button for IT Service Desk Workflow (ITIL) and complete the wizard (leave all values at defaults).
  4. On the 'Assign Issue Types to "It Service Desk Workflow (itl)"' dialog, tick the checkbox next to Issue Type. All issue types will be selected, just ignore the warning symbols. Choose the Finish button.

What is the Atlassian Marketplace?

The Atlassian Marketplace hosts over 1,000 add-ons (free and commercial) that can enhance your Atlassian applications. These range from add-ons that provide a suite of new functionality to ones that tweak individual features in your product. For example, the JIRA Agile add-on turns JIRA into an Agile planning tool.

You will see the new workflow on the 'Workflows' page in 'DRAFT' status. Any time you change a workflow for a project, it will create a draft copy of the workflow. Choose the Publish button.

That's it! If you had issues in your project, JIRA would have helped you migrate them to the new workflow. Try creating a new issue and transitioning it through the new workflow to see it in action.

Step 2. Configure a custom field and a screen

Configuring the workflow steps still may not be enough to fit your processes. You may want to prompt users to enter certain information during the lifecycle of an issue. JIRA lets you configure the fields and screens that display during a workflow to do this.

In the previous step, you would have noticed a screen appeared during the 'Triage' transition of your new workflow:

In this step, you are going to replace this screen with your own screen that has a new custom field. Before you try this, it is helpful to understand the relationships between workflow, screens and fields:

It looks complicated, but don't be alarmed. You will see how it fits together as you try it out.

  1. Navigate to the 'Screens' screen using the quick operation: . + screens.
  2. Choose Add Screen.
  3. Enter the Name as Assign Tester Screen, and click Add. Don't add any fields for now.
  4. Navigate to the 'Custom Fields' screen using the quick operation: . + custom fields.
  5. Choose Add Custom Field.
  6. Choose the User Picker field type, then click Next.
  7. Enter the Field Name as Tester. Leave the rest of the fields at their default values (note how you can change the context of the field, if you wanted), and click Finish.
  8. Associate your new field to the Assign Tester Screen, and click Update.

You now have a new screen with a new custom field. Let's add it to the your project's workflow.

  1. Choose Projects > Top Secret Project (TSP) > Administration > Workflows
  2. Choose the Edit button (hover over the workflow diagram to enable it).
  3. Hover over the Triage box in the diagram, then choose the cog icon > Edit transition.
  4. Set the Transition View to Assign Tester Screen, then click OK.
  5. Choose Publish Draft to save your changes (no need to save a backup copy).

That's it! Try creating a new issue and transitioning it through the new workflow. When you triage your issue, you should see this screen:

Using the admin helper to troubleshoot problems

If you can't find your custom field on the View, Create or Edit Issue screens, choose Where is my field? under More Actions or Configure Fields and enter your field to find out why it is not displaying.

The admin helper can also help you troubleshoot permissions and notifications (quick operation: . + permission helper or . + notification helper).

(tick) Congratulations! You have configured your project to use a new workflow and a new screen with a custom field.

Next steps

Next you will learn how to extend JIRA.

Stopping here? Please leave us your feedback before you go!

Last modified on Sep 17, 2015

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