Change requiring multiple steps that depend on the last step

[Viktor]

Hey - Im trying to figure out how to manage Change requests that require multiple steps. For instance:

1. Update API so they accept XYZ - Department: Web
2. Get approval from ZYX - Department: Middle management
3. Set up an enviroment - Department: Operations
4. Final approval and release - Department: Change Approval Board

My problems:

• How can I set up a Change Issue type so I can select multiple apartments that need to do something without the time-consuming "create linked issue" in each department.
• How can I make sure that the steps are in the correct order - So department 3 only get's the task when both department 1 and 2 have finished their tasks?

This should be a pretty common workflow for changes in corporations so I wonder why I am not finding this kind of solution in Jira.

Any tips?

[Krister Broman _Advania_ · Accepted solution]

The workflow you describe is definitely not a common one. I work a lot with enterprise customers and they generally work with KISS principles either having cross department action groups or keeping the change process within a department. That being said there are these types as well but they are definitely not the common change process.  There are multiple ways to make happen 

Your first bullet-point could be handled through groups or project roles which are then handled in workflows or through custom field and permission settings. 

Your second bullet-point is more difficult. One issue can only have one status so you are not going to be able to use just one issue to have a clear process where two departments work with their issue simultaneously. The most common ways to resolve that would be to utilize either sub-tasks, linked issues or Epics. 

If you use sub-tasks then you can have the workflow proceed automatically when the sub-tasks are resolved.

If this is a more general process then I would be reluctant to use Epics as that is the main function for those really large company wide change projects. 

Linked issue would work but would have some issues with reporting that would require some additional reporting plugins. 

Most of the work that you want to automate though like automatic creation of linked issues, sub-tasks or transitions can be greatly improved by using plugins like Automation for Jira. 

Not a complete answer but there is so many parts of this question and will depend greatly on your specific process and requirements. Hopefully it gives you some input on where to look further

[Viktor]

Very clear and informative answer. Thanks a lot.