Tips for all teams: Simplify work intake with Jira

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👋 G’day Atlassian community! As part of our effort to show how all teams can benefit from Jira, we’re releasing an ongoing community series called “Tips for all teams”. Over the next few months, the Atlassian team will start to share posts spotlighting different use cases — along with how Jira can support them.

🔎 We’ll be exploring a variety of personas and use cases paired with quick, helpful tips to inspire new ways of using Jira that you may not have considered before.

💬 We’d love to hear from you! Provide feedback, give additional tips, or even share your own Jira stories in the comments below – we highly value your feedback. Your voice will help us shape and improve this ever-evolving series so we can better support your team’s project management needs.

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Great teams don’t just focus on getting work done – they support other teams.

Beyond setting goals and executing projects, teams of all kinds are responsible for managing requests from other fellow teams, whether it’s:

• Product asking for Marketing support in a feature launch

• Engineering seeking budget approval from Finance

• HR seeking legal counsel for a legal contract

• and more!

It’s all integral to building relationships and collaboration: when teams have each other’s backs, the whole organization wins.

To help your team better handle requests from other fellow teams, let’s take a closer look into how Jira can help you receive, manage, assign, and complete work requests.

• Receive: Jira forms allows teams to collect and capture requests in a single place. When someone submits a form, their responses automatically create a work item in Jira – ensuring no request falls through the cracks.

• Manage: With Jira’s flexibility, teams can define exactly how requests move through their workflows. Whether it’s a simple review process or a multi-step approval chain, you choose the statuses, review cycles, and approvals that work best for your process.

• Assign: Jira offers a variety of tools and features to support resource allocation. Teams can set up automation rules that can assign requests based on type, priority, or workload. Plus, with high-level reporting on team capacity and workloads, managers can make informed decisions about how to prioritize, redistribute, or defer work.

• Complete: As requests move through the process, Jira keeps both the assignee tasked to do the work and the requestor aligned. Built-in communication tools, status updates, automated notifications, and approvals helps ensure work meets expectations before it’s marked as done. The result? A smoother, more reliable request experience for everyone involved.

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Let's see it in action

Imagine you’re in a marketing team that consistently receive requests to help support sales in creating enablement materials such as:

• Pitch decks

• One-pagers

• Customer case studies

• Competitor battle cards

• LinkedIn posts

Right now, your teammates are getting requests from sales through scattered channels—emails, DMs, and hallway conversations. It’s hard to track, document, or prioritize any of it. What your team really needs is a structured, automated way to collect these asks and fit them into your existing workflow. Here’s how we can help:

1. Create a Jira form that sales (or any other team!) can use to submit requests. Teams can funnel asks into a centralized place, ensuring requests don’t fall through the cracks. Form capabilities include:

• Conditional formatting: The ability to create branches in your form. This means the form can automatically show or hide specific questions and sections based on the user's inputs.

• Public access: The ability to allow teammates without Jira licenses to access and submit requests through Jira forms.

• Easy discovery and access: Each form has a unique URL that can be shared, bookmarked, or embedded in places where teams already work: Confluence, Jira issues, or a team’s profile in the Teams app.

 

2. Build custom workflows. Teams can tailor processes to their unique needs, incorporating their own review steps, approvals, and automated task

3. Create seamless review and feedback rounds with Jira’s Approvals feature. Ensure the right stakeholders are tagged and notified when their input is needed, keeping work moving without unnecessary delays.

 

4. Embed automation rules within your workflow. Automate away repetitive tasks like work assignment (assign work to specific teammates based on conditions like team capacity) and scheduled notification (send out Slack or Email reminders).

5. Connect your other work tools to Jira. With 3,000+ Atlassian Marketplace integrations (Slack, Teams, Google, etc.), Jira seamlessly connects with tools teams already use.

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Key benefits of using Jira for managing requests

• Visibility: All requests are centralized in Jira, giving teams a clear view of incoming work, priorities, and deadlines.

• Stronger collaboration: Clear request tracking and automated notifications & approvals help reduce miscommunication and delays.

• Better outcomes: With fewer disruptions, teams can worry less about operational work.

Ready to give Jira forms a try?

Whether you're adding a form to an existing Jira project or starting from scratch with a new one, we hope the tips above help you find easier ways to manage requests.

Got questions or tips of your own? Drop them in the comments – we’d love to hear from you!

ℹ️ Looking for advanced service request management capabilities?  If your team is handling a high volume of requests or needs more advanced capabilities, Jira Service Management might be a better fit.

Jira Service Management is a full-fledged service management solution for teams across an organization, such as IT, development, and business teams. We recommend Jira Service Management for teams that require a more structured approach to request intake and fulfillment. Jira Service Management offers a service portal and various channels (e.g., Slack, MS Teams) to intake requests, advanced form capabilities, queues, SLAs, self-service through the knowledge base and virtual service agents, and the ability for bi-directional communication between agents and requestors. Outside of request management, Jira Service Management also offers complete capabilities for incident resolution, change management, and more. Learn more.

[Daniel Bagiński]

Hello! This is excellent. I have a question about "Create seamless review and feedback rounds with Jira’s Approvals feature." How did you implement this in Jira? I understand it’s a native feature in JSM, but as far as I know, it isn’t possible to configure such settings in a Jira project. I'm interested in providing a similar solution in a company-managed project within Jira Software.

As an addition, there is an open feature request for that: https://jira.atlassian.com/browse/JRACLOUD-62053

[Shelley Wang]

Hi @Daniel Bagiński really appreciate you checking this out and reaching out with your question! 😄

You're right that native Approvals are currently available in team-managed projects (and in Jira Service Management), but not yet in company-managed Jira (fka Jira Software) projects. That said, we’ve been hearing growing interest in bringing more structured approval workflows into company-managed projects.

Would you be open to sharing what kinds of approvals you're trying to support?  Specific use cases or examples would really help illustrate the need and could influence how we prioritize this internally. Your input would be incredibly helpful. 🙏🏻

[Daniel Bagiński]

Hi @Shelley Wang, thank you for the quick and thoughtful response — much appreciated! 😊

Happy to share some context around our use cases:

1. Business Service Verification – We use a workflow with the following steps: Backlog → To Do → In Progress → Verification → Blocked → Done/Canceled. The Verification step is used when, for example, a Biddable Media Specialist completes a task and the Business Service (BS) stakeholder (usually the reporter) needs to verify the outcome. Currently, we handle this by reassigning the ticket to the BS, but that removes it from the Specialist's view, which isn’t ideal. We'd prefer the issue to remain assigned to the Specialist, while also requiring an approval (e.g., from the Reporter or a specified custom field) to move forward to Done or return to To Do.
2. Testing by OpsDev Team – We have a similar scenario in our OpsDev team (composed of PMs, Analysts, and Developers). After a Developer finishes their work, the task moves to Verification, where another team member tests the solution. Again, we reassign the issue to the tester for tracking, which leads to similar visibility and workflow management challenges.

In both cases, having a structured approval step that doesn’t rely on reassigning the issue — ideally tied to the Reporter or a custom user field — would solve a lot of friction for us. We’d love to see something like this supported in company-managed projects, and we’d be happy to share more details if helpful!

Thanks again for engaging on this! 🙏🏻

[Shelley Wang]

Hi @Daniel Bagiński thanks for sharing – super helpful!

I have a few follow-up questions:

• When reassigning issues for review, are you currently doing this manually, or do you have an automation set up?

  • If it's manual: one possible workaround for you is to tag the reviewer with an Action Item (e.g. using a checkmark or checkbox with @mention and a due date). You can add this in the description, a paragraph field, or a comment. It's static and doesn’t tie into workflow transitions, but it notifies the reviewer and allows them to confirm approval (check the box) without needing to change the assignee.

• Are the BS/OpsDev reviewers usually the same people, or does it vary per issue? The reason I ask is to understand if Jira Service Management's Approvals feature could work for your use cases today, or if you're looking for something more flexible (i.e. conditional reviewers or custom field-driven approvals).