Questions on Jira capabilities including automatically creating sub tasks and attachment attributes

[Nacho]

Our team has a very robust custom developed project management solution. We're looking to see if we can move it to Jira. I know a little bit about Jira. Before I invest a lot of time, energy, and money in moving to Jira I wanted to see if it can do what we need.

First, let me explain a little bit about our team and our project management process/solution.

• We are an enterprise security function that supports many teams in the organization. Whenever someone needs us they fill out an intake form we've developed.
• Every engagement is a mini project that follows the same process. 
• Every engagement will have the same core security related tasks:
  • security review
  • security architecture
  • source code review
  • detail design
  • etc...
• When someone submits our intake, we create an engagement workbook and someone from our team gets assigned. They are assigned to the engagement and each of the sub tasks.
• Then, the first thing we do is scope out the project. We will identify 1+ (1 or more) applications in scope, and their type, and we will document that in our process.
• Then, based on the # of applications and type of applications, each sub-task will require 0 or more artifacts/deliverables that we need.
• The initial requestor/submitter of the intake will be assigned tasks to deliver those artifacts/deliverables to us.
• Each artifact/deliverable has metadata associated. When someone gives us an artifact/deliverable we document the artifact/deliverable and the associated metadata.
• When we have all of the artifacts/deliverables for a task, then the task is completed.
• When all of the tasks are completed, the engagement is completed.

I will use an example:

1. John (outside of our team) wants us to do a security review for Project Beta so John will submit our intake.
2. An engagement workbook will get created and we will be assigned to Sue on our team.
   • Remember, the engagement workbook will have a bunch of pre-defined tasks.
   • For the sake of this example, lets say these are the tasks:
     • Task A
     • Task B
     • Task C
   • And, for the sake of this example, lets say:
     • For Task A:
       • For Type 1 applications we need Deliverable A
       • For Type 2 applications we don't need anything
     • For Task B:
       • For Type 1 applications we need Deliverable B
       • For Type 2 applications we need Deliverable C
     • For Task C
       • For Type 1 applications we don't need anything
       • For Type 2 applications we need Deliverable D
3. The first thing Sue will do is work with John to identify the applications in scope.
4. Sue and John determine there are 3 applications and types:
   1. Application A of Type 1
   2. Application B of Type 1
   3. Application C of Type 2
5. Based on a predefined set of rules above we now know we need:
   1. For Task A
      1. For Application A, which is of Type 1, we need Deliverable A
      2. For Application B, which is of Type 1, we need Deliverable A
      3. For Application C, which is of Type 2, we don't need anything
   2. For Task B
      1. For Application A, which is of Type 1, we need Deliverable B
      2. For Application B, which is of Type 1, we need Deliverable B
      3. For Application C, which is of Type 2, we need Deliverable C
   3. For Task C
      1. For Application A, which is of Type 1, we don't need anything
      2. For Application B, which is of Type 1, we don't need anything
      3. For Application C, which is of Type 2, we need Deliverable D
6. So for each task, a series of sub tasks get created and by default get assigned to John:
   1. For Task A
      1. Provide Deliverable A for Application A
      2. Provide Deliverable A for Application B
   2. For Task B
      1. Provide Deliverable B for Application A
      2. Provide Deliverable B for Application B
      3. Provide Deliverable C for Application C
   3. For Task C
      1. Provide Deliverable D for Application C

I hope that makes sense?

I am trying to figure out if we can duplicate any of this in Jira? Here is what I think I understand so far:

• I can use the Service Desk feature to create an intake form
• I can use workflows to create the core security tasks (Task A, B, and C in my example above)

Is that right? And what about the rest of it?

How can I implement a feature where we can specify the different applications and their type to the main engagement and then have it automatically generate the related sub-tasks?

[Crystelle S]

Hi there, I won't be going through step by step, but yes, you are able to do all of this in Jira if you desire. It sounds like the simplest way to manage this is to create different ticket types that have workflows assigned to them that produce the proper subtasks. You'll need to map out all of the possibilities to get the correct configuration of starting tickets. I'd put that starting point at the Application level in your example.