they must not be allowed to transition tasks to “Done

[Aykan Inal]

I have a project in Jira Software. In this project, only 3 people should be able to move issues to the “Done” status. All other users should still be able to move tasks into “In Progress,” but they must not be allowed to transition tasks to “Done.”

[Shalini Pradhan · Accepted solution]

Hello @Aykan Inal ,

Good day! Welcome to Atlassian community :)

You can use workflow transition conditions. Before that, navigate to admin.atlassian.com and create a new user group, lets say XYZ and add those three users

• Navigate to your concerned workflow -> Edit -> Switch to Diagram mode
• You would see a transition line coming to Done status. Click on that transition line. In your case, its coming from Any transition to Done.
  
  
• When you click that, on right side, you will see a small window, from there click conditions
  
  
• Click Add condition
  
  
• Select the option "User Is In Group" and Click Add
  
  
• Then from the dropdown, select the user group, XYZ and click add
• Post that, publish the workflow.
  
  

Thank you!

[Aykan Inal]

@Shalini Pradhan  where ?



and

[Shalini Pradhan]

Hi @Aykan Inal ,

Looks like you are using new workflow editor. In new workflow editor,

• Click on the transition
• On top, you will see 'Add Rule', click that
  
• Scroll down and click "Restrict who can move an issue" option
  
• From 'Restrict to' dropdown, select Group
  
• Then search for the user group XYZ and add
• Then update workflow
  

Thank you!

[Aykan Inal]

@Shalini Pradhan You explained it very clearly and in a very understandable way. Thank you very much

[Shalini Pradhan]

@Aykan Inal Glad to know it helped :)

[Jasmeet Kaur]

Hello @Aykan Inal 

Welcome to the Atlassian Community!

To achieve your requirement in Jira Software—where only 3 specific people can move issues to the “Done” status, while all other users can move issues to “In Progress” but not to “Done”—you can use workflow transition conditions. Here’s how you can set this up:

Steps for Company-Managed Projects

1. Identify the Workflow:

   • Go to your project’s settings.

   • Select Workflows and find the workflow used by your issues.

2. Edit the Workflow:

   • Click Edit (pencil icon) next to the workflow.

3. Select the “In Progress” → “Done” Transition:

   • In the diagram view, click the arrow representing the transition to “Done.”

4. Add a Condition:

   • Go to the Conditions tab for that transition.

   • Add a condition such as:

     • User Is in Group: Restrict to a Jira group containing only those 3 users.

     • User Is in Project Role: Restrict to a custom project role assigned to those 3 users.

     • User Condition: Restrict to specific users 

5. Publish the Workflow:

   • Save and publish your changes.

6. Assign Users to the Group/Role:

   • Make sure only the 3 intended users are in the group or project role you used in the condition.

This will ensure that only those 3 users can see and execute the transition to “Done.” 

Best Practice:
Use a project role or group rather than listing users directly. This makes it easier to update permissions in the future without editing the workflow again.

Thank you!

[Aykan Inal]

where is condition ? HELP PLEASE

[Matteo Vecchiato]

Hi @Aykan Inal ,

The most correct way is:

1. define roles in your Jira based on the position, functions, ...,
2. assign the corresponding roles to the people in the jira project
3. Edit the workflow transitions adding conditions based on user roles

I hope it clarify.

Kind regards

[Staffan Redelius]

Hi @Aykan Inal 

You got some good answers here. It really depends on how much flexibility you want and if you are willing to delegate the responsibility.

• Project roles can be administered by the Project administrator.
• Groups can only be administered by the Organization admin.

If you want the project/team to be able to handle this themselves use roles, if you want more control use groups.

Hopes this helps you to find a good balance.

Best regards,
/Staffan