Free JIRA Workflow Guide

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GetJirified - Free JIRA Workflow Guide

Workflows are the engine of JIRA. And this engine is extremely flexible. Atlassian are constantly trying to strike a balance between flexibility and simplicity. In my view they’ve done a great job. But still it takes time to really understand and configure a JIRA workflow.

JIRA Workflows have many moving parts, many layers, and therefore plenty of opportunities for novices and experts alike to trip themselves up.

We wanted to try to help other JIRA admins and so we put together this free 7 part email course.Get it now!

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Become a JIRA Subtask Ninja

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Become a JIRA Subtask Ninja

Recently while working with a customer we came across a bug in JIRA 7.1.6 – Fix Version is not Copied to subtasks when Creating JIRA Subtasks.

The customer in question usually broke stories into JIRA subtasks. When creating a story they assign a fix version to it. This is the version in which they plan to release the feature described by the story.

The customer had a filter which showed the JIRA subtasks and parent stories by fix version. But after upgrading to JIRA 7.1.6 they noticed that for new subtasks the fix version was not being automatically inherited from the parent story. It seems that this version of JIRA broke this functionality – it was working fine in 6.x and as recently as 7.0.5.

As the bug in question is deemed a low priority bug with low level of impact, the likelihood of it being fixed any time soon is low. So we needed to look at some workarounds.

In general, JIRA subtasks can be a bit of pain to create and maintain. There is potentially a lot of manual effort in creating them and copying values to / from parents. But it is necessary if you want divide up the work and assign to the individuals responsible, and then get accurate reports and dashboard views.

So when reviewing workarounds and other techniques to manage this efficiently we wanted to look at some generic and flexible solutions. The first that came to mind (and is suggested by Atlassian in the bug response), is the use of Post-functions and the JIRA Misc Workflow Extensions free add-on.

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Customizing JIRA Email Notifications using Zapier and SparkPost

Using JIRA, Zapier, and SparkPost to customize email notifications

JIRA Service Desk is a great product. It provides all the essential features to set up a fully functional business and customer friendly service desk. It is, like the rest of JIRA, quite flexible.

But there is one area that I believe is seriously lacking in terms of flexibility. Email Handling!

Whilst many users will prefer to login to the portal and raise requests, others will prefer to email. The majority will prefer to receive change notifications for requests by email too.

The ‘Default’ Email Notifications feature is baked into JIRA Service Desk. This will send customers email notifications using Atlassian’s own built-in HTML email template.

JIRA Service Desk Notification Example

JIRA Service Desk Notification Example

But many JIRA Service Desk customers want to send these emails with their own branding, own look and feel, and customized data items in the body of the email.

The lack of ability to customize this essential function has been outstanding for a long time. Check out JSD-218 – As an Admin I want to be able to customize the Service Desk notifications’ subject, content and format

Read through the 330+ comments and you can see there is a lot of frustration in the community with Atlassian’s lack of progress on this issue. Only recently Atlassian announced a slow rollout of features related to Email customization in a beta program for JIRA Cloud customers.

The comments do provide some workarounds using ScriptRunner and velocity template modifications but I wanted to see if I could come up with an alternative that didn’t involve add-ons.

Without further ado, let’s define the requirements. We would like to be able to do the following:

  • Send emails in response to events on issues in JSD.

  • We want to be able to completely customize the look and feel of those emails.

  • We want to be able to insert data from the issue into those emails.

  • The emails should come from an email domain that the customer recognises and won’t be blocked or treated as spam.

  • Customers should be able to reply to these emails.

In this article I will show you how you can do all of this in JIRA Service Desk (for both cloud and server versions). We will use a combination of JIRA’s webhooks, Zapier, and SparkPost.

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