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By using Jira expressions to create set conditions, global admins can tailor approval processes to meet the specific needs of each project. create more dynamic approval paths, allowing a single definition to adapt to specific scenarios and support multiple use cases.

Conditions can be used applied at two levels: the definition level allowing them to be triggered conditionally, and step levels allowing them to be used conditionally. This is crucial for admins to create conditions to increase workflow precision.

For example, if there are some approvals and each approval should go with a specific issue type, you can set a condition to trigger it. You can find many use cases and step-by-step guide from our documentation: Conditions in Approval Path

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Here are some reasons why we need to pay attention to the Conditions feature.

• You can customize the approval process to your project needs.

• It reduces manual effort and speeds up workflow since it automatically triggers certain standards.

• Condition prevents risk of having error—unnecessary approvals or overlooked steps.

• For projects with different issue types and priorities, you can leverage conditions by extending the approval process based on key parameters.

Delegation

Delegation allows a delegatees to act on behalf of the primary approver (= delegator).

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This feature is important when it comes to continuity of the approval process without any break. There might be one situation where primary approvers are not available for some issues that have tight deadlines. So a designated delegate is responsible for approving the issue. It prevents workflow delay and keeps the workflow transparent as both delegators and delegatees are visible in the system. This makes your approval process clearer and more intuitive.

If you want to learn about Delegation, please check our documentation: Delegating Approval Steps

In what situations would it be helpful to use Delegation?

• When the approver is not available due to vacation or leave.

• When an approver is responsible for multiple projects and when distribution of workload is needed.

• When there is an urgent issue that requires immediate approval but approver is not reachable.

Find our blogpost about introducing Delegation feature: Delegate your approval steps in Approval Path

Abstain Option

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The global admin has the authority to enable or disable the abstain option in global settings. Abstain option allows the approver to express neutrality or silent approval. For more details, you can check the process and tips at our Abstain Option documentation.

Notification Settings

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From Settings → General, there are some options that global admin can enable/disable, including sending notification emails and approval reminders. It is also possible to configure default reminders interval by hour, day, week.

“Enable action buttons in notification emails” allows users to receive Approve/Reject/Abstain action in the content of sent notifications. Global admin can choose preferred notification method, either through Jira notifications or direct emailthe step level.

• Definition Level: Conditions set here prevent the approval from starting if the specified criteria are not met, ensuring the process is only triggered under the right conditions.

• Step Level: Conditions at this level allow steps within a definition to be skipped if the specific criteria for including that step are not met.

Example Scenario:
Suppose a definition has two steps and should run on Project X but only for a specific issue type (Task). Additionally, the definition requires a two-step approval if the priority is set to "High" and only a one-step approval if the priority is "Low." You can create two conditions to handle these requirements:

• Condition 1: issue.issueType.name == "Task"

  • Application: Applied at the definition level

  • Result: The approval process will only start if the issue type is "Task."

• Condition 2: issue.priority.name == "Low"

  • Application: Applied to step number 2

  • Result: If the priority is "High," this step will be skipped, as the condition is not met.

This approach enables a single definition to adjust automatically to various approval needs, eliminating the need to create separate definitions for different priority levels. It also ensures the definition cannot be mistakenly applied to an unintended issue type. Conditions in Approval Path

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Here are some key reasons to prioritize using the Conditions feature:

• Allows for tailoring the approval process to meet specific project requirements.

• Minimizes the number of definitions needed, keeping the system organized.

• Reduces the risk of errors, such as unnecessary approvals or missed steps.

Delegation

Delegation allows a delegatee to act on behalf of the primary approver (the delegator).

Global admins can set up delegations across projects, selecting who will approve in place of the primary approver.

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This feature is crucial for maintaining continuity in the approval process, especially when primary approvers are unavailable for issues with tight deadlines. With a designated delegate responsible for approvals, workflow delays are prevented, and transparency is maintained, as both the delegator and delegatee are visible in the system.

If you want to learn about Delegation, please check our documentation: Delegating Approval Steps

In what situations would it be helpful to use Delegation?

• When the approver is not available.

• When an approver is responsible for multiple projects and when distribution of workload is needed.

• When there is an urgent issue that requires immediate approval but approver is not reachable.

Find our blogpost about introducing Delegation feature: Delegate your approval steps in Approval Path

Abstain Option

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The global admin has the authority to enable or disable the "Abstain" option in global settings.
This option allows an approver to express neutrality or provide silent approval.

For more details, you can check the process and tips at our Abstain Option documentation.

Notification Settings

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• Enable Action Buttons in Notification Emails
  This setting allows users to take action (Approve/Reject/Abstain) by directing them to the approval page from the notification email. Once enabled, the email includes a link to the approval, making it easier for users to respond with login.

• Allow Sending Email Approval Reminders
  When this option is enabled, an action button will appear next to each active approval, allowing reminder emails to be sent to users in the current step who have not yet responded.

• Enable Automatic Reminders
  This feature sends automatic reminders at a specified interval to users who haven’t responded yet. Reminders can be customized at the definition or approval level, with a maximum of three reminder notifications allowed. The default interval is set to 7 days but can be adjusted based on project needs.

• Choose Notification Mechanism
  Global admins can select the preferred notification mechanism:

  1. Jira Notifications – Sends emails through Jira's notification system.

  2. Direct Email – Sends emails directly from the Approval Path system.

Preferences Settings

From Settings → Preferences, It is possible to select how the Approval Path display in the Issue window.

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Permission Schemes

Global admin has the highest level of can access on Permission schemes.

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Warsaw Dynamics adheres to strict privacy standards to protect user data. We are saving approval definitions and configuration information which includes user and group IDs, and external email addresses for notification purposes. All other data remains within Jira, ensuring minimal data retention and secure processing. The company maintains transparency and strict compliance with relevant privacy laws, providing clear policies on data retention, international data transfers, and user rights.

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Additional information

Warsaw Dynamics Official Website
Warsaw Dynamics Official Support

Warsaw Dynamics Youtube Channel

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