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Overview
As a global or project admin in Approval Path for Jira, it's important to understand how app works, including admin privileges, managing approval processes, and following best practices.
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We have also provided clear answers regarding how we handle security and user privacy. You’ll find useful links and blog posts at the end of this guide for further reading.
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Privileges of Global Admins
Global Admins have extensive privileges and control over the configuration and management of approval workflows. Here's a summary table of global admins key capabilities.
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View all approvals from an instance and view each approval. | |||
Enable/disable action button selection directly from the approvals list for all users with list view access. | |||
View all approval-related activities. | |||
Create global-level definitions and project-specific definitions. | |||
Enable/disable JSM customer visibility of approval progress and allow customers to initiate the approval process. | |||
Use Jira expressions to create custom conditions that route approvals based on specific criteria. | |||
Allows admins to assign alternate approvers. This ensures that when an approval is initiated, the delegatee can act on behalf of the user originally requested to approve. | |||
Enable/disable the abstain option.
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Offers options to enable action buttons in emails, send manual or automatic approval reminders, and customize notification intervals. Admins can also choose between Jira notifications or direct email for all communications. | |||
Option to select how the Approval Path is displayed in the Issue window | |||
Enable/disable Jira Permission Scheme and grant or revoke permissions.
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Generate API keys and leverage Approval Path's functionalities through APIs. | |||
Configure Approval Path conditions and post-functions in Jira workflows. |
Best Practices & Tips for Global Admins
We would like to show important features in Approval Path for Jira and introduce some benefits, precautions, and important tips for global admins.
Approval Overview
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Global admin can view all approvals within an instance and filter them by name, status, project names, or issue searches. Custom filters can also be created, enabling filtering by step status, step type, or issue field. Additionally, each approval can be viewed in detail by opening it and finalized using the quick action button.
Quick Action Buttons
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Once enabled, the "Approve," "Reject," and "Abstain" buttons will appear in the approvals list (
), allowing users to take action directly without needing to enter each approval's detail view.
Activity Tracking
As a global admin, you can monitor approval activities. Here, you have ability to filter by the projects and sort by the dates of the activities marked. If you need more details on activities information, find article from Global View documentation.
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Creating Definitions
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Only global admins can create and manage global-level definitions that apply across all projects. Even if certain definitions are project-specific, global admins can still edit and manage them. They also have the ability to convert a global definition to a project-specific one and vice versa, saving time by eliminating the need to create separate definitions for each project. https://docs.warsawdynamics.com/content/51604/approval_path_for_jira_documentation/16646179/16744476/302645250
Working with Jira Service Management (JSM)
As a global admin, you can enable/disable the below options.
JSM customers can view the progress of ongoing approvals for visibility.
JSM customers can initiate approval processes. It can be used when a case requires input from the client.
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Conditions
By using Jira expressions to set conditions, global admins can create more dynamic approval paths, allowing a single definition to adapt to specific scenarios and support multiple use cases.
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Tip: Always test conditions before applying them to the production environment. A condition is met when the expression results in "true"; otherwise, an "Evaluation failed" message will be displayed. |
Delegation
Delegation allows a delegatee to act on behalf of the primary approver (the delegator).
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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:Jira Notifications – Sends emails through Jira's notification system.
Direct Email – Sends emails directly from the Approval Path system.
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Both options deliver notifications via email; the difference is in the email source. Selecting Jira notifications will route emails through Jira, while Direct Email will send them 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 can access on Permission schemes.
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However, if you are unsure about customization, Approval Path’s default permission scheme is still reliable. It provides a safe and balanced set of permissions that work well for most users.
API
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Global admins have ability to create API keys in global settings. Once API key is generated by global admin, any users with access to the API key can perform API operations. These actions include listing approval definitions, deleting approvals, and customizing performer origins for all types of actions.
Refer to our API documentation for more detailed API settings and endpoints explained with several functions. If you are interested in use cases, click our blog post about API Capabilities for Approval Path.
Jira Workflow
Approval Path integrates with Jira Workflow. It allows global admins to manage approval processes by configuring Approval Conditions and Post-Functions in workflows.
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Workflow Condition
In Jira Workflow, it is notable that Approval Condition prevents issues from transitioning to the next workflow status unless they have been approved. It means that whenever it’s needed, issues will go through the approval process before the next step.
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Before applying these conditions, it’s nice to test in a non-production environment to see if they work as we expected. Find out more about Approval Conditions here. |
Workflow Post-Function
Approval Post-Function automates routine tasks like starting, deleting, and archiving approvals after a transition without manual effort.
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Depending on your specific needs, you may choose one over the other based on the operational scope. Definition automation steps operate within the specific scope of each definition, while workflow post-functions have their own scope of activity.
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Privileges of Project Admins
While global admins can configure a wide range of settings, project admins have a more limited scope, focusing on specific projects.
Privileges | Authority |
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View all approvals from a project and open each approval. | |
View all approval-related activities within the project. | |
Create and edit project-level definitions. | |
Use Jira expressions to create custom conditions that route approvals based on specific criteria. | |
Allows admins to assign alternate approvers on the project-level. | |
Configure Approval Path conditions and post-functions in Jira workflows that belongs to project admins' project. |
Best Practices & Tips for Project Admins
As a project admin, the role focuses on managing approvals within the project scope. Below are best practices and tips to help you use the Approval Path for Jira.
Approval Overview
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Project admin can view all approvals from a project with the ability to filter them by approval name, status, issues search. Custom filters can also be created, enabling filtering by step status, step type, or issue field. Each approval can be viewed in detail by opening it and finalized using the quick action button.
Activity Tracking
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As a project admin, you can view and monitor all list of activities of the approvals within the projects. You have ability to sort by the dates of the activities marked. If you need more information, please check Project View documentation.
Creating Definitions
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Project admins have the ability to create project-level definitions and manage them within their projects. By clicking the checkbox “Show global definitions”, you can also view global definitions. In this Create Project Approval Definitions documentation, you will find a step-by-step guide to help you create and manage definitions.
Conditions
Project admins can create and manage conditions at the project-level. If you want to see a step-by-step guide, check Conditions in Approval Path.
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By default, active conditions from both the current project and global-level conditions (view-only mode) are shown. |
Delegation
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Project admins can configure delegation at the project-level. While the scope is limited to your project, the delegation functionality operates similarly to global delegation settings.
Jira Workflow
Project admins have the privilege to manage workflows. Project admins can access Jira Workflow features for their project only, including configuring approval conditions and post-functions specific to project workflows.
Since these workflows are limited to the project scope, workflows are not shared across other projects.
To learn more about managing workflows as a project admin, refer to the Managing your workflows documentation.
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Definitions can be run by using Start Approval post-function, if a global or project-specific definition matches the project workflow. If no match is found, an alert mechanism will notify users of a project mismatch. |
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Privacy & Security
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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