Work Item Field - User
Work item fields can be utilized to specify steps in the approval process. For instance, you could designate the approver as either the assignee or the reporter of a work item (issue). It is also possible to have a chosen group of users with custom fields.
The work item field has to be accessible on the create screen
Work item fields you can use:
Assignee
Creator
Reporter
Request participants
Approvers
Description
Idea archived by
You can use the “work item field - User” option to create a step for the user/s mentioned inside the description of a work item. This option is available as “Description”. Read more here.
Action types
Approval
Notification
Consent
Approval / Consent action
When the step is activated, a notification with a 'call for action' will be sent to the user. Users will see the 'approve' and 'reject' buttons (or Abstain button, depending on setup) on the Jira work item. It's important to note that once a decision is made, it remains final, and the only way to roll it back is to delete the current approval and start a new one. Only a user with appropriate permissions can delete or archive an approval.
Consent is similar to Approval. Learn more about it on the FAQ page.
Notification action
The user will be notified about the current progress. He might be interested in knowing progress or results, but this person has no involvement in decision-making. Possible use cases:
Used at the beginning of the approval process to notify shareholders about new initiatives within a company.
Used as the last step in the approval process to notify the team leader if access to new hardware was approved.
Requiring comment on actions
If this checkbox is selected, the approver will be required to provide a comment when approving, rejecting, or abstaining from approving a work item. This ensures that the reasons for decisions are clearly communicated, providing feedback for the assignee and keeping transparency in the approval process.
Resolve user
Two options allow you to reveal the approver,
Approval start
Step start
If the “approval start” option is selected, the approver will be revealed as soon as the approval starts (if the approver is missing from the work item field, this step will be skipped or the definition will not be created).
Step start option, however, will only reveal the approver once the path has reached the step.
Once the approver is determined, this step behaves the same as the User Step.
Work item watchers notification
This feature gives an effective way to update notifications for approval paths sent to work item watchers. It grants the user the ability to prevent unnecessary notifications, enhancing overall communication efficiency.
Create a step condition
This feature allows the inclusion of a specific step in the approval process if it aligns with a condition defined in a Jira expression. Once selected, the step will only be added to the approval workflow when the condition is fulfilled. Should the condition not be met or encounter an error, the step will not be part of the approval process. Find more information regarding conditions in our documentation.
Label condition
The Label condition determines whether this approval step is included in the approval path based on the labels assigned to the work item.
When configured, this step will only be added to the approval path if the defined label criteria are met. You can specify that:
The work item must include one or more specific label(s), AND/OR
The work item must not include one or more specific label(s)
If the work item satisfies the configured label condition, the approval step is automatically introduced into the approval path. If the condition is not met, the step is skipped.
Treat users as a group
When enabled, all users retrieved from the selected issue user field are treated as a single group approval step.
The step behaves like a standard group approval, allowing configuration such as the required number of votes, excluded users, excluding the approval creator, and skipping the step if no users are present.
Dynamically update users when the step is active
When enabled, the list of approvers is automatically kept in sync with the current value of the issue user field.
Dynamic updates apply only to active approval steps. If the value of the user field changes while the approval is active:
Users added to the field are added to the approval step and notified.
Users removed from the field are removed from the approval step and notified accordingly.
Each dynamic update creates a new version of the approval. All approval versions remain viewable for transparency and audit purposes.