Work Item Field - Group

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Work item field groups can be either a standard field or a custom field. If it's a custom field, you can use a group or multi-group select field.

Additionally, you can use the “Work item field - Group” option to create a step for user/s mentioned inside the description of a work item. This option is available as “Description”. Read more here.

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Action types

• Approval

• Notification

• Consent

Approval / Consent action

One or more members of the selected Jira group can vote to approve or reject. When the step is activated, all group members will receive a notification with a 'call for action'. Upon page view, the user will encounter approve, reject (or Abstain button, depending on setup) buttons. The decision cannot be altered; it can only be undone by removing the ongoing approval path and initiating a new one. Only a user with appropriate permission can start the approval process.

Consent is similar to Approval. Learn more about it on the FAQ page.

Notification action

All group members will receive updates on the current progress. They may be interested in being informed about the progress or results, but are not involved in decision-making. Possible use cases:

1. Used at the beginning of the approval process to notify team members about the new project proposal.

2. Used as the last step in the approval process to notify the Jira administrators about needed changes in the Jira structure.

Requiring comment on actions

If this checkbox is selected, the approver will be required to provide a comment when approving, rejecting, or abstaining from approval of 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 the group on

Two options allow you to reveal the group:

• Approval start

• Step start

If the “approval start” option is selected, the group will be revealed as soon as the approval starts (if the group is missing from the work item field, this step will be skipped, or the definition will not be created).

The step start option, however, will only reveal the group once the path has reached the step.

Once group or groups are determined, this step behaves the same as the Group Step.

Exclude the approval creator from the group

As the creator of the definition, you can exclude yourself from the approvers; this way, other members of the team will have to participate for the path to be completed.

Excluding dynamic user fields from approval steps

You can exclude certain dynamic user fields from group approval steps:

• Supported exclusions: Assignee, Reporter, and any user-type custom fields

• Excluded users cannot participate in the approval step

• Special syntax: Users prefixed with !@User in the Approval Path table (inside the work item description) are skipped when generating approval steps

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Skip the group from the approval path if it doesn't contain any users

When checked, the group will be skipped from the approval path without displaying the message about an empty group.

Work item watchers notification

This functionality empowers management of the update notifications for approval paths sent to work item watchers. It provides the ability to prevent the reception of unnecessary notifications.

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.