WorkflowMaster for Jira - Administrator Guide

Overview

WorkflowMaster for Jira is a comprehensive workflow automation app that provides advanced conditions, validators, and post functions for Jira Cloud. This guide is designed for Jira administrators who need to configure and implement sophisticated workflow logic.

Available Functions

Workflow Conditions

Controls when transitions are visible to users based on configurable criteria.

  • User Condition - Show/hide transitions based on user criteria including roles, groups, field values, and custom expressions

Workflow Validators

Prevents transitions from proceeding when specified criteria are not met.

  • User Validator - Block transitions with custom error messages based on user criteria

Workflow Post Functions

Executes automated actions after successful workflow transitions.

  • Assign Issue(s) - Automatically assign issues to users based on various criteria

  • Clear Fields - Clear specified field values from target issues

  • Add Watchers - Manage issue watchers based on user fields, roles, or groups

  • Set Issue Fields - Automatically update field values on issues

Key Features

Dynamic Variables

All functions support dynamic variables in expressions and configurations:

  • {{currentUser._accountId}} - Account ID of the user performing the transition

  • {{issue.key}} - Current issue key (e.g., "PROJ-123")

  • {{issue.fields.project.key}} - Project key of the current issue

  • {{issue.fields.*}} - Any issue field value

Target Issue Selection

Most functions can operate on different issue sets:

  • Current Issue - The issue being transitioned

  • Sub-tasks - All sub-tasks of the current issue

  • Parent Issue - Parent of the current sub-task

  • Linked Issues - Issues linked to the current issue (with optional link type filtering)

  • JQL Search Results - Issues returned by custom JQL queries

Advanced Expression Support

Functions support Jira expressions for complex logic:

  • User field validation

  • Group membership checks

  • Project role verification

  • Custom business logic

Implementation Patterns

Progressive Workflow Logic

Combine multiple WorkflowMaster functions to create sophisticated workflows:

  1. User Condition - Control who sees which transitions

  2. User Validator - Ensure proper authorization before allowing transitions

  3. Post Functions - Execute automation after successful transitions

Performance Considerations

  • JQL searches are limited to 100 results for performance

  • Complex expressions are evaluated in real-time

  • Consider workflow complexity when combining multiple functions

Getting Started

  1. Review Common Concepts - Understand field IDs, dynamic variables, and expression syntax

  2. Choose Your Function - Select the appropriate function type for your use case

  3. Configure - Follow the detailed configuration guide for your chosen function

  4. Test - Always test in a development environment before production deployment

  5. Monitor - Review app logs and user feedback after deployment

Support and Troubleshooting

For function-specific issues, refer to the troubleshooting section in each function's documentation. For general issues, see the Troubleshooting Guide.

Common Configuration Patterns

Approval Workflows

  • Use User Condition to show "Approve" only to managers

  • Use User Validator to ensure proper authorization

  • Use Assign Issue(s) to route approved items to next stage

Escalation Workflows

  • Use User Condition for role-based escalation paths

  • Use Add/Remove Watchers for notification management

  • Use Clear Fields for data cleanup during escalation

Cross-Team Coordination

  • Use Assign Issue(s) with JQL for bulk assignment

  • Use Add/Remove Watchers for cross-team visibility

  • Use User Validator for handoff validation