Edit a workflow's rules
Workflows in Jira define how work items move between statuses. Or, the statuses a work item can move between is defined by its workflow.
Transitions define which statuses a work item can move to from its current status. And, if you want to add a layer of control, you can add rules to restrict transitions, prompt your team to update fields as they transition, or complete an action after the work item changes statuses.
This page focuses on transition rules. Read more about editing a workflow's statuses, setting up transitions generally, or resolutions.
Rule categories in the workflow editor
There are different categories of rules that can be applied to workflow transitions.
Restrict transitions
Restrictions help you control who can move a work item from one status to another. You can add restrictions to a transition to make sure it only happens when certain rules are met. For example: Allow only certain users or groups to move a work item.
Request input
Request input rules can be used to prompt users to update fields when they transition a work item from one status to another. For example, you might add the Show a screen rule to ask users to select a resolution or add a comment when they transition a work item to Done.
Validate details
As a work item transitions, you can add a Validate details rule to check the details or field values are valid, before the transition is complete. This can include inputs gathered from a screen shown upon transition.
If the validator fails, the work item won’t progress to the destination status, and any actions set up for after the transition will also not be performed. For example: Block a transition until a specific field has a value.
Perform action
Transition actions, or Perform action rules let you automate tasks when a work item changes status. These actions run automatically as soon as the transition is completed.
You can use Perform action rules to do things like:
Require all sub-tasks to be completed on a work item before moving forward.
Automatically assign the work item to a person or an agent. (For example, when a work item moves from To do to In progress, you could have Jira Coding Agent automatically start work on it.)
Add a comment to the work item.
Update a field, like setting the resolution.
Send a notification or trigger a webhook.
Configure rules on an existing workflow
Access an existing workflow
From any Jira Cloud space:
Select Settings (), then Work items.
Select Workflows, then find the workflow you want to update.
Select More actions (•••), then Edit to open a diagram of your workflow in the workflow editor.
From a team-managed space:
Go to Space settings, then Work types, and select a work type.
Select Edit workflow.
Add a rule to a transition
Select the transition line or label in your workflow to open the transition details.
Select Add () in the Rules panel within the transition details.
Choose an appropriate rule within the Restrict transitions, Request input, Validate details, or Perform action category.
Configure the rule to define its behavior.
Select Add to update the workflow and apply the new rule.
Once you have your rules set up, its important to check that they’re performing as you’d expect. For example, if you need to clear the Resolution field when reopening a work item, add the Update a work item field perform action to the transition so it’s sequenced accurately.
Sometimes, a Validate details rule can can block work items from being created, or transitioned, if they’re configured incorrectly. Review and remove any rules that are no longer needed, or are starting to get too complex. Complex logic is best delivered with the Restrict transitions rule.
Additional restrictions may be available from installed plugins, or you can create your own using the plugin system. Go to Workflow Plugin Modules for more.
You can use Rovo to explain and update workflows using natural language. Open Rovo Chat and enter /manage-jira-workflows, then ask Rovo to explain or summarize a workflow, add or remove a status, adjust transitions, or create or delete a selection of workflow rules.
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