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Managing HR processes in Jira is a great option for small software companies who are already using Jira and who don’t have, or necessarily need, dedicated HR software. Employee onboarding and offboarding are key processes that can be easily managed in Jira.

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Workflow

We can expand ourOnboarding Workflow to accommodate the entire lifecycle of an employee by adding a few more statuses:

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As with onboarding, HR, IT and Facilities will each have multiple tasks in order to offboard the employee. However, there is not the same dependency-based order of operations. All three teams will need to prepare their tasks to be executed at the last minute. Therefore, all of the tasks can be listed in the same checklist, with separators to keep the checklist organized.

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Automation Rules

Using checklists in combination with automation is a great way to streamline repeated tasks and ensure that nothing slips through the cracks. This is example will use automation to:

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To create the first rule:

1. Find the custom field ID of the Checklist Template field.

2. Find the ID of the template to be applied by the rule. Templates are listed in alphabetical order and numbered from top to bottom. (In this examplee, the Facilities template has ID number 1 and the IT template has ID number 3.) Note that the template ID numbers are reset when the list of templates is updated. Therefore, you may need to update the automation rule if new templates are added.

3. Select the Scheduled trigger.

4. Set the rule to run once per day at the desired hour.

5. Click the Run a JQL search and execute actions for each issue in the query checkbox

6. Insert a JQL query that returns all issues that are in the

   Status
   colour Blue title onboarded

   status have a Due date within the next two weeks due <= 2w AND status = Onboarded

7. Click Save.

8. Click New action

9. Click Edit issue and select the Checklist Text field.

10. Click Save. (This will clear the current checklist from the issue.)

11. Click New action

12. Click Edit issue and click on the More options dropdown.

13. Paste the following code (where 10044 is the Checklist template custom field ID and “5” is the template ID) into the Additional fields text box.

    Code Block
    { "fields": { "customfield_10044" : "5" } } } }

14. Click Save.

15. Click New action.

16. Select Transition issue.

17. Select

    Status
    colour Blue title Offboarding

    as the destination status.

18. Click Save.

19. Optionally, you may want to add an additional action to set the Assignee or notify a member of the HR team.

20. Name the rule and click Turn it on.

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