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

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Since members of multiple teams (HR, IT and Facilities) will be working on the issue, it’s good practice to add Workflow Conditions that only allows a member of the HR team (User is in group) to transition the issue to

Status
colourBlue
titleIN REVIEW
to
Status
colourBlue
titleONBOARDED
, and from
Status
colourBlue
titleFINAL REVIEW
to
Status
colourGreen
titleOFFBOARDED
.

EmployeeLifeCycleWorkflow.jpgImage Added

Checklist Template

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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OffboardingList.pngImage Added

To create the Offboarding template, select Checklist from the left project nav bar. Then click Create template to create the checklist.

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  1. Ensure that the Apply checklist templates from issue labels global setting is enabled.

  2. Select the Scheduled trigger.

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

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

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

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

  6. Click Save.

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  7. Click New action

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

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

  10. Click New action.

  11. Click Edit issue and select Labels as the field to be edited.

  12. Select or add the label that corresponds to the appropriate template (Offboarding).

  13. Click Save.

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  14. Click New action.

  15. Select Transition issue.

  16. Select

    Status
    colourBlue
    titleOffboarding
    as the destination status.

  17. Click Save.

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

  19. Name the rule and click Turn it on.

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  1. Navigate to Project Settings > Automation (or Jira Settings > System > Automation rules).

  2. Click Create rule.

  3. Select the Field value changed trigger.

  4. Select

    1. Checklist Completed in the Fields to monitor for changes dropdown

    2. Any changes to the field value in the Change type dropdown

    3. Edit issue in the For dropdown

  5. Click Save.

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  6. Click New condition and select Issue fields condition.

    1. Select Checklist Completed from the Fields dropdown

    2. Select equals in the Condition dropdown

    3. Type All Completed as the Value text box.

  7. Click Save.

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  8. Click Add component and select New action.

  9. Select Transition issue.

  10. Select

    Status
    colourBlue
    titleFINAL REVIEW
    as the destination status and click Save.

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    Fin3.pngImage Added

  11. Optionally, you may want to add a second action to set the Assignee or notify a member of the HR team.

  12. Name the rule and click Turn it on.

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