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Checklists are useful in business processes such as ensuring that a proposed purchase meets the minimum requirements. This use case outlines how you can use a Jira business project to manage procurement.  Here’s what you’ll need:

• Product: Jira Work Management

• Apps: Issue Checklist for Jira Pro

• Workflow & Issue Type: RFP Template

• Set-up Tasks:

  • Workflow modifications

  • JWM Form

  • Procurement Checklist Template

  • Automation rules

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1. Select Forms from the left nav bar.

2. A sample form with Summary, Description and Attachment is shown. Drag any needed additional fields onto the form, for example, Budget and Due Date. (The “Budget” field included in the template is a text field. You may want to change it to a number field.)

3. Update the text of the form questions to clarify what you are looking for (for example, change “Description” to “Scope of Service”).

4. Use the buttons at the top to Preview the form and, assuming the form is complete, Share it with other teams.
   

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Checklist

To ensure that only proposals that meet the minimum requirements are considered, the Procurement team creates a checklist template. If the project has been created for to procure a single item or service, then the checklist can be set as a default template for all subtasks in the project. If the project will be used to manage multiple, simultaneous procurements, the templates can be added to subtasks manually.

To create a checklist template:

1. Install Issue Checklist for Jira Pro.

2. Select Checklist from the left nav bar.

3. Click Create template.

4. Name the template (“Copy Machine Requirements”) and add the requirements to the list.

5. Click Save.

6. Optionally, if the project, or a subtask issue type within the project is dedicated to a single procurement, set the Checklist as a default.

   1. Click Set default.

   2. Select the appropriate issue type.

   3. Click Save.

      

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1. Navigate to Project Settings > Automation.

2. Click Create rule.

3. Select Issue transitioned as the trigger.

4. Set the From status as

   Status
   colour Blue title response recieved

   and the To status as

   Status
   colour Green title decided

   .

5. Click Save.

6. Click New action.

7. Select Edit issue fields.

8. Select Labels as the field to be edited, and Declined as the value to be put in the field.

9. Click Save.

10. Name the rule.

11. Click Turn it on.

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Each proposal submitted for a given RFP will be managed as a Subtask of that RFP. Therefore, we’ll want to turn on the When all subtasks are done, move parent to done automation rule to automatically close the parent issue when the procurement is complete.

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