How to use Jira for process management

The process management project template sets you up with a workflow suitable for running most business processes.

The workflow includes review and approval steps, and multiple resolution possibilities.

Workflow with open, in progress, under review, rejected, approved, done, and cancelled statuses.

Use this project type for...

  • Any activities that follow the same steps every time, such as a purchasing process

  • A creative design or content development process

  • Any process where reviews and approvals are mandatory.

Manage activity on the board

Use the business projects board to quickly see where your process is at, such as how much work is in progress, or how many items are stuck in review. It also gives you a quick view of what is overdue (if you are using due dates) and who is assigned to issues, so you can follow up.

See Monitor your work with the board.

Create sub-tasks

If a task that you add is actually a group of smaller tasks, you can create sub-tasks and assign them to different people. The task won't be able to move to "Done" until all the subtasks are complete as well. Sub-tasks don't appear on the board but are listed on the issues they belong to.

See Creating issues and subtasks.

Customize issues

The table below shows the specifications for default issues in a process project. If you're a Jira Work Management admin, you can customize these defaults. For example, you can add other issue types to the project, or add new fields to this issue type. Take a look at Configuring issues for more info.

Issue types

Task and subtask

Issue fields

Summary, Issue Type, Reporter, Attachment, Due Date, Original Estimate, Remaining Estimate, Description, Assignee, Priority, Resolution and Labels


Done, Won't Do, Duplicate and Cannot Reproduce


Highest, High, Medium, Low and Lowest

Example use of a process management project


The department needs a new photocopier and a business case for the purchase needs to be submitted.

Issue lifecycle

  1. Create an issue for the business case.

  2. Start work and move the business case to In progress. Add all the business case details to the issue, including supporting documents (this might include quotes), images, and spreadsheets.

  3. When the case is ready for submission, move it to the Review stage and assign to a manager for approval.

  4. Once approved, create a purchase request and send it to the relevant department.

  5. Move the issue to Done.

Key actions

  • Re-assign the task to the approver when it gets moved it to review (this can be automated).

  • Leave a comment @mentioning the approver if you need to follow up.

  • Set reminders to notify the approver of due dates, if it's time critical.

  • Attach any relevant documents, such as quotes or budgets.

Issue details

An open Jira issue assigned to Emma, which is a purchase request for a new copier. It has a description and medium priority.


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