Require Jira user to log work or time spent during transition

Summary

Jira's workflow editor allows for the combination of a transition screen and a workflow validator. Together, these two pieces can ensure that Jira users must fill out certain fields during a work item transition. We'll use this to require filling out the the Time spent field as an example, but the same method can apply to any field in Jira.

Solution

Requiring a field during transition is based on two components:

• A transition screen that is always used between two work item statuses

• A workflow validator configured between the two work item statuses

Create a transition screen including the Log work field

If you have a screen you want to use already, you can skip these steps.

1. Select Settings (gear icon) > Work items > Screens

2. Select Add screen and choose a name and description, then select Add

3. Search or scroll to find your newly created field and select it

4. Configure any of the fields you'd like to appear on this screen

5. Ensure that the Log work field is present on the screen

Add the screen to the workflow

1. Visit your project and select Project settings

2. Select Workflows

3. Select Edit workflow for the relevant workflow based on work item type

4. Select the Diagram editor, and choose a transition that requires the Log work field, and select Edit

5. In the Screen dropdown, choose the screen you wish to use and select Save

The screenshot below illustrates the workflow editor with a screen selected:

Add the validator to the workflow

1. While still editing the same transition, select Validators

2. Select Add validator

3. Choose the Field has been modified Validator from the list and select Add

4. In the next step, configure the following:

   • Field: Select the Time Spent field

   • Groups exempt from the validator (Optional): If you would like to exempt any user groups from this validation, you may add them here

   • Error message (optional): Enter the warning message to be displayed if the users don't enter the time

The screenshot illustrates what the validator will look like after configuration:

Select Add to save the validator. Once done, return to the workflow editor and publish your workflow draft to implement your changes.

Transition screen and validator in action

When users transition the work item, they will see the transition screen you've chosen.

Users must select the Log Work option and enter the time spent as illustrated in the screenshot:

Once work is logged, users can proceed to complete the transition, and the work item will be moved to the next status.

If the time is not entered, Jira will display the warning message configured in the workflow validator.