![]() ![]() YouTrack comes with a set of default workflows that you are free to use. Workflows work per project, and need to be attached to the project before they can take effect. We recommend combining rules into one workflow when they relate to the same purpose, for example, organizing a Kanban process or handling due dates. Each rule is a script that addresses a particular use case. YouTrack workflow essentialsĪ workflow is just a container where you collect one or several rules. This means you can build the perfect process right into the workflow. YOUTRACK COM UPDATEYou can tell the workflow what it should do next, for example, start a timer, close the parent task, or update the issue’s priority. Workflows can help you remove the need for human input so you no longer have to waste your team’s time on such mundane issues.Ī workflow can react to issue updates when you start working on an issue, when you resolve it, or when you change the assignee. Update fields on issue updateĪlmost all teams, regardless of the type of work they do, have some necessary routine tasks that they don’t enjoy: close a user story when all subtasks are resolved assign a coffee-machine repair request to the corresponding office manager calculate and log the time spent on preparing an event. ![]() For example, it could alert team members three days before the date the materials should be sent to the editing team. They won’t need to keep track of the deadlines because they will be automatically notified when a corresponding issue is created, and on top of that, they won’t need to waste their time creating these issues themselves.Īdditionally, the workflow can send the marketing team reminders about upcoming deadlines related to the newsletter. It will serve as both an automation and a reminder to the team. Without any human input, the workflow can create issues with predefined titles and fields (assignee, deadline, the list of required items) according to a specified schedule – for example, once a month. YouTrack workflows can help you solve two problems here. The issue describing this newsletter is pretty much the same each month – the same title, the same deadline, the same assignee – making it easy to forget about the upcoming newsletter and the issue you need to create for it. Every month, you need to publish a newsletter for the team’s products. Let’s now imagine you are part of a marketing team. This ensures that your process is strictly followed and no payment requests are accepted prematurely. If the accountant tries to process the payment request before it’s been approved, the user will see a message explaining that the payment request cannot be accepted and the operation will be reverted. It will only permit the operation if the payment request has been approved. What can workflows do for you here? A workflow can react when attempts are made to accept payment requests, and it can also check the status of the corresponding payment request. Checking the status manually for each request can be very time-consuming, and there’s a significant risk that a request will be unapproved because it gets missed. ![]() That means you should make sure that an accountant is able to accept a payment request only after it has first been approved. Your company doesn’t want the accounting team to accept payment requests without the approval of a manager. Let’s assume that you have a team of accountants who process payment requests. Let’s go through some scenarios that workflows can help you with. Workflows are here to support your team processes and help you automate routine tasks. YOUTRACK COM HOW TOLet’s take a closer look at workflows in YouTrack, and find out how to use them effectively. You’ll be able to simply drag and drop components to build your process. The brand new visual workflow editor will allow you to create workflows without any programming skills. ![]() One of the next major updates of YouTrack, coming this fall, will further expand the functionality of Workflows. In this blog post, we will share the fundamentals of the Workflows feature so you and your team can easily tailor YouTrack to your processes and automate your routine tasks. Several years ago we introduced a feature called Workflows, which can automate all these kinds of routine tasks for you. Do these steps sound familiar? Doing tasks like this manually wastes time and increases the chances that something important gets missed. All jobs have some kind of routine to them, especially when you work in a team: close a user story when all its subtasks are resolved remind your teammates about upcoming deadlines create a release task and a bunch of subtasks and assign them to the responsible individuals. ![]()
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