What was the main problem this Jira automation solved?

It replaced a manual, spreadsheet-based process that caused delays, errors, and lack of transparency, providing a unified Jira-based solution with automated workflows and approvals.

How did the solution improve committee decision-making?

The solution digitized voting, tracked results transparently, and automatically escalated unresolved issues to decision-makers, improving efficiency and accountability.

What reporting capabilities were implemented?

Real-time dashboards, charts, and reports were built using Jira’s Reports plugin to provide visibility into issue statuses, overdue tasks, and overall committee performance.

How were notifications customized for stakeholders?

Email templates and Telegram alerts were customized to include relevant fields and deadlines, ensuring the right people received timely updates based on task status changes.

How did Active Directory integration help the workflow?

The integration automatically reflected organizational roles in Jira, assigned responsibilities, and streamlined permission management according to the company structure.

Jira-Based Workflow Automation

The project aimed to automate a manual, spreadsheet-based problem management process using the Jira platform. Involving a committee, secretariat, responsible owners, and executors, the goal was to improve transparency, control, and visibility across all stages. The solution also included reporting tools such as dashboards and charts to support regular committee meetings and provide clear insights into issue status, deadlines, and overall process performance.

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80-95%

increase in on-time committee decision execution

50+

custom notifications configured for different roles

10-15 dashboards

real-time reporting dashboards delivered

All Technologies Used

Java

Jira

ScriptRunner

Active Directory

Reports

Motivation

The project automated a previously manual, spreadsheet-based problem management process that caused delays, errors, and lack of transparency. By leveraging Jira, ScriptRunner, and reporting tools, the solution centralized task tracking, automated approvals, notifications, and escalations, provided real-time visibility into responsibilities and deadlines, and enabled structured decision-making through committee voting, dashboards, and charts, improving accountability, control, and overall process efficiency.

Main Challenges

The client had a basic integration between Jira and Active Directory, but it didn’t fully support their internal workflows. We implemented a customized extension that analyzed the organizational structure to identify responsible approvers, streamlining the issue management workflow and automating resource allocation approvals.

The lack of visibility into task statuses and overdue issues made it difficult for stakeholders to monitor progress or prepare for meetings. We suggested leveraging Jira’s built-in dashboard capabilities along with the Reports plugin to create real-time charts and visualizations tailored to different user roles, providing clarity and transparency.

Standard Jira notifications were too generic and failed to deliver the right level of detail to the right people at the right time. Our solution included customizing email templates, enhancing content with additional fields, and adjusting notification rules to include all relevant stakeholders based on task status changes or approaching deadlines.

The client lacked a structured way to collect votes during committee sessions and escalate unresolved issues to decision-makers. We proposed and implemented a custom workflow within Jira to support digital voting, provide secretaries with transparent vote tracking, and trigger automatic escalation paths when consensus wasn’t reached.

Our Approach

Analysis and Planning

Initiated the project by offering a commercial proposal. Once approved, we conducted stakeholder interviews, gathered business requirements, and prepared a detailed technical specification.

Development Process

Due to the lack of a test environment, development was done directly on the production system within a sandboxed project. After testing and client acceptance, the solution was implemented on a full-scale basis.

Team Structure

Azati provided analysts, developers, QA, and project managers. The client engaged stakeholders and decision-makers to gather iterative feedback and secure final acceptance.

User Documentation

Prepared comprehensive user guides to ensure smooth onboarding and adoption.

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Solution

Automated Workflow

Fully implemented a structured issue lifecycle using Jira workflows combined with ScriptRunner to handle task transitions, condition checks, notifications, and escalations automatically, replacing manual spreadsheet tracking.

Key capabilities:

Automatic task transitions based on status changes
Conditional logic for approvals and escalations
Integration with ScriptRunner to extend Jira functionality
Consistent and auditable workflows across committees

Active Directory Integration

Connected Jira with Active Directory to reflect the organizational structure, automate role assignment, and manage access permissions, enabling accurate responsibility tracking and workflow automation.

Key capabilities:

Automatic assignment of tasks based on AD roles
Dynamic permission management
Real-time synchronization with organizational changes
Reduced administrative overhead

Custom Notifications

Notifications were tailored and integrated with email and Telegram to ensure stakeholders are informed about task updates, deadlines, and responsibilities, reducing manual follow-ups and missed deadlines.

Key capabilities:

Role-specific alerts for task updates and deadlines
Multiple channels: email and Telegram
Configurable notification triggers
Enhanced engagement and accountability

Advanced Reporting and Visualization

Implemented real-time dashboards and charts using Jira Reports plugin to provide transparency and insight into issue status, overdue tasks, and committee performance for improved decision-making.

Key capabilities: