How-to Use Jira Work Management (JWM)

Owned by Ryan Hinz
Last updated: Apr 29, 2024 by Jordan Cox
4 min read

Jira Work Management (JWM) enables Northwestern to collaborate on projects. Licenses for JWM are limited to users that are on projects with Information Technology or Northwestern Media.

Notifications only go to Assignee or Watchers of tasks/issues. You can also @mention anyone on a project in comments for them to get an email alert.

Task/Issue View

  • Assignee is the person responsible for the work on the issue. Only project team members can be assigned issues.

  • Reporter is the requester. Stakeholders are those who are NOT on the JWM project but would benefit from the task being done or you want to provide updates for. No email notifications go out to the Reporter or Stakeholders automatically. The only way Stakeholders receive email notifications is if you run the automation rule Email Stakeholders and Reporter.

  • Comments are only internal to the JWM project team. All Watchers/Assignee of issue are notified of the comment. You can @mention someone on the JWM project team as well.

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  • Manual Automations
    To access automations on task/issue view, go to “Actions” to the right of the Status.

    • Email Stakeholders and Reporter: Send an email to those individuals and move the ticket status to “Waiting for Customer.” Helpful when you have a question. A link is supported, but no images or files can be sent.

    • Completed & Create New Recurring Task: Clones as much of the fields as it can, including the checklist items (it unchecks them), and sets the start and due date based on user inputs.

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  • Automations that Run in the Background:

    • Scheduled: Update Overdue Label: Runs daily to add or remove “Overdue” label from issues not done. The “Overdue” label can then be filtered on to see tasks overdue.

    • Trigger on Due Date: Overdue Label: If Due Date is updated, it adds or removes “Overdue” label from issue not done.

    • Scheduled: Revisit/Scheduled Date Transition from Pending/Pending Prioritization/Scheduled: If past revisit date and Scheduled or Pending, it moves to Work in Progress. If Pending Prioritization, it moves to Leadership Review. (this is for project requests prioritization project).

    • Trigger on Comment: Transition "Waiting for Customer" to "Work in Progress": All comment triggers this. It checks if in “Waiting for Customer” status and the initiator of the comment is not the assignee and transitions it to “Work in Progress”.

Overview of Tabs

JWM has multiple features that can help simplify the management of tasks lists.

You can group tasks by Status, Priority, Assignee, or Category. Categories are custom per project. The “More” option enables you to customize what shows on the cards and whether the lanes are collapsed or expanded. You can do a 1-time filter or create a saved filter. Lastly, using the “Search Board” feature will help you find a task based on key word search.

Similar features as the Board View, however, in List View you can easily edit the info stored in each column.

  • Edit data points like Status, Assignee, Due Date, Category, etc. without opening the issue.

  • Create filters or use “Assign to Me” filter. (can be used on Board and Timeline tab)

  • Create Sub-Task on the fly under a Milestone or Task. Instructions: Hover over to the right side of icon in Type column and a plus symbol will appear that says “create child issue”.

 

See where tasks are at with a timeline view. This helps you quickly see what is coming up or passed due.

 

Connect to a Confluence Site or page and track all meeting notes or project pages within the Knowledge Base in Confluence.

 

All attachments uploaded to tasks in the project can be found in 1 spot and are searchable.