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In a separate part of our documentation, we outlined demonstrated how users could set up a required approval process and showed how to enable and disable Checkout functionality the Submit Order button depending on the approval state. We’ve since introduced new searching capabilities that allow users to use JQL to query information about the order being placed. Using this JQL in conjunction with Jira Service Desk automations unlocks the ability to require approvals only if the order matches specific criteria.

In this example, we will be requiring an approval for any order over $500, unless the user is a member of a specific group authorized to make higher-priced purchasesdocument, we’ll show an approval process may be set up to require approvals for all orders over a certain value, say $500. Our goal is that any order totaling less than $500 is automatically approved while placing an order of $500+ will cause the Submit Order button to be disabled until the order is approved.

Let’s take a look at how this can be accomplished.

Instructions

To make any workflow changes necessary, users will need Jira administration permissions.

To set up the Checkout automation rules, the user will need project administrator permissions.

Configuring the workflow

First, you will need to set up the workflow which will be used for the Checkout issue type. If the Checkout project was created with the IT Service Desk template, an approval workflow should already exist, but it may not be in use for the Checkout issue type. It will be named in the form of project-key: Service Request Fulfillment with Approvals workflow for Jira Service Desk.

To use it on the Checkout issue type, modify the project workflow scheme and assign the chosen workflow to the Checkout issue type.

Once the workflow has been assigned to the Checkout project, edit the workflow and click on the Waiting for Approval status, and select Add approval.

You’ll need to select the custom field which will be used to set the approvers. Please be aware if you use the Approvers field, Checkout will automatically add the department head for the order as an approver when the ticket is created. If you do not want that behavior, you will need to create a custom approvers field.

Once the workflow has been configured how you like it, we can move onto the next portion.

Setting up Configuring the group

Next, we will set up the group of users that do not require an approval to spend more than $500.

Navigate to Settings > User Management > Groups > Create Group and enter the value purchase-approvers. In here, add the authorized users.

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Configuring the Automations

To set up the Optional approval process requires a couple of automations. To create an automationAutomations

Setting up an optional approval process requires us to configure two separate Checkout automation rules.

This rule will automatically approve orders totaling less than $500 and disable the Submit Order button for orders totaling $500+.
This rule will enable the Submit Order button if the request is approved.

To create an automation rule, navigate to Project Settings > Automation Checkout > Legacy Automation and click on Add Create Rule.

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We will configure a rule to automatically approve tickets where the total cost is less than $500 OR where the reporter is a member of the group we created previously. If either condition is true, the ticket will automatically be approved. If both are false, we tell the system to Disable the submit order button, preventing agents from sending the PO to vendors. Below are the configurations used.

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We’ll create two more automations, one to re-enable the submit order button when approved, and another to update the status of the order if the approval is declined.