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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 which 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 purchases

document, 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

project automations

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.

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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

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Checkout automations to set the approver to someone else other than the department head.

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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 automation

Automations

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

  1. This rule will automatically approve orders totaling less than $500 and disable the Submit Order button for orders totaling $500+.

  2. 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.

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For this automation to work properly, a post function must be set on the Decline transition to set the resolution to Declined.

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Set up the rule with the following settings:

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The next rule we set up will re-enable the Submit Order button if the order is approved. Create a new rule with the following configurations:

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These two automation rules will make sure that all orders which require an approval get one. A final touch we can add is setting up a third automation rule to move all Items to the Declined status if the order is declined by the approver.

To do so, we’ll create a new rule with the following configurations:

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Note

Please double check to make sure you choose the trigger “Request Declined” with a capital “D”. We have a known issue with two triggers being named very similarly.

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Related issues

Write into our Support Desk with any questions you have.