Multiple workflows in Jira are essential for projects that require different processes for various issue types or teams. While a single workflow may be sufficient for simple projects, managing more complex projects or multiple departments demands the flexibility of tailored workflows. By using multiple workflows, you can ensure that each issue type—whether it’s a bug, service request, or change approval—follows a path that suits its unique requirements.

In this guide, we will walk you through how to add multiple workflows to a Jira project, helping you better organize your tasks, streamline processes, and boost team productivity.

What is Workflow in Jira? 

1. Single workflow and multiple workflows in Jira 

Single workflow

A single workflow in Jira is a process that all tasks or issues in a project follow. It’s the default path that every issue moves through, from when it’s created to when it’s completed. This workflow includes steps like statuses (e.g., “To Do,” “In Progress,” “Done”) and transitions (e.g., moving an issue from “To Do” to “In Progress”).

Multiple workflows

A multiple workflow setup in Jira means using different workflows for different types of issues within the same project. This allows you to create customized processes for various tasks, ensuring that each type of issue follows its own unique path. For example, a bug might go through a different set of steps than a service request or a task.

Learn more: Jira Workflows: Everything You Need to Know

2. Difference between Single workflow and Multiple workflows in Jira

When working in Jira, knowing the difference between a simple workflow and multiple workflows can help you manage your projects better. A simple workflow works well for small projects where all tasks follow the same steps, while multiple workflows are useful for more complex projects that need different processes for different tasks. The table below compares these two options to help you decide which one fits your project.

Criteria	Simple Workflow	Multiple workflows
Definition	A single workflow applied to all issue types within a project.	Different workflows used for different issue types within the same project.
Use Case	Best for small projects or teams where all tasks follow the same process.	Ideal for complex projects or teams where different issue types need different processes.
Complexity	Simple and easy to set up and manage.	More complex to configure and maintain, but offers greater flexibility.
Customization	Limited; all issues follow the same path regardless of their type.	High customization; each issue type (e.g., Bug, Task, Request) can have a different workflow.
Team Size	Suitable for small teams or projects with uniform tasks.	Suitable for larger teams or organizations with varied processes across departments.
Flexibility	Less flexible; works well for projects with similar task requirements.	Highly flexible; allows for different steps, statuses, and rules for each type of task.
Scalability	Not very scalable; as the project grows, it may become insufficient for diverse needs.	Highly scalable; can adapt as projects grow and processes become more specialized.
Reporting	Simpler, more uniform reporting across all tasks.	Allows for more detailed, granular reporting based on each workflow’s unique steps.
Change Management	Easier to implement changes to the workflow since only one exists.	Changes require careful planning, as multiple workflows might need to be updated.

When to Use Multiple Workflows in a Jira Project?

1. Different Processes for Different Issue Types

• When various types of issues (like Bugs, Tasks, and Service Requests) require different steps or handling processes, multiple workflows allow each issue type to follow its own tailored path.
• For example, an Incident might need a simple workflow like “Open → In Progress → Resolved,” whereas a Change Request might need a more complex workflow with stages like “Submission→ Review→ Approval→ Implementation→ Completed.”

2. Handling Multiple Teams or Departments

• When multiple teams (such as IT, HR, and Facilities) work within the same Jira project but require distinct processes.
• Each team can have a workflow that mirrors their internal processes, ensuring that the issue tracking is in line with their specific needs.

3. Complex Processes with Specific Approvals and Transitions

• When certain types of requests need approval steps, conditional transitions, or specialized handling.
• For example, a Purchase Request might need multiple approval steps and conditional paths that are not relevant to a standard Service Request.

4. Projects with Varying SLA and Priority Rules

• When different issue types have varying SLAs or priorities: High-priority incidents may need urgent response times and resolutions, while standard service requests might have more relaxed timelines. Multiple workflows allow you to set up distinct SLA rules and processes.

5. Compliance and Regulatory Requirements

• When certain processes require strict compliance: For industries with regulatory requirements, such as healthcare or finance, using different workflows ensures that sensitive processes (e.g., data handling, change approvals) follow compliance steps, audit trails, and approvals.

6. Supporting Growth and Scalability

• When your organization is growing: As teams expand, so do their processes. Multiple workflows allow you to scale and manage increasingly complex projects without overloading a single workflow, ensuring that each team or department works efficiently.

7. Better Reports and Tracking

• Different workflows let you create reports that are more detailed and specific, so you can track how well different teams or types of tasks are performing.

8. Simplifying Processes for Users

• Using multiple workflows helps avoid confusion by showing each team or person only the steps that matter to their work, making it easier to follow the right process.

9. Managing Different Project Phases

• When different project phases require unique workflows: For projects that involve multiple phases, such as design, development, and testing, you can assign different workflows to each phase to ensure specific procedures and approvals are followed.

10. Custom Escalations and Notifications

• When different workflows need different automation or escalation paths: For example, incidents may need to escalate to senior management after a certain amount of time, while standard requests might not require escalation at all. Multiple workflows allow you to customize these paths.

How do I add multiple workflows to a Jira Project?

Adding multiple workflows to a Jira project involves creating workflows, associating them with different issue types, and applying them to your project through workflow schemes. Here’s a step-by-step guide on how to do it:

1. Create workflows

• Go to Jira Settings (gear icon) > Issues.

• Under the Workflows section, click on Add Workflow.

• Name your workflow and click Add.

• Start designing your workflow by adding Statuses and Transitions.
  • For example, you might add statuses like “Open,” “In Progress,” and “Done.”

• Once done, click Publish the workflow.

2. Create a Workflow Scheme

• Go to Jira Settings > Issues > Workflow Schemes.
• Click Add Workflow Scheme.

• Name the scheme (e.g., “Project X Workflow Scheme”) and click Add.

• Click Edit the scheme and start adding your workflows.

3. Assign the Workflow to Your Project

Step 1: Assign the Workflow to Issue Types

• Go to Jira Settings > Issues > Workflow Schemes.
• Select the workflow you want to assign to your project and click edit

• Click Assign and choose the issue types you want to link to this workflow (e.g., Bug, Task, or Service Request).
• Click Finish to apply the workflow to the selected issue types.

• After assigning workflows to the relevant issue types, click Publish to save your changes.

Step 2: Assign the Workflow to your project.

• Go to Jira Settings > Projects
• Select the project you want to assign multiple workflows to.
• In the project settings, click Issue Types > Add Issue Types (choose the Issue Types that you assigned the workflow schemes in step 1) 

Learn more: Create and edit multiple workflows in team-managed projects

4. Mapping the workflow as a reopen

• In your Jira Projects > Kanban Board > Configure board

• Select Columns, and you will see Unmapped statuses

• Drag and drop these status into the appropriate columns. If there is no appropriate column, you can create a new one. 

5 key tips for adding multiple workflows to a Jira project

1. Plan and Map Your Workflows

• Map out your processes: Understand the distinct workflows needed for each issue type or department before creating them. It’s important to know the statuses, transitions, and any specific rules or approvals needed.
• Involve stakeholders: Get input from different teams or departments to ensure their needs are reflected in the workflows.

2. Use Clear Workflow Names

• Give each workflow a simple, descriptive name, like “Bug Workflow” or “Task Workflow,” so it’s easy to identify which workflow goes with which type of task.

3. Set up Workflow Schemes

• Use a workflow scheme to assign different workflows to specific issue types. This lets Jira know which workflow to use for each type of task in your project.

4. Keep Workflows Simple

• Avoid making workflows too complex. Simple workflows are easier for everyone to follow and reduce confusion. Only add steps that are necessary for that specific task.

5. Test Before Applying

• Try out your workflows in a test environment first to make sure they work as expected. This helps you catch any issues before they go live in your project.

By following these tips, you’ll create multiple workflows in Jira that are organized, easy to use, and tailored to the needs of your project.

Examples of Multiple Workflows in Use:

Here are some examples of how multiple workflows can be used effectively in Jira for different types of projects or teams:

1. Software Development Project

• Bug Workflow: For tracking and fixing bugs, this workflow might include testing steps:
  • Open → In Progress → Ready for Testing → Testing → Done
• Feature Workflow: For new features that need design and review steps:
  • Backlog: In Progress; Code Review; Testing; Done
• Task Workflow: For general tasks that don’t need extensive testing:
  • To Do → In Progress → Done

2. HR Department

• New Hire Workflow: For onboarding new employees, with multiple department reviews:
  • HR Review → IT Setup → Manager Approval → Onboarding Completed
• Leave Request Workflow: For handling employee leave requests with approvals:
  • Request Submitted → Manager Approval → HR Approval → Approved
• Exit Interview Workflow: For the offboarding process:
  • Notification → Exit Interview Scheduled → Exit Interview Completed → HR Follow-up

3. Marketing Team

• Content Creation Workflow: For developing content with review and approval stages:
  • Draft→  Editing → Approval→ Published
• Event Planning Workflow: For organizing events with specific steps:
  • Planning → Budget Approval → Execution → Post-event Review
• Social Media Post Workflow: For managing social media content:
  • Draft→ Approval → Scheduled→ Posted

Conclusion

Adding multiple workflows to a Jira project is an effective way to improve how you manage tasks. By creating specific workflows for different types of issues or teams, you can make your processes clearer and more efficient. Whether you’re working on software development, HR tasks, or marketing projects, having tailored workflows helps ensure that each task follows the right steps.

Understanding the difference between single and multiple workflows is important. Plan your workflows carefully and involve team members to ensure their needs are met. Keep the workflows simple and use clear names so everyone can easily understand them. Testing your workflows before using them can help catch any issues.

By following these tips, you can organize your Jira project better and enhance teamwork. Embracing multiple workflows will help your projects run smoothly and successfully!