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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteTo customize a workflow in Jira Cloud, first check whether the space is company-managed or team-managed. Then open the appropriate workflow editor, adjust statuses and transitions, add only the rules the process requires, and— for company-managed spaces—publish the workflow through a workflow scheme associated with the space.
Understand what you are changing
A Jira workflow is a set of statuses and transitions that a work item moves through. Statuses represent steps in the process; transitions determine how work can move between them. A transition is one-way, so moving both from Review to Done and from Done back to Review requires two transitions. A loop transition can run an action or show a screen without changing the status.
In company-managed spaces, workflow schemes associate workflows with spaces and can map different workflows to different work types. Jira’s built-in workflows cannot be edited directly: make a copy and customize the copy instead. See Atlassian’s workflow overview and documentation on workflow transitions.
Choose the editor for your space
The administration path depends on the space type. Atlassian’s documented Jira Cloud paths are:
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- Company-managed: Select Settings → Work items → Workflows, find the workflow, open its actions, and select Edit.
- Team-managed: Open Space settings → Work types, select a work type, then select Edit workflow.
Access also differs: company-managed workflow editing is available to site admins and users with the space’s edit-workflows permission; team-managed editing is available to site admins and space admins. If you cannot see the editor or edit controls, confirm both your permissions and the space type. Atlassian’s workflow rules guidance describes the editor access model.
Design statuses and transitions around real handoffs
In the editor, add the statuses the team genuinely needs, connect them with transitions, and select each transition to configure its behavior. A straightforward task may need only To Do, In Progress, and Done. Add a review or approval status when it represents a real handoff or decision—not just to make the diagram more detailed. Atlassian provides workflow design examples.
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Check each route through the workflow, including rework and reopening. If an item can go from Review back to In Progress, create that route explicitly; a transition in the opposite direction does not provide it automatically.
Choose the right transition rules
Transition rules solve different problems. Use the narrowest control that meets the requirement:
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| Need | Workflow control | What it does |
|---|---|---|
| Limit who can move work | Restriction or condition | Controls whether a user can execute the transition. If a condition fails, the transition is not shown to that user. |
| Collect information during a status change | Request-input rule or screen | Prompts the user for information as part of the transition. |
| Reject missing or invalid information | Validator | Checks details before the transition completes; a failed validation blocks the transition and later actions. |
| Change or communicate something after success | Action or post-function | Can assign work, update a field, add a comment, send a notification, or trigger a webhook after the transition succeeds. |
For example, restrict a release-ready transition to reviewers, request release details on the transition screen, validate that the required field is complete, and then assign or notify someone after the transition succeeds. Avoid using a post-transition action to enforce a requirement that must block completion; use a validator for that.
Atlassian’s workflow rules documentation covers these rule categories. Its advanced workflow configuration guide also explains conditions, validators, post-functions, triggers, and properties. Triggers can respond to events from connected development tools.
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Preserve Jira’s essential post-functions
Jira’s essential post-functions perform core work such as updating the status, recording change history, storing and re-indexing the work item, and firing an event. Do not edit or remove the essential post-function that fires the event: Atlassian warns that doing so can cause unintended behavior for automations and Marketplace apps. Optional actions can be added around the essential sequence.
Post-functions should also match the meaning of a status change. For example, a transition into a resolved state may need to set the Resolution field, while reopening work may require clearing it. See Atlassian’s advanced configuration guidance.
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Publish and activate the workflow
Before publishing, check whether other spaces use the workflow. A shared workflow change can affect every space that uses it. The editor offers options to publish or discard edits; review the affected spaces and test the changed routes before making the workflow live.
For company-managed spaces, editing alone does not activate a workflow. Include it in a workflow scheme and associate that scheme with the space. A space must remain associated with a workflow scheme. When switching schemes, check the status mappings so existing work items have valid statuses under the new setup. Details are in Atlassian’s workflow scheme association instructions and workflow management guide.
Check the workflow before relying on it
- Confirm that each status reflects a real stage and each transition goes in the intended direction.
- Try forward, backward, reopening, and loop transitions that the process requires.
- Verify that the right people see restricted transitions and that unauthorized users do not.
- Test requested input and validators with both complete and incomplete information.
- Confirm that post-transition actions occur only after a successful transition, and leave Jira’s essential post-functions intact.
- For company-managed workflows, verify the workflow scheme and status mappings for every affected space and work type.
Atlassian’s online guidance is for Jira Cloud; labels and available rules may change over time. The navigation above reflects Atlassian Support documentation accessed on October 7, 2026.
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