Integrating VERA Workflow States into Jira Workflows

This guide will show you how to configure new or existing workflows to include VERA workflow states. The VERA workflow include Routing for Approval, Approved, and Rejected VERA states. Statuses are allowed to exist before the Routing for Approval state as long as VERA states are set up correctly.

Step-by-step guide

1. Navigate to the Jira Administration Panel > Issues > Workflows
2. Click on the Edit button on the appropriate workflow

3. Add the following VERA statuses as new steps:

   Step	Linked Status
   Routing for Approval	Routing for Approval
   Rejected	Rejected
   Approved	Approved

4. Add the following property keys for ALL statuses except the first workflow status (e.g. To-Do, New, etc):

   1. Workflows that leverage VERA functionality need to have the delete, move, and clone actions disabled for each workflow state other than the first workflow state.
      1. The default permission scheme in Jira provides administrators the ability to use the delete and move actions in all workflow states. To allow non-administrator users these abilities, grant the permission to the preferred users in Issues > Permission Schemes.

   2. The value "Tx3 VERA Workflow Lock" is not a real username and can be replaced with any fictitious value. The intent of this configuration is to restrict these actions to a fictitious user, ensuring that no actual user will be able to perform them.

      Property Key	Property Value *
      jira.permission.delete.user	Tx3 VERA Workflow Lock
      jira.permission.move.user	Tx3 VERA Workflow Lock
      jira.permission.createclone.user	Tx3 VERA Workflow Lock

5. Add the following property key to all VERA statuses (Routing for Approval, Rejected, Approved):

   1. VERA workflow states must be locked to prevent anyone other than the VERA service account from performing editing actions in VERA states.

   2. Fill in the appropriate VERA service account's username in the property value below.

      Property Key	Property Value *
      jira.permission.edit.user	<username of VERA service account>

      .

6. Create transitions for the VERA statuses

   1. All VERA statuses must be named according to the chart below and cannot be changed. The transitions between each status, however, are flexible and does not have to follow any naming convention.

   2. All transitions listed are required except the Revise transition.

      Transition From	Example Transition Name	Transition To	Purpose of the Transition
      <Previous non-VERA status>	Start Approval(s)	Routing for Approval	Trigger the VERA Approval Route
      Routing for Approval	Complete Approval	Approved	Required for VERA service account to transition record to Approved when all approvers have signed the record
      Routing for Approval	Complete Rejection	Rejected	Required for VERA service account to transition record to Rejected if the issue has been rejected
      Routing for Approval	Withdraw Approval(s)	<Previous non-VERA status>	Allows Jira Admins to roll back the Jira issue if the VERA Approval Route fails
      Rejected	Withdraw Approval(s)	<Previous non-VERA status>	Allows users to withdraw and edit the rejected record
      Approved	Revise	<Previous non-VERA status>	(Optional) Allows users to revise and rework the previously approved record

      .

7.  For each VERA transition, add the appropriate options:

   1. Webhooks must be added to the appropriate transitions to trigger approval route activities in VERA. 
   2. Conditions must be added to the appropriate transitions so that only the VERA service account will have permissions to execute these transitions.

      Transition Name	Option	Option Name	Option Parameter
      Start Approval(s)	Post Function	Trigger a Webhook	Start VERA Approval Route
      Withdraw Approval(s)	Post Function	Trigger a Webhook	Cancel VERA Approval Route
      Revise	Post Function	Trigger a Webhook	Revise VERA Record
      Complete Approval	Condition	User Is In Project Role	Tx3 VERA System
      Complete Rejection	Condition	User Is In Project Role	Tx3 VERA System

8. Click Publish Draft to save the newly VERA integrated workflow

Below is an example Jira workflow that has been integrated with VERA.