Add Mapping configuration

All administrative functions of Herzum Approval require you to be a user with the Jira Cloud System Administrators global permission.

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This configuration is for company-managed projects.

If you want to configure conditional rules for team-managed projects, check out this documentation instead.

In this section

Add Mapping

Follow the steps below to create new Approval Mappings per selected Project and Issue Type

Click Add Approval Mapping to create new Approval Mappings

Fill the field Project and click Next

Fill the field Issue Type and click Next

Select a workflow transition and click Next

Select the Available Approvals and click Next.

Approval mappings are limited to 20 approvals to maintain optimal loading speed and application performance. It is crucial to understand that setting up various approvals using both "Group picker all" and "User picker all" properties within the same mapping is not supported.

Having more than 6 approvals can potentially cause delays in loading the issue panel.

Check that the approval mapping configuration is correct in the summary, and click Save if all is correct

Advanced Settings

Automatic Workflow transition

The Setup Automatic workflow transition allows you to enable:

the Automatic transitioning of the issue based on received approbations (by default All approbations)
the Automatic transitioning of the issue based on received rejections (by default All rejections)

Automatic Approval Request Notification via email

The Setup Automatic Approval Request notification screen allows to notify approvers automatically via email of a new pending approval request.

The notification is sent once when the issue moves in the selected Source Workflow Status.

If the approval mapping includes the sequential approval option, email notifications will be triggered for each approval when the approval buttons are enabled.

For JSM projects, automatic approval request notifications can be triggered from the customer portal when the Approval Status shows on Customer Portal option is enabled in the approval mapping and the ticket is opened.

Require Approval Comment

The Setup Require Approval Comment screen allows to require that the approver inserts an approval comment to justify the approval decision.

This setting is effective for approval responses provided via email and via issue web panel.

Sequential approval

Select Sequential Approval in order to enable the sequential approval.

It causes that the approval decision must be submitted in the order established on the requested approvals column.

You can choose to submit for approval the subsequent approval independently by the response gets on the preceding approval or only case of it gets an approbation (Default).

Optional approvals

Select Optional Approvals in order to choose the Optional Approvals.

The Optional Approvals consist of particular Approvals that case of they don't get the vote, the Approval is not considered but if they get the vote, their vote is considered same than other to evaluate the result of the approval stage.

By Default All approvals are considered Mandatory.

If an issue requires at least one Optional Approval, the app behaves as described below:

When no ‘minimum required approbations/rejection (conditioned and unconditioned)’ exists
- the app allows the transition only when All Requested Approvals (with the exclusion of Optional Approvals replies) have been approved/rejected
When any ‘minimum required approbations/rejection (conditioned and unconditioned)’ exists, the app evaluates the available settings as follows:
- All,the app allows the transition only when All Approvals (with the exclusion of Optional Approvals that have not gotten any reply) have been approved/rejected
- Fixed Number, the app allows the transition only when the number of approvals has been reached (it includes either the optional and the mandatory approvals)
- Percentage, the app allows the transition only when the percentage of approbations allowing to transition has been reached ( the percentage is evaluated counting the mandatory approvals and the optional approvals having replied).

E.g. Case of it's requested the 50% of approbations to transition, If the evaluation of the formula Count(approbations)/[Count(Requested Approvals)- Count (Optional Approvals) + Count (Replied Optional Approvals)] is >= 50%, the transition is unlocked.

Condition enabling/disabling the approvals

Select Condition enabling/disabling the approvals in order to enable the approvals when the Conditional Rule, evaluated on the issue, returns true.

Actions

The Actions configuration allows administrators to enable or disable the Abstain and Reset button actions for each individual approval mapping. This setting provides more granular control over the approval process.

Choose from the following options:

Global: Respect the configuration set in Global Configuration > Actions.
On: Enables the Abstain/Reset buttons on the approval panel, overriding global settings.
Off: Disables the Abstain/Reset buttons on the approval panel, overriding global settings.

Note: An abstention is considered as an agreement with the decision made by the votes of all other approvers.

Super Approvers

The Super Approvers configuration allows administrators to designate users or expressions that identify users who can approve any pending approval, even if they are not assigned to it. Additionally, administrators can specify users or expressions to be excluded from the Super Approvers list.

Transition on rejecting

Select Transition on rejecting to select the transition to perform on rejecting.

In order to transition the issue on the selected Transition on Rejecting you must enable the Automatic Workflow Transition on rejection.

E-Mail Templates

Select the E-Mail Templates option to choose the email templates to apply when notifying the Approval Request and an Approval Reply emails.

Approval Reply Notification Scheme

Select the Approval Reply Notification Scheme option to choose the schema for notifying users about Approval Reply emails.

Minimum Required approbations/rejections

You can set the Minimum Required approbations and rejections conditioned or unconditioned rules to specify if the approval step can be considered approved or rejected based on a subset of stakeholder's reply.

Navigate to Minimum Required approbations and rejections page for further information and examples regarding this setting.

Update Issue Assignee

The Update Issue Assignee configuration allows the issue assignee to be updated automatically under specific conditions:

The approval mapping contains only one approval.
The approval configured is a single-user user picker property.
The assigned approval user approves the pending approval.

Approval Status shows on Customer Portal

When enabled, the approval status of the issue is displayed in the Customer Portal view.

Example

If there are no active approval mappings on the issue or if this feature is disabled, the following message is displayed on the portal.

Approval Buttons show on Customer Portal

When enabled, the approval buttons are displayed in the Customer Portal view.

Example

Select approval groups based on conditional rules

This configuration allows you to group approvals based on conditional rules, for example, if you have approvals A, B, and C, and you have conditional rules 1 and 2, if you select conditional rule 1 and configure approvals A and B within it, approvals A and B will be displayed only when rule 1 is fulfilled. In the case of conditional rule 2, it will only show the approval C when the conditional rule is fulfilled. In case you do not configure any approval within a conditional rule it will be shown normally. The maximum number of conditional rules allowed per approval mapping is 20.

Notify approval via comment

The Notification via Comment feature allows approval issue comments to trigger an approval action on a pending approval when enabled. For the action to be processed correctly, the comment must contain a valid response.

Example

Approval Request Emails Automated Reminders

The Automatic Reminders feature allows the app to send periodic email notifications to approvers with pending approvals. To configure this, visit this link.

Global Reset for super approvers

The Global "Reset for Super Approvers" Configuration feature allows Super Approvers to reset all approved, rejected, or abstained actions taken on an issue to a pending status within an approval mapping.

If automatic request notifications are enabled in the mapping, the notifications will be resent to the assigned approvers.

Global reset button on the approval panel displayed in the issue view.