Overview

This page provide an example of Access Request Approval Process implementation in Jira via the Herzum Approval app.

This example highlights the use of User Picker custom fields to identify the Approvers and the Automatic Notification/Automatic Workflow Transitioning features.

Example of Access Request  Approval procedure

An User can request access to an application that he does not currently have permission to see by opening a ticket in Jira. 

The Access Request is automatically notified to the User's manager for approval. The User's Manager can deny the approbation so that the ticket gets definitely closed. 

If the User's Manager approves, the request is automatically submitted to the Application Owner for approval.

High level Approval Flow 

Implementation 

Workflow: Access Request  Approval Process

Custom Fields

User Manager custom field

The User Manager custom field maintains the user-manager username.

It is an User Picker (single user) custom field.

Application Owner custom field

The Application Owner custom field maintains the application-owner username.
It is an User Picker (single user) custom field.

Approvals Configurations 

Navigate apps → Approvals and click Add Approval

User Manager Approval

Application Owner Approval

Approval Mapping Configurations 

Navigate apps → Approval Mappings and click Add Approval Mapping

Select the Project and the Issue type associated to the Access Request Workflow.

Set-up the Requested Approvals and the Advanced Setting as follows:

How it works

Ticket creation

The user create an Access Request populating the User Manager and the Application Owner fields.

User Manager notification

The User manager is automatically notified via email.

User manager Approval action

User Manager can Approve or Reject via email by clicking on the buttons displayed on the email body (the e-mails body looks like as follow depending by the applied Email Template customization):

or via the buttons displayed on the issue screen.

Automatic transitioning in Waiting for Application User approval and Notification to the Application Owner on User Manager approbation

Automatic transitioning in Closed on Application Owner or User Manager rejection

The Application Owner Reject via email:

The ticket gets automatically Closed.