Mastering Jira Workflows: How to Supercharge Your Team’s Productivity With Data-Driven Insight

Ruth Hadari
Ruth Hadari
Agile Advocate, Engineering Ops Expert
Posted on
May 9, 2023
Updated on
May 9, 2023
Table of Content

Do you want to know the secret weapon of any successful team? It's Jira Workflows. When used correctly, it can supercharge your team's productivity and give you valuable data-driven insights into how your projects are progressing. 

In this blog post, we'll take a deep dive into mastering Jira Workflows and explain how it can help you improve inefficiencies and increase collaboration between teams. 

We'll cover topics such as setting up workflows, managing tasks with automation, best practices for using data-driven insights to optimize your workflow, and more! By the end of this blog post, you'll be ready to implement Jira Workflows in your organization and become an expert in utilizing them effectively. So let's get started!

What Is a Jira Workflow?

Jira Workflows are an integral part of the Jira software. It is a set of statuses and transitions that an issue goes through during its lifecycle, representing the process within your organization. By setting up and managing workflow schemes, you can ensure the right issues go through the right process with minimal effort and no surprises. 

With Jira workflows, you can create custom processes to suit any organization’s needs, ensuring that all your work is completed efficiently. 

With data-driven insight and customization options, Jira Workflows give teams the tools to supercharge their productivity and reach their goals faster. 

How to Create Jira Workflow?

Creating a Jira workflow can be a daunting task for any team. Fortunately, there are several simple steps that can help you supercharge your team’s productivity with data-driven insight into their project management tasks. 

  • To begin, open the ‘Settings’ menu and select ‘Issues.’ 
  • From here, choose ‘Workflows’ and click the ‘Add Workflow’ button in the top right corner of the page.
  • Use the ‘Add Workflow’ dialog to create a new step in your process by clicking on the 'Add Status' option (you can add existing statuses or create new ones). 
  • Once you have your desired statuses in place, it's time to add the transitions between them. You can do this by clicking on the ‘Add Transition’ button or by dragging from a node on one status to another. 
  • When you have completed the workflow, click 'Publish Draft' to save your changes and make them available.
  • Now that your new workflow is created, you need to apply it to a project. To do this, open the 'Projects' page and select either a starred or recent project—or choose 'View All Projects' and pick one of those instead. 
  • Then, go into that project's settings via its sidebar menu and select the ‘Workflows’ option. 
  • Next, click on ‘Add Workflow’ and choose ‘Add Existing’. From the list of workflows available, select your newly created one and click 'Next'.
  • At this point you will need to choose which issue types your workflow will be used for. 
  • Once you have done that, click 'Finish' to apply it to the project. 
  • Finally, in order to migrate any existing issues into your new workflow, click on the 'Publish' button followed by 'Associate'. 

This should complete the setup of your Jira Workflow and enable data-driven insight into how your team is progressing with their tasks.

The Limitations of Standard Jira Workflows

While they are indeed powerful tools to manage and track processes, Jira Workflows come with certain limitations that can limit their effectiveness. For instance, it is not possible to edit the workflow name if an active workflow exists, nor can statuses in active workflows be deleted. 

Additionally, any new outgoing transitions (regular or global) cannot be added if a status has no outgoing transitions. 

Lastly, the step ID of a Jira workflow cannot be changed either. While these are some of the more common limitations of using standard Jira workflows, there may be other restrictions and conditions depending on the specific implementation. 

To maximize efficiency and productivity, teams should understand all of these restrictions so as to ensure that their workflows are optimized for success! 

Enhancing Jira Workflows With Data Analytics

Below are ways of enhancing Jira workflows with data analytics:

Build Meaningful KPI

A key part of mastering Jira Workflows is building meaningful Key Performance Indicators (KPIs) that can be used to measure the success of your product. Having a clear, agreed-upon set of KPIs ensures that the entire team is on the same page when it comes to assessing progress and improving efficiency. 

Data from instrumented products provide a wealth of insight into user interactions with the product, allowing teams to track and assess customer engagement as well as operational use cases. 

Knowing which metrics are most important for your team's objectives lets you fine-tune workflows and ensure that all resources are being used in the best way possible. 

Include Actionable Metrics Pertinent to the Dataset

Incorporating relevant, actionable metrics into the dataset is an essential step in leveraging Jira Workflows to supercharge your team’s productivity. By analyzing data from issue-tracking tools such as Jira, you can gain valuable insight into historical development performance and plan for future development cycles with greater accuracy. 

This data can be used to identify areas of low performance, pinpointing and addressing problems quickly before they have a significant impact on project timelines and budgets. 

More importantly, this data is extremely actionable. With the right analysis techniques, it can provide invaluable insights into current workflows and processes that may not be apparent through manual observation alone.

Combine Data Sources

Combining data sources is an essential step to achieving a data-driven workflow in Jira. By combining different types of sources, including product data and data from external sources such as sales, marketing, and finance, teams can gain valuable insight into their product performance and learn where improvements can be made. 

This new data provides a more comprehensive view of how the product is being received, bought, and used by customers. It also helps to determine the impact that changes in development have on certain areas such as revenues or customer retention. 

For example, a team could use analytics to understand how introducing a new feature has impacted revenue or what impact a bug had on customer retention. Such insights can help guide decision-making when it comes to prioritizing issue resolution and other tasks. 

Additionally, analytics can uncover new opportunities for growth or help identify areas that need more attention in order to optimize performance. With the right data sources, teams can gain a clearer picture of their product’s performance and make informed decisions based on detailed analysis. 

Consider Data Analytics Development as Your Own Product

The success of any data analytics platform depends on the accuracy and relevance of its metrics. Teams must be able to track any updates and changes to their platform in order to ensure consistency across the board. 

By treating your data analytics development process as if it were its own product, you can leverage version control and ticketing tools to encourage collaboration within your team and streamline the workflow. This will help you improve analytic outcomes and make sure all stakeholders are kept up-to-date with current developments.

Using Version Control for Data Analytics Development

Version control systems can be used to manage different versions of files, such as code or configuration files, allowing multiple people to work together on a shared project without conflict. This makes updating the platform and tracking changes much simpler, as the team can easily see who did what and when.

Ticketing for Data Analytics Development

Ticketing systems enable teams to track tasks, assign responsibilities, log progress, and provide feedback on data analytics development. 

By using ticketing systems, you can keep your analysts up-to-date with any issues or requests from other stakeholders in order to ensure that everyone is kept informed of developments. This will also help improve productivity by allowing problems to be quickly identified and resolved.

Real-World Examples of Data-Driven Jira Workflows (GoRetro and Jira Workflows)

Real-world examples of data-driven Jira workflows are abundant: from an HR department with a complex hiring process that spans multiple systems to marketing departments aiming to manage recurring work like campaigns more efficiently, to IT businesses with multiple development teams working in different ways. 

One thing all these organizations have in common is the need for well-organized and effective workflow processes; this is where Jira can help! With its ability to create flexible projects, boards, and workflows, Jira helps organizations implement data-driven insights into their operations with ease. 

For example, HR personnel can use a hire board based on the type of new employee to plot out the different hiring paths; marketing teams can upload repeatable task cards at the start of each campaign in order to ensure each is run comprehensively and efficiently; and IT businesses can use a mix of Jira, Scrum, Kanban or other workflows so that teams can still operate in the manner best suited to them while project work is tracked uniformly.

Automation even allows regular tasks such as KPI reporting to be created and managed on a specific schedule, freeing up team members from relying on emails or calendar notes for the follow-up! 

Ultimately, mastering Jira workflows offers organizations around the world the opportunity to supercharge their productivity with data-driven insight and streamline their processes like never before. 


Mastering Jira Workflows can be a powerful way to increase your team's productivity. Using data-driven insight and understanding the intricacies of Jira workflows can help you achieve greater efficiency, collaboration, and communication in your workflow processes. 

With GoRetro, you have access to a suite of powerful tools that can help you visualize your progress and gain invaluable insights into the effectiveness of your process flows. 

By utilizing these features, you can take control over your project performance and ensure that tasks are completed on time and with high-quality results. Go ahead and start supercharging your team's productivity today by harnessing the power of data-driven insights with GoRetro! 

About the author

Ruth Hadari
Agile Advocate, Engineering Ops Expert

Highly experienced in leading multi-organizational teams, groups, in-shore as well as off-shore. The go-to person who is able to simplify the complex. An agile advocate, experienced in all common methodologies. Responsible for the entire software development lifecycle process from development, QA, DevOps, Automation to delivery including overall planning, direction, coordination, execution, implementation, control and completion. Drives execution, and communicates on status, risks, metrics, risk-mitigation and processes across R&D.

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