How to Create a Workflow with Multiple Sub-task Templates in JIRA

One of our customers recently reached out to us with a query.

He needed to set up a new hire workflow that would automatically create 10 specific sub-tasks. These sub-tasks had to include different assignees, descriptions, summaries, and other fields.

Fortunately, he can easily do that with our dedicated plugin, Issue Templates.

Here’s how to create a workflow with multiple sub-tasks templates in JIRA.


Create a List of Sub-tasks

Your first step is to write down all the sub-tasks you’d like to include in your template.

Here’s a sample list of sub-tasks for a new hire workflow:

Sub-task 1Create a company email address.
Sub-task 2Prepare the workspace. Install a desk and chair in the designated area.
Sub-task 3Set up a landline phone at the desk.
Sub-task 4Add the employee to the online phone directory.
Sub-task 5Add all electronic equipment (laptop, separate screen, printer).
Sub-task 6Create username and password for computer access.
Sub-task 7Create username and password for accessing the company wi-fi.
Sub-task 8Order keys and door codes.
Sub-task 9Schedule employee orientation.
Sub-task 10Prepare a manual with office standards, procedures, and schedules.


Create Your Sub-tasks Template

To streamline your workflow, you need a template that will automatically add all these 10 sub-tasks to an issue created when a new employees is hired.

If you’re using Issue Templates for JIRA Cloud, follow these steps:

Go to your templates project and create a new issue. Add a name and define the Scope for this issue. Note: Only sub-tasks with the defined Scope will be copied to your new issue.

When creating this issue, make sure to enable the “Copy Subtask” function. You’ll need this functionality for copying all the sub-tasks you’re about to create in your new issues.

Now head over to the menu and choose “Create sub-task” option. You can now create your sub-task.

How to create a sub-task template on JIRA Server version of the plugin?

The procedure looks very similar. The only difference is that you don’t enable the “Copy Subtask” function. Instead, you need to add the Copy Subtask post-function to your workflow. Have a look here to learn more about it.

The first sub-task on the list is “Create a company email address”. Add a summary to your sub-task and write more detailed instructions in the description field. You can also add an attachment to help the assignee in completing the task.

All that’s left is setting the priority for your sub-task and you’re done!

Continue adding other sub-tasks to your template to create a complete workflow for a new hire.

Remember that creating sub-tasks might take some time and you may need to refresh the page in order to see the results of your work.


Onboarding Couldn’t Get Easier

The next time you hire a new employee, all you need to do is create a new issue from that template and you can be sure that all sub-tasks will be copied exactly a you defined them.

You won’t have to create individual issues for standard tasks like “Create a company email address” or “Create username and password for computer access”.

Why should you waste time on that when you can create a solid template just once and cover the entire onboarding process?

Issue Templates is a plugin that works for both Server and Cloud versions of JIRA, so you can be sure that it matches your needs regardless of which version you’re using right now.

Interested to see what templating can do for your business? Head over here to read a recent post where we cover all the key benefits of using templates.

If you’d like to learn more about other functionalities of Issue Templates, be sure to check out our documentation and blog dedicated to uncovering everything there is to know about templating in JIRA.

Want to try your hand at creating your own template with multiple sub-tasks? Try Issue Temples free of charge for 30 days and let us know what you think.


About Krzysztof Skoropada

As a Head of Atlassian Apps, together with a team of 130 experts, I help companies select the correct plugin for Atlassian according to their individual needs. I am proud of the fact that more than 2 million people from companies such as listed below are trusted clients: CISCO, Ferrari, Samsung, KBC Bank, Deloitte, Allianz, Blizzard Entertainment, Lufthansa, Walmart, Spotify, Sony, MetLife and many more.
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