ES Cloud - Signing an Issue

This page describes how to sign an Issue in a certain project.


ES cloud - Configuring Electronic Signatures

Signing an Issue

  1. In the Jira Issue that you want to sign, click E-Signatures either from Issue actions or Issue itself.

  2. Once click, this will open the E-Signatures page.

    Users can edit Meaning on their own. The maximum field length is 250 characters.

  3. Click Send Pin to receive your personal Pin code via email.

  4. Insert your personal Pin and you're all set.

Preventing unauthorized Issue transitions

To prevent unauthorized workflow transitions you would need to set up the E-Signatures validator. Validators check that any input made to the transition is valid before the transition is performed. 

If a validator fails, the issue does not progress to the destination status of the transition, and the transition's post functions are not executed. 

Electronic Signatures app contains 2 validators:

Current user signatures Validator

Let's see the E-Signatures Validator in action. The use case is the issue have to be signed by the current user so that it can be moved to Done.

To do so, perform the following steps:

Adding a validator to a transition

  1. Select your Project → Project settings.
  2. Click Workflows and then Edit for the relevant workflow.
  3. In diagram mode, select the transition arrow. In text mode, select the transition's name from the Transitions (id) column.

  4. In diagram mode, click Validators in the properties panel to show the triggers configured for the transition. In text mode, select the Validators tab.

  5. Click Add validator, select Issue contains user E-Signatures from the available validators and click Add

And you're all set.  The issue now has to be signed by the current user so that it can be moved to Done.  

Multiple users signatures Validator

If you want an issue to be signed by multiple users before transition, you need to set up Issue contains E-Signatures of a group of users validator. 

You have to create a Group in your Jira instance and add the necessary users before setting up this validator.
  1. In Workflow Editor, click Add validator, select Issue contains E-Signatures of a group of users from the available validators and click Add.

  2. Add parameters to the validator. Select a necessary users group and enter how many users from the group have to sign the issue in the"Minimum number of group signatures required" field.

    After adding or removing users from the group, be sure to update the validator accordingly to avoid any issues during the transition.

    Note, if users signed the issue before they were added to the group, their signatures won't be accepted by the validator for this ticket.

  3. Click Add and Publish Draft.

That's all. The issue now has to be signed by users from the group so that it can be moved to the next state. 

Revoke E-Signatures Post Function

Sometimes you need to verify each step of the transition, for that Revoke E-Signatures post function will be helpful. To configure it, perform the following steps.

  1. Go to your Workflow diagram mode.
  2. Click Add post function, select Revoke E-Signatures from the available post functions and click Add

  3. Now once set up, all E-Signatures on the Issue will be cleared from workflow status.

The Post Function cleans signatures from workflow status and does not delete any information from the E-Signatures tab or Issue glance. This means that your signature will be required again when you try to make the transition to a certain state.

4. You will see the reset Electronic Signatures in a different format.

Request E-signatures by sending E-mail

You are able to notify users that their signatures are required by sending E-mail using ES Email Issue post function. You need to create a group for these users.

Best Practice: To set up the post function one transition earlier E-Signatures validators.

ES Email Issue Post Function

To configure it, perform the following steps.

  1. Go to your Workflow Editor.
  2. Click Add post function, select ES Email Issue from the available post functions and click Add

  3. Enter post function parameters:
    1. Select a group - users who have to receive email.
    2. Minimum number of group signatures required - emails will be sent to all users in the group until the specified number of signatures is presented under the Electronic Signatures tab.
      For example, your group consists of 3 users. If you enter 1 and someone in the group has already signed the issue in the previous statuses, no one will receive an email. If you enter 3, all users will receive an email, even if there are signatures from one or two users in the group.
    3. Edit Email subject and template if needed.

  4. Click Add and Publish Draft.
  5. When you make the transition, the following email will be sent to users:

Unfortunately, validation and post functions are not available in Team-managed (formerly Next Gen) projects due to Jira limitations. We are monitoring Team-managed projects development so that we can offer it as soon as possible.

Helpful links

Analyzing signing results