Whether you just want to avoid tedious tasks in your daily work or your current Jira issues resemble more chaos and clutter than consistency, Issue Templates Agent is your solution. With templates you can stop wasting time on issue duplication and create comprehensive, well-described tasks. Our add-on will take care of the small stuff, while you can focus on what's actually important, without losing the quality of work.

How does it work?

Issue Templates Agent was created with Jira users in mind specifically. With our add-on, they will gain an ability to create issue templates that match their needs - from basic, one-issue structures, to advanced epics that cover a wider scope. The seamless template application ensures that they will always be at the users' fingertips - available right on the Create Issue view or from Add a Child Issue or Add a Subtask views.

The Advanced version of our templating app allows the users to combine Jira automation with predefined issues, which speed up not just task creation, but also whole projects. All in all, well-constructed tickets benefit the whole team, refining their workflow and improving efficiency.

What are the benefits?

• Time-savings

• Error reduction

• Creation of comprehensive issues

• Consistency

What are the features?

• Templates application on the Create Issue, Create Child Issue and Add a Subtask views

• Templates for basic, simple and advanced structures

• Possibility of using templates in multiple projects

• Automated predefined issue/ project creation

Creating Jira issue templates speeds up and organizes the work of every team member, no matter the department. Get inspired with templates examples regarding the essential aspects in Jira, that we share in this section.

• User Story Template for Product Owners

How do templates benefit your team?

Consistency and Standardization:

Issue templates ensure that every new task or project follows a standardized format. This consistency helps in creating a clear and uniform structure for different types of issues.

Time Savings:

By providing predefined issues, you easily reduce the time spent on creating issues from scratch.

Minimized Errors and Miscommunication:

Jira issue templates allow you to prevent common errors and miscommunication by guiding users to include essential information. This reduces the likelihood of missing critical details and ensures that everyone involved in the project is on the same page.

Improved Collaboration: Clear and well-structured Jira templates enhance collaboration among team members.

At this moment, we can offer you an automation workaround - checkout how to schedule issue creation !

What is the Employee Onboarding process in HR?

Employee onboarding is a crucial process in Human Resources (HR) that focuses on integrating new employees into an organization. It includes the steps and activities designed to help newcomers become familiar with their roles, the company culture, and the overall work environment.

Why should you use a template?

This template is perfect for HR teams, however it also can be assigned for any project where a new employee is going to appear. Customize the description to your needs and enjoy standardized processes. Create a comprehensive onboarding process with one issue template, and don't miss anything.

Template Example:

Template name: Employee Onboarding

Epic: Onboarding [name of new hire/department]

Description: Create a comprehensive plan for onboarding a new team member.

Tasks:

1. Prepare Onboarding Materials

Description: Description: Ensure all needed contracts are ready for the first day.

Subtasks:

• Sign an employment contract

• Create a welcome package with company swag

1. Set Up Equipment and Workspace

Description: Prepare hardware and software.

Subtasks:

• Order necessary equipment (laptop, phone, etc.).

• Prepare the workstation with essential tools and resources.

• Set up email accounts, and access to internal systems

1. Schedule Onboarding Sessions

Description: Prepare the agenda for the meeting with the team.

Subtasks:

• Create weekly meeting plan

• Send out calendar invites to new employees and involved parties.

1. Orientation phase

Description: Take care of proper company introduction.

• Prepare presentation slides for HR orientation.

• Prepare a Confluence page with information on company policies, structure and benefits, and enrollment process.

1. Training phase

Description: Prepare training sessions and assign a mentor.

• Gather training knowledge base

• Assign a coordinator

1. Assign Onboarding Buddy

Description: Pair the new employee with a seasoned team member to assist with integration and answer questions. Establish regular check-ins for the first few weeks.

Follow the interactive tutorial or the steps described below.

1. Access Issue Templates Agent by going into Apps and selecting the add-on.

2. Click Create template, which is found right above the table.

1. In the new window select Basic template.

1. The new page is a place, where you edit your template:

   1. (required) Add a name of the template.

      1. This name will show up as an option for selection in the Template field.

   2. Select Project(s) where the template will be used.

1. You can enable/disable each template for use with a toggle in the top right corner.

   1. Disabling the template means that it won't show up in Create Issue view.

1. If you need more fields in your template, you can configure them in the Other Fields section. Check out which fields are supported

1. Once finished, save the template.

Templates are not just for software teams - every department can benefit from them. Here, we provide you with our materials such as handbooks, cheatsheets and videos that are another source of knowledge and inspiration. Happy reading or watching, and later - happy templating!

Cheatsheets for Software and Business Teams

If our template examples were not enough, check out our ready-to-use templates:

Employee Onboarding - Practical Guides

How to create a personalized onboarding process, but also streamline it? Learn with our Handbook and discover how Atlassian products can actually help you. To dive deeper, watch our webinar that we have conducted with Atlassian Partners - Vectors and Onward.

Success Stories

Learn how Issue Templates Agent helped our customers tackle their problems and bottlenecks, in the end improving their workflows and saving their precious time.

Issue Templates Agent - tutorials

Follow the interactive tutorial or the steps described below.

1. Access Issue Templates Agent by going into Apps and selecting the add-on.

2. Click Create template, which is found right above the table.

What is a Helpdesk team in IT company?

A Helpdesk team in an IT company is a group of knowledgeable people responsible for providing technical support and assistance within the organization. Helpdesk team ensures that computer systems, software applications, and other technology-related issues are taking care of.

What is a bug in software?

A bug in a software environment is an unexpected disruption of software or hardware. According to a bug is a problem which impairs or prevents the functions of a product.

Follow the video tutorial or the steps described below.

1. Access Issue Templates Agent by going into Apps and selecting the add-on.

2. Click Create template, which is found right above the table.

3. In the new window select Advanced structure.

Issue Templates Agent currently supports both the company vs team-managed projects, where you can enjoy the benefits of using templates. However, there are some differences and limitations, when it comes to both project types.

Team-managed projects:

• The template field in the Create Issue view needs to be added manually, as there's no API to do it automatically

• The template structure can only be created for one project, the one you are currently in, as only these issue types will be available for use

• For the parent field to be filled in properly from template, all of the issue types in the template need to be from one project, the one in use

• For the import of templates - the structure of the template is already defined within the file, so only 1 project can be used and all of the issue types that belong to that project

Company-managed projects:

• The template field is added automatically to the Create Issue view

• The template structure can be created for multiple projects - you can use issue types from different projects

• The parent field can be filled in from the template with multiple company-managed projects and issues

• For the import of templates - the structure of the template is already defined within the file, and here you can use multiple projects just as issue types

We have created a template Audit Log, so that the users can follow the changes made in their templates and how they work in practice. The Log comprises information of template type, name and its ID, points out the users who utilized each template. The level column informs of the type of information logged: error - if the template application had problems, or just info - if there was nothing wrong.

How to access Audit Log?

1. Go into Apps and select Issue Templates Agent.

2. Go into App Settings.

1. From the list, select the Log field to open it.

2. Check the logs for needed time period. You can also choose custom time.

Sometimes you need periodically created issues, where only the date needs to be changed. Example?To-Do Issue that needs to be visible across a variety of departments. The best place for that? Inner Service Desk. There's no reason why you should be burdened with remembering everything, and in such cases you can schedule issue creation with Issue Templates Agent and Jira Automation. The template will be applied and the to-do list will be added to the Customer Portal.

Let's set up a rule based on the To-Do List use case.

How to set it up?

1. Prepare your template and create an API Token to be used in automation, just like .

1. Create new automation rule.

2. As a trigger select Scheduled and configure everything as you wish.

1. Change web request body to Custom Data and paste "If you want to create a new issue".

2. In the "issueTypeId" row, replace it with proper issue type.

1. Turn on the rule.

   1. The requests will be raised automatically on Portal on the regular basis, informing everyone about the weekly recurring tasks.

What is a User Story?

A user story is nothing else than a written explanation of a software feature, but from the perspective of its user. Each feature or product should bring value to end users and user stories help with such verification.

Why use a template?

Use one template across many project and work with a pattern. Provide all relevant data in every issue and speed up teams' performance. Create one Jira issue template that will reflect end user thought process.

Template Example:

Template name: User story

Summary: User story [product/feature]

Template body:

Background:

[Describe here]

Acceptance criteria:

[Describe here]

Any other details:

[Describe here]

Which permissions do you need to manage the Issue Templates Agent library?

1. You have to be a Jira Administrator with Global Permissions.

2. Access Global configuration, go into System and Global Permissions. There, you can find Issue Templates Agent - Manage templates permission.

In some cases, such as onboarding of a new employee, you would like to create some group of Issues in many projects (like time tracking issue, demo exercise, welcome issue etc.)

How to set it up?

1. Prepare your template to be used in automation, just like here.

2. Create new automation rule.

3. As a trigger select "Issue Created".

4. Add issue field condition "Request type" equal "Onboarding".

5. Change web request body to Custom Data and paste "If you want to create a new issue".

6. In the "issueTypeId" row, replace it with proper issue type, everywhere it's needed.

7. Turn on the rule.

If you know that a new procedure is coming, stay ahead and prepare templates earlier in order to be ready on the implementation day. Your templates are not ready to be shared yet? This way, you can simply exclude them from templates available on the Create Issue screen.

How to save templates as drafts?

1. Start with creating a template that matches your needs.

   1. Lacking ideas? !

2. In order to save the draft, just switch the toggle in the top right corner to disabled.

3. Save your template.

4. When the template is ready for publishing, turn on the toggle. The state of this toggle can be changed at any time.

What is Request Management?

It is the process of receiving, monitoring, and resolving requests for access or services inside your company. Typically, it is the submission, a methodical tracking system, and an organised procedure for managing and completing such requests. This procedure keeps track of the requests and their progress.

Define Clear Templates

Clearly define and create templates for common types of issues or projects in your organization. Templates should include necessary fields. Make sure to add all specific information relevant to the issue or project type.

Use Standardized Naming Convention

Use standardized naming conventions for your templates to make it easy for Jira users to find and select the right template. Include a clear description in the issue template name to convey its purpose.

Include Only Relevant Fields

Include only the necessary and relevant fields in your templates. Too many fields can be overwhelming and may lead to confusion.

Permissions and Restrictions

Set appropriate permissions and restrictions on templates to control who can create or modify them. Ensure that only authorized users can modify or delete templates to maintain consistency.

Consider Multiproject Templates

Keep it simple. If you can, reuse templates for multiple projects instead of duplicating them.

Use Categories for Organization

Organize issue templates into categories based on project type, department, or any other relevant criteria. Make use of Jira's template categorization features to simplify template filtering.

Test Templates Before Deployment

Before making templates available to users, thoroughly test them to ensure they work as intended. Check for any issues with mandatory fields, and default values.

Version Control

If a lot of things change quickly in your organization, be sure to evaluate templates so that they are up to date.

What is Employee Offboarding process?

It is a process of managing an employee's departure from your company. It involves many tasks and activities to ensure a smooth transition for both the departing employee and the organization. Despite appearances, offboarding process is as important as onboarding, because it shows company's relationships with others.

Why use a template?

Template could be your comprehensive to-do list, that will make sure that the HR team doesn't forget anything. It can be also shared with many projects, so whenever there is a change in personnel, the template will be ready-to-use. Create one Jira issue template, and gain a reliable checklist of tasks you should complete.

Template Example:

Template name: Employee offboarding

Epic: Offboarding [name of departing employee/department]

Description: Develop a systematic approach for smoothly transitioning departing employees out of the company.

Tasks:

1. Exit Interview and Documentation

Description: Conduct an exit interview to gather feedback and complete the necessary paperwork.

Subtasks:

• Schedule exit interview with HR.

• Provide departing employees with necessary documents (exit checklist, non-disclosure agreements, etc.).

• Return of Company Property

1. Equipment

Description: Ensure all company-owned equipment and materials are returned.

Subtasks:

• Collect company laptop, phone, keys, access badges, and any other equipment.

• Confirm the return of all company-owned items and update inventory records.

1. Access Revocation

Description: Secure company data and systems by revoking access.

Subtasks:

• Disable access to accounts based on the onboarding checklist and later access request

• Revoke access to third-party platforms and accounts.

1. Knowledge Transfer and Documentation

Description: Document and transfer necessary knowledge and responsibilities.

Subtasks:

• Identify key tasks, projects, and responsibilities of the departing employee.

• Document processes and procedures that are specific to the departing employee's role.

• Assign a point of contact for any questions or support needed after departure.

1. Farewell Announcement and Transition Support

Description: Notify the team of the departure and facilitate a smooth transition.

Subtasks:

• Draft a farewell announcement email to be sent by HR or the departing employee.

• Coordinate handover of ongoing projects and responsibilities to other team members.

• Provide support to the team to ensure continuity and morale.

1. Offboarding Survey

Description: Gather feedback to improve the offboarding process.

Subtasks:

• Send out an offboarding survey to departing employees to collect feedback on their experience.

• Analyze survey responses and identify areas for improvement in the offboarding process.

• Implement any necessary changes based on feedback received.

For your convenience, issue templates can be applied directly from 3 places - Create Issue screen, Add a Child issue and Add a subtask buttons.

Availability of templates on each screen depends on project and issue type to which the template has been assigned.

Here, we will be exploring application of templates directly from the issue screen.

How to apply templates on the Create Issue screen?

1. Click Create in the top Jira navigation (just like creating a regular issue).

2. Select an issue type.

3. Click in the template field and select a template from the list.

1. Make adjustments if necessary. Any value in fields is editable even after selecting Template. Remember to click Create to save your issue.

2. You can't change the type of structure after selecting it.

You can make couple of templates' edits in bulk - add or remove templates from projects, change issue types and just delete templates from configuration in one go. It makes the task of implementing changes in multiple templates much easier and faster, all playing out for your convenience.

How to make Bulk Edits?

1. Select Apps, go into Issue Templates Agent to access the Template Library.

2. Choose templates which require changes and tick off the checkboxes in the first column.

3. Once you select at least one template, the Bulk Edit button will appear at the top of the table.

1. After clicking the button, a new window will open where you can finish configuration of the changes.

   1. First select the templates from the list and approve with the button below.

   2. Decide whether you want to add or remove projects and issue types from selected templates - choose an appropriate option in the dropdown menu.

1. The last window will summarize the changes you have made. At this point you can still deselect templates if you changed your mind.

1. To finish, click the Update templates button.

1. Once completed, a message with results will be visible on your screen. If you want, you can continue editing the templates. If you are done, just exit the window.

Variables are placeholders that represent dynamic values used in various contexts, such as issues, workflows, automation rules, filters, and reports. By customizing your issue templates with variables, you can ensure that all of your issues are updated regularly.

Supported Variables

Currently, we support variables for text fields: Summary, Description, custom field paragraph (supports rich text), custom field short text (plain text only).

For many companies creating an issue is just a tip of an iceberg. They need to create subtasks, assignee etc. Let's do it with Automation and Issue Templates Agent

How to set it up?

1. Prepare your template to be used in automation, just like .

As you create an extensive template library, it's worth to take a look whether all of them are in use, or maybe some need improvements. At this moment, we do not have this functionality in the app, however we will be working on it the future. So what can you do currently?

Pie Chart Report

For a brief statistic overview, you can easily track the frequency of each template's usage using the Pie Chart report.

Importing and exporting templates can be one of the necessary steps to be taken while managing templates. Their export and import could be a good way of creating a back-up, or a helping hand during the migration from sandbox to production. These functionalities also give you a possibility to update you library with templates from other resources or migrate templates from other add-ons.

How to export templates?

You can export templates in bulk by clicking the Export All button right above the Template Library table.

If you need to export specific templates

Let's say every new team needs to have their projects, but each of them has something in common (like welcome issue, a standard epic etc). You can design templates for that issues and apply it to a new project, whenever it is created.

How to set it up?

What is a Test Plan in software testing?

A test plan is a written document that describes the goals, methodology, and timetable of the planned testing operations. The resources required for the software tester to perform their job well may also be listed in the test plan.

Why use a template?

The creation of such template could be treated as a future investment. The template will help you make sure your testing team and others work according to a pattern. Describe the test plan in the template, and don't miss any stage. Keep an eye on progress, and have one source of truth.

Template Example:

Issue template name: Test plan

Issue type: Epic Summary: Test plan for … [title with version number]

Issue type: Task Summary: Create a test plan for […] Description:

Create a test plan for [title with version number].

Subtasks:

1. Analyze the app and identify which software features will be tested

Description:

• Clearly define the objectives of the test plan, such as ensuring the functionality, performance, and security of the web application.

• Define the scope by specifying the features, modules, or components that will be included in the testing.

1. Identify testing team

Description:

• Identify and assembly your team (everybody involved in the testing process including developers, testers, project managers etc.)

1. Gather requirements

Description:

• Collect and analyze the requirements of the web application to understand its functionality, features, and performance expectations

1. Establish test methodologies

Description:

• Develop a high-level test strategy that outlines the overall approach to testing, including test levels (unit testing, integration testing, system testing), test types (functional testing, performance testing, security testing), and the criteria for entry and exit

1. Specify test environment

Description:

• Identify the hardware, software, network configurations, and other prerequisites necessary for testing.

• Ensure that the test environment closely mirrors the production environment

1. Prepare testing schedule (start/end dates, who’s responsible)

Description:

• Create a detailed test execution plan that includes the schedule, resources, and responsibilities for executing the test cases.

• Define the test data required for each test case.

1. Prepare test cases

Description:

• Develop detailed test cases based on the gathered requirements. Test cases should cover functional aspects, performance metrics, and security measures.

• Organize test cases in a hierarchical structure with main test cases and related sub-test cases.

1. Plan for test execution

Description:

• Create a detailed test execution plan that includes the schedule, resources, and responsibilities for executing the test cases.

1. Define the defect management process

Description:

• Define the process for logging, tracking, and managing defects.

• Establish criteria for severity and priority, and set up a process for retesting and validating fixes.

Issue type: Task Summary: Test execution Description:

Execute the test cases according to the test execution plan. Record the results, including pass/fail status and any deviations from expected outcomes.Subtasks examples:

• Execute Functional Tests

• Execute Security Tests

• Execute Performance Tests

Issue type: Task Summary: Prepare test summary report Description:

Summarize the results of the testing phase, including test coverage, defect metrics, and overall assessment of the web application's quality. Provide recommendations for improvements if necessary.

Issue type: Task Summary: Testing process review Description:

Conduct a review of the test plan with key stakeholders and obtain their approval. This ensures that everyone is aligned with the testing strategy and objectives.Subtasks:

• Evaluate the accuracy and completeness of test summary reports

Assess the inclusion of key metrics and KPIs

Supported system fields in creating Jira issue template

Supported custom fields in creating Jira issue template

Use Templates in Automation

This feature allows you to automate aspects connected to creating standard issues that usually are time-consuming. With Automation and things like: Preparing Onboarding epic, or creation of project with prepared issues are now possible in a blink of an eye!

Check out our suggestions of use cases:

What do you need for your Automation Rule?

1. API Token

2. REST API url

3. Body of request (in case you would like to create a new issue, you need to add on your own)

How to generate API token for Automation Rules?

1. Go to Apps, select Issue Templates Agent.

2. In the Templates screen, select templates you would like to use by ticking off checkboxes (visible in the first column of the table).

1. Press "Use in REST API".

   1. The contents of the new window will be needed for creating an Automation Rule (picture below).

   2. Create label for token and generate it.

You can apply templates in the issue view from fields Add a Child Issue or Add a Subtask, without changing the view. It is a massive facilitation during planning meetings and for all teams working with boards.

How to use issue templates on the issue view?

When the simplified task creation panel is displayed, it does not show the create issue view, only the summary bar. In this case, a workaround is required. This situation applies specifically to the issue view - adding child issues to epics and creating subtasks for selected tasks.

In order to apply templates at this level, it is necessary for the Create Issue dialogue to open up - this can be done by setting a minimum of one required field on Create issue (it can be the Template field, but it does not have to). This way, templates can still be used to create an issue, not just by clicking the Create button from the top navigation bar.

Each created template is visible in the Template Library table and organized in alphabetical order of template names. Below, we are describing each column.

Edit a Template

You can easily edit each template. Just click on the arrows appearing right next to its name or on three dots on the right and select Edit template. Both ways open the template configuration page. This action does not affect issues already existing in Jira.

Duplicate Templates

The Actions menu contains an option to duplicate templates. Once selected, a new window for template edition opens. The name of the templates, which you will be editing, is "Copy of [templateName]". Remember to save your changes once finished - the Save button is at the bottom of the page.

Delete a Template

You can delete a template by clicking the three dots icon in the last column and selecting Delete template. After clicking, a popup appears where you must confirm the deletion. This action does not affect issues already existing in Jira.

We are committed to improving our security posture. That’s why we created this page to answer basic questions about security in the Issue Templates Agent.

Since Oct 2023, we've been SOC2 type II compliant to meet the highest and most professional standards.

Issue Templates Agent Architecture

is built on the platform. The app connects to Jira using . It’s written in React and TypeScript.

What customer data does the app process?

We process accountIds, email addresses, display name and customer data. We also process Jira look and feel settings for viewing and formatting dates. We have the access to Jira Settings. Additionally, if the user shares the information of their time zone and language settings, we do process these details as well.

What data does the app store?

The app stores templates data.

Where are the data stored?

All data are stored on the Atlassian infrastructure. Templates data is stored in The app configuration and templates are stored via .

What permission does the app require?

Does the app encode all data in transit and at rest?

Yes.

Does the app support data residency?

Yes, thanks to using the Atlassian Forge platform. Here is the official announcement from Atlassian:

Does the app have a data retention policy?

Yes. Upon written request, Appsvio and Atlassian will delete all End User Personal Data (including copies). More information is available in .

Does the app have a data backup policy?

Yes. More information is available in

Useful links and more information