Need to display the certain workflow status count in custom field

[Prabhu Chilukuri]

Hi ,

We are tracking recruitment process in Jira cloud. We have a requirement e:g we have a two fields 1. No of positions & 2. Filled positions.  we have created single select custom field for number of positions & 2. filled positions, we need to display the count  based on Workflow status count.

Example: If 10 profiles got selected in interviews, The same count needs to be display in Filled positions field.

Please suggest possible ways to achieve this requirement.

Thanks in Advance,

[John Funk]

Hi Prabhu,

You might could do an Automation for Jira rule to increase or decrease the number each time an issue moves into or out of the appropriate status where the count is being done. 

[Prabhu Chilukuri]

Hi John, 

Thanks for the quick response,

Could you please explain the steps?

Thanks in Advance,

[John Funk]

Sure.

1. Is the Filled Positions a number field? If not you will need to create a new one that is.

2. Create an Automation For Jira rule that adds the value of 1 to the Filled Positions field based on when an issue moves into the status. 

   a. Create a rule for when an Issue Transitions

   b. Select the status you want to monitor for when it moves into it

   c. Add a component to the rule for Edit issue

   d. Edit the Filled Positions field to use the following code:

          {{#=}} {{issue.Filled Positions}} + 1{{/}}

    Similarly, you would do - 1 if the issue transitioned out of the status  (maybe, depending on your process)

Give that a try and see if it works. 

[Bill Sheboy]

Hi @Prabhu Chilukuri 

I agree with the approach @John Funk is suggesting, and I wondered how you are representing the process.

That is, do you have JIRA issues to represent the position, profile, and interviews... or are these steps in your recruitment process?  Understanding these will help you decide where to put the counting Number fields that John is describing.

Best regards,

Bill

[Prabhu Chilukuri]

Hi Bill,

This above process is not working out. For example we have 5 Java position and 5 .Net positions to fill. We have created two Fields  1.Total Positions and 2.Filled positions.

Total positions we have created Drop down and we need to automate Filled position field based on certain workflow status and we need to show the filled position count in every ticket.

Note:  job role positions count is different for each job role for example JAVA number of positions 4 and .Net positions 5.

Kindly advice on this

Thanks in advance,

[Bill Sheboy]

Hi @Prabhu Chilukuri 

Apologies, but I am still not understanding how you are trying to do this.

Perhaps posting images of the board layout columns/statuses and example issues would help, and please answer these questions:

• What do the issues (cards) on your board represent? (e.g. a job opening)
• In which issues (cards) are the new fields stored?

Best regards,

Bill

[Prabhu Chilukuri]

Hi Bill,

Please find the below screenshot to understand our recruitment process.

[Bill Sheboy]

Hi Prabhu,

So the cards on your board represent the individual people (candidates) applying for a position, and the steps on the board show the progress of the person through recruitment.

Is that correct?

[Prabhu Chilukuri]

Bill,

Yes, Our Internal HR team will submit the profiles and interview panel members will take care of profile review, screening and technical interviews. They will finalize the candidate status through workflow status.

[Bill Sheboy]

Hi Prabhu,

Thank you for confirming the process.

Okay, now I hypothesize the Number of Positions is stable (for a particular role) and that Filled Positions increases as candidates are hired, up to the limit of Number of Positions.  Correct?

If so, this is possible to update the values, and a much more complicated. scenario. You would need to use queries to count how many people are in various status conditions, and then edit multiple items with the result.

You may be trying to implement features of a stand-alone recruitment management tool using JIRA, so other than experimenting to find the correct triggers and rules, you may have to just try it to discover what helps.

Sorry I could not be of more help.

[Prabhu Chilukuri]

Bill, 

Could you please share us the sample steps to achieve this requirement by using automation feature.

Thanks,

[Bill Sheboy]

Please see John's example; that is a good starting point for the steps needed.

You can also see details and how-to information in the Atlassian documentation:

https://support.atlassian.com/jira-software-cloud/docs/automate-your-jira-cloud-processes-and-workflows/