Create an Approval Definition
Create an Approval Definition
Approval definitions define how approvals are structured and executed in Approval Path.
They consist of approval steps that determine how and by whom approvals are required.
Approval definitions are reusable and can include complex structures such as parallel groups and conditions.
Who Can Create Definitions?
Space admins can create approval definitions limited to their space.
Global admins can create approval definitions available to one or more spaces, or globally across all spaces.
The available options depend on your permissions and the context from which you access Approval Path.
Access the Definition Page
You can access the Create Approval Definition page in two ways:
From a Space (Space Scope)
When accessed from a space, the approval definition is created for that space by default.
Open a Jira space.
Click Approval Path in the top navigation of the space.
Go to the Definitions tab.
Click Create.
From Global Settings (Global Scope)
When accessed from global settings, you can choose where the approval definition will be available.
Open Jira.
Go to Apps → Approval Path.
Open the Definitions tab.
Click Create.
Define Approval Definitions Details
1. Name
The definition name is required. Use a clear and unique name, as approval definitions are selected when starting an approval from a work item.
A description is optional, but you can use it to add internal notes for other administrators.
2.Space
When creating an approval definition, select where it should be available:
This Space
The approval definition is available only in the current space.Selected Spaces (global admins only)
The approval definition is available in the selected spaces.All Spaces (Global) (global admins only)
The approval definition is available across all spaces. If no space is selected, the approval definition is treated as global.
If you are a global admin, select the space or spaces where the approval definition should be available. Leave this field empty to make the definition global.
3. Add Approval Steps
Click Add step and choose the step type you need.
Approval definitions can include multiple steps and parallel groups.
For detailed information about each step type, see the Step Types documentation. → https://warsaw-dynamics.atlassian.net/wiki/spaces/APFJ/pages/438501377/Step Types?atl_f=PAGETREE
4. Additional Settings (Optional)
You can further customize the approval definition using the following options to perfectly fit your workflow needs.
Allow Abstain action
Enable voters to abstain.
Priority
Set a priority level (Highest, High, Medium, Low, Lowest) to help approvers easily identify the urgency of the request. Defaults to "Medium".
Conditions
Control exactly when this approval path can be triggered.
Add condition: If chosen, this approval path can be started only when the condition is met
Label Condition: Restrict the approval path based on work item labels. You can choose to match Any label (OR), All labels (AND), or explicitly exclude items Without labels.
Availability
A collapsible section that controls when and how this definition can be used.
Allow manual initiation: Enabled by default. If unchecked, this definition cannot be started manually and will be hidden from the "New" tab for all users. Use this when you want the approval to be triggered strictly via Automation or Conditions.
Work Item Type: Select specific work item types (e.g., Bug, Task) for this definition. Leave empty to make it available across all types.
JSM settings
Choose whether this approval can be initiated by JSM customers via the portal.
Available for Jira Service Management (JSM) customers
Can be started by JSM customers
Send automatic reminders
Send automatic reminders
Include approval creator in reminders: When enabled, the person who started the approval also receives these reminders with a status update on the current step and missing votes.
Choose the frequency of reminders (hourly, daily, weekly).
Expiration date and time
Approval decision deadline: Set to Optional, Required, or Custom. You can define a default deadline timeframe (e.g., hours, days, weeks, months, or years).
Validity expiration setting: Define how long an approved decision remains valid. After this date, automatic actions can be triggered (like requiring a re-approval).
Slack notifications
Override the default workspace settings to send notifications for this specific definition to a custom Slack workspace and Channel ID.
choose Slack workspace
Type Channel ID override
Webhook notification
Send webhook notifications: Enabled by default. Control whether approvals started from this definition trigger webhook events.
This setting is evaluated at the start of an approval; changing it mid-approval will not affect currently active workflows
5. Save the Approval Definition
Click Save to finish creating the approval definition. The saved definition will appear in the Definitions tab.
Managing Definitions
Audit panel
You can find numeric definition ID, and current definition version and creator information.
Quick Actions on the Definition List
From the definition list, hover over a definition to access the following actions: Edit / Duplicate / Delete
From the definition list, hover over a definition to access the following actions: Edit / Duplicate / Delete
Changing an approval definition does not affect approvals that have already started.
Deleting Definitions Linked to Workflows
When deleting an Approval Definition, please be aware that workflow conditions associated with this definition will stop working and will require manual update. While all existing approval paths created from the definition will remain active, any Jira workflow transition tied to this definition will become blocked until you manually edit or remove the condition in your Jira workflow settings.
Definition Size Limits📌
To ensure optimal performance and system stability, approval definitions are subject to the following maximum limits. Exceeding these limits will prevent the definition from being saved:
Total steps: 200
Steps per category: 100 (applies individually to the Approval, Success, Rejection, and Expiration sections)
Parallel groups: 50