Joinwell documentation
Joinwell turns a Jira Service Management onboarding, offboarding or role change request into tasks for every team, with due dates counted from the start or last day, and follows them to the end.
Set up (10 minutes)
- Jira settings > Apps > Joinwell > Playbooks. Under "Start from a template", pick Onboarding, the space most tasks go to (for example your IT space) and the work type (Task). Select Use template.
- In the editor:
- Request types: the request types that start this playbook (for example "People / New employee onboarding").
- Start: when the request is raised, or when it reaches a status (for example after approval).
- Fields on the request: the start or last day (a date field; JSM's HR template calls it "What is the new employee's start date?"), the employee name, and the fields holding department, location and role.
- Tasks: send each one to the right space and work type, set its team, due offset ("-3" = 3 days before; "Working days only" skips weekends), assignee and what it waits for. Add conditions such as "Location is Remote".
- When every task is done: the status to move the request to, and whether to tell the requester.
- Overdue tasks: remind after N days late, escalate after N days late, to whom.
- Save, then turn the playbook On in the list.
- Try it: enter a request key and select Dry run to see what would be created, or Start now for a request raised before the playbook existed.
Playbooks are tried from the top of the list; the first one whose request type, conditions and JQL fit a request runs on it. Use Up and Down to order specific playbooks (for example "Remote engineering hires") above general ones.
What happens on a request
- Tasks without dependencies are created right away in their spaces, linked to the request, with
a due date, an assignee and the label
joinwell. Sub-task mode creates them under the request. - An internal comment on the request lists what was created.
- When a task is done, tasks waiting for it are created.
- The Onboarding progress panel on the request shows every task, its owner, due date and state. Agents who can edit the request can Retry tasks Jira refused to create and Cancel run.
- The portal shows the requester a Progress panel: steps done and each step's state (no names or ticket numbers). Turn "Show on the portal" off for steps they shouldn't see.
- When the last task is done, the requester gets a comment and the request moves to the status you chose. If someone closes the request first, tasks that were still waiting are not created.
Dashboard
Apps > Onboarding and offboarding lists every run in progress (or finished in the last 30 days): request, type, start or last day, progress, next task and state, plus overdue tasks and open tasks per team. People only see requests in spaces they can browse.
JQL
On the request: jwKind (onboarding, offboarding, role-change), jwState (active, done,
cancelled, closed), jwTotal, jwDone, jwOverdue. Example:
jwKind = onboarding AND jwState = active AND jwOverdue > 0.
Reminders and escalation
Every hour Joinwell checks open tasks past their due date. The assignee (and watchers) get a Jira notification the day after the due date by default, once a day. After the escalation threshold (3 working days by default) the people you chose are notified once and an internal comment is added to the request. Tasks finished in Jira without an event reaching the app are picked up by the same check.
Import and export
Export all playbooks as JSON to back them up or copy them to another site. Imported playbooks arrive turned off; check their spaces and work types (ids differ between sites) and turn them on.
Limits
Up to 50 playbooks, 60 tasks per playbook, one run per request. Conditions compare exact values of department, location and role (case-insensitive), plus optional JQL checked against the request. Dates are calendar dates in UTC. Joinwell creates Jira work; it doesn't create accounts in other systems.
Data and privacy
Joinwell runs on Atlassian's Forge platform and never sends data outside Atlassian. See the privacy policy at https://greatwork.company/apps/joinwell/privacy.