{"id":11503,"date":"2026-10-16T10:58:52","date_gmt":"2026-10-16T10:58:52","guid":{"rendered":"https:\/\/titanapps.io\/blog\/?p=11503"},"modified":"2026-10-16T10:58:53","modified_gmt":"2026-10-16T10:58:53","slug":"how-untis-builds-definition-of-ready-and-definition-of-done-into-jira-workflows","status":"publish","type":"post","link":"https:\/\/titanapps.io\/blog\/how-untis-builds-definition-of-ready-and-definition-of-done-into-jira-workflows","title":{"rendered":"How Untis Builds Definition of Ready and Definition of Done into Jira Workflows"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><strong>Company:<\/strong> Untis<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Team:<\/strong> Software Development, Atlassian Administration<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Customer:<\/strong> Atlassian Application Owner and Product Owner<br><strong>Industry:<\/strong> EdTech<br><strong>Employees:<\/strong> 100+<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Problem<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.untis.at\/en\/\">Untis<\/a> develops software that helps schools digitize their working day, including timetabling tools and web and mobile applications for teachers and students. All software development runs in Jira.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Every team in Untis has its own company-managed Jira project and shapes it however it likes. The Atlassian Application &amp; Product Owner supports the teams and sets only a few global rules.<\/p>\n\n\n\n<section class=\"quote\">\n  <div class=\"quote__text\">\n    <p>\u201cEvery team has its own project. We use company-managed projects, but still on a team basis. They can structure their whole project however they like, and I&#8217;m mostly here for enabling.\u201d<\/p>\n  <\/div>\n  <div class=\"quote-author\">\n        <div>\n    \n          <p class=\"quote-author__desc\">\n        Product owner, Untis       <\/p>\n        <\/div>\n  <\/div>\n<\/section>\n\n\n\n<p class=\"wp-block-paragraph\">This freedom produces very different workflows. Some teams use three statuses: To Do, Development, and Done. Others run about ten statuses on their boards. That range created a few challenges:<\/p>\n\n\n\n<ul class=\"wp-block-list large-list\">\n<li><strong>Different levels of rigor:<\/strong> Some teams prefer a light process. Others want clear entry and exit criteria for every issue.<\/li>\n\n\n\n<li><strong>Readiness and completion criteria:<\/strong> Stricter teams need a definition of ready and a definition of done inside each issue.<\/li>\n\n\n\n<li><strong>Enforcement at transitions:<\/strong> These teams also want to block issues from moving forward until the criteria are met.<\/li>\n\n\n\n<li><strong>Team autonomy:<\/strong> Any process tool has to fit each team&#8217;s own workflow instead of forcing one global process.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For teams that prefer more structured processes, this flexibility came with a practical requirement: they needed a way to apply their Definition of Ready and Definition of Done within their workflows.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Displaying a checklist was only part of that requirement. These teams also wanted transition restrictions based on checklist completion. The challenge was to support those controls while allowing other teams to retain their own approach.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Solution<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Around four years ago one of the company\u2019s teams started to use the Smart Checklist free version.&nbsp; That team wanted shared notes that everyone could check off, shown in a clear visual way. With time the processes became more complex and Smart Checklist application developed with them.<\/p>\n\n\n\n<section class=\"quote\">\n  <div class=\"quote__text\">\n    <p>\u201cOur primary use case right now is more process-oriented. Some teams use Smart Checklist to enact a definition of ready and a definition of done in their workflow.\u201d<\/p>\n  <\/div>\n  <div class=\"quote-author\">\n        <div>\n    \n          <p class=\"quote-author__desc\">\n        Product owner, Untis       <\/p>\n        <\/div>\n  <\/div>\n<\/section>\n\n\n\n<p class=\"wp-block-paragraph\">The teams now combine three capabilities: reusable checklist templates, automatic application to new issues, and workflow validators. Together, these make their Definition of Ready and Definition of Done part of how work moves through Jira.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Reusable templates for each team\u2019s process<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Rather than creating a new checklist for each ticket, teams use templates for their recurring criteria. Their setup generally needs no more than two templates per project: one for Definition of Ready and one for Definition of Done.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Most templates are project-specific, with only a small number maintained globally. This matches the organization\u2019s approach to Jira: teams can structure their own processes rather than inherit an identical checklist across the company.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Automatic template import when issues are created<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Templates are automatically added when Jira issues are created. This places the recurring checklist directly in the ticket without requiring someone to import it manually each time.&nbsp;<\/p>\n\n\n\n<section class=\"quote\">\n  <div class=\"quote__text\">\n    <p>\u201cSo it\u2019s mostly templates we use, it\u2019s mostly automatically putting the templates into the issue when it\u2019s created, and then using that for definitions of ready and definitions of done.\u201d<\/p>\n  <\/div>\n  <div class=\"quote-author\">\n        <div>\n    \n          <p class=\"quote-author__desc\">\n        Product owner, Untis       <\/p>\n        <\/div>\n  <\/div>\n<\/section>\n\n\n\n<section class=\"quote\">\n  <div class=\"quote__text\">\n      <\/div>\n  <div class=\"quote-author\">\n        <div>\n    \n        <\/div>\n  <\/div>\n<\/section>\n\n\n\n<p class=\"wp-block-paragraph\">The team manages this automatic template application within Smart Checklist itself.<\/p>\n\n\n\n<section class=\"quote\">\n  <div class=\"quote__text\">\n    <p>\u201cSo we do everything in the app itself.\u201d<\/p>\n  <\/div>\n  <div class=\"quote-author\">\n        <div>\n    \n          <p class=\"quote-author__desc\">\n        Product owner, Untis       <\/p>\n        <\/div>\n  <\/div>\n<\/section>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Workflow validators to enforce completion<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">For teams that want stricter controls, Florian configures workflow validators based on the Smart Checklist custom field. These restrictions tie the relevant Jira transitions to checklist completion, making the checklist more than a visual reminder.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The everyday interaction remains straightforward: team members mark items as checked or unchecked, without using custom checklist statuses.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Results<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">With Smart Checklist Untis teams built:<\/p>\n\n\n\n<ul class=\"wp-block-list large-list\">\n<li><strong>Repeatable process checks.<\/strong> Project-specific templates give participating teams a reusable Definition of Ready and Definition of Done, rather than a collection of one-off checklists.<\/li>\n\n\n\n<li><strong>Automatic checklist setup.<\/strong> Templates appear as issues are created, bringing the recurring criteria into the ticket without a separate manual import.&nbsp;<\/li>\n\n\n\n<li><strong>Enforceable workflow requirements.<\/strong> Validators connect checklist completion to transition restrictions for teams that want more structured controls.&nbsp;<\/li>\n\n\n\n<li><strong>Team autonomy.<\/strong> More structured checks do not require a company-wide workflow redesign. Teams continue to use their own project structures and adopt Definition of Ready and <a href=\"https:\/\/titanapps.io\/blog\/definition-of-done-in-jira\">Definition of Done<\/a> where these support their way of working.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What&#8217;s next<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The setup keeps growing one team at a time. Untis plans to keep developing its processes the same way, with each team adding structure when it needs it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For Untis, Smart Checklist provides a practical way to implement team-specific process requirements. Teams that want strict control get it, and teams that prefer a lighter process keep their freedom.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Reusable templates, automatic application, and workflow validators work together to make Definition of Ready and Definition of Done part of the workflow\u2014while preserving the flexibility of the teams using them.<\/p>\n\n\n\n<section class=\"banner-block\">\n  <div class=\"banner-block__info\">\n    <p class=\"banner-block__title\">Structure your Definition of Done with Smart Checklist<\/p>\n    <ul class=\"banner-list\">            <li class=\"banner-list__item\">Automate repetitive tasks<\/li>\n                      <li class=\"banner-list__item\">Check progress at a glance<\/li>\n                      <li class=\"banner-list__item\">Help your teams complete tasks<\/li>\n                      <li class=\"banner-list__item\">Ensure that the delivered work meets compliance standards<\/li>\n          <\/ul>    <a href=\"https:\/\/marketplace.atlassian.com\/apps\/1216451\/smart-checklist-for-jira-pro?utm_source=tablog&#038;utm_medium=template&#038;utm_content=blog_template_task_template\" target=\"\" class=\"banner-block__link btn btn-orange\" >Try for free <\/a>\n  <\/div>\n  <div class=\"banner-block__image\">\n    <img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/titanapps.io\/blog\/wp-content\/uploads\/2020\/05\/Smart-Checklist_Jira-3.svg\" alt=\"\" width=\"420\" height=\"331\">\n  <\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Company: Untis Team: Software Development, Atlassian Administration Customer: Atlassian Application Owner and Product OwnerIndustry: EdTechEmployees: 100+ Problem Untis develops software that helps schools digitize their working day, including timetabling tools and web and mobile applications for teachers and students. All software development runs in Jira. Every team in Untis has its own company-managed Jira project [&hellip;]<\/p>\n","protected":false},"author":181780135,"featured_media":11504,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1405,1403,1416,1418,1419,1409],"tags":[],"coauthors":[1432],"class_list":["post-11503","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-atlassian-jira","category-case-study","category-it-engineering","category-product-management","category-project-management","category-smart-checklist"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How Untis Builds Definition of Ready and Definition of Done into Jira Workflows - Titanapps<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/titanapps.io\/blog\/how-untis-builds-definition-of-ready-and-definition-of-done-into-jira-workflows\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How Untis Builds Definition of Ready and Definition of Done into Jira Workflows - Titanapps\" \/>\n<meta property=\"og:description\" content=\"Company: Untis Team: Software Development, Atlassian Administration Customer: Atlassian Application Owner and Product OwnerIndustry: EdTechEmployees: 100+ Problem Untis develops software that helps schools digitize their working day, including timetabling tools and web and mobile applications for teachers and students. 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