Jira/Linear: How to set up flow · Sergey Sukharevsky

Jira and Linear should show the real state of work, not a separate reporting reality. Start with a few unambiguous statuses, entry and exit criteria, and limitations of unfinished work; add a new field only for a specific solution or automation.

Basics: What is Jira/Linear flow and why it is important to set up the right setup

What is Workflow and Where Does It Affect?

Workflow is a set of steps that a task goes through in the process of working: for example, Open → In Progress → Review → Done. It’s the basis for any tusk system.

Properly configured workflow helps:

See at what stage the task is,
predict the load of the command,
Speed up releases.

Example of basic workflow

The mobile app development team uses Jira:

The new bug is started in the status of To Do
Getting to the responsible developer - In Progress
Transmitted to the Review - Code Review
After admission by the tester - Testing
Closes - Done

If the team lacks the Review stage, tasks begin to crumble into Done without quality control - there are bugs on the market.

Basic Settings: Where to Start in Jira and Linear

Minimum settings for start

Create a board and choose a Kanban or Scrum template
Identify 3-7 key statuses (don’t complicate them)
Add Task Types: Story, Bug, Task, Epic (and their Linear counterparts)
The setting of the transition rule between statuses

In Linear, the start is even faster: create a project, choose template, determine statuses. The minimum set is Backlog, In Progress, Review, Done.

Example: Startup team

In Linear, there are only four statuses for the first sprints. Don’t touch complex automation until it’s too tight.

Enhanced Opportunities and Automation

Customization of statuses and rules

You can add your own statuses to Jira, such as Needs Design, Blocked, Deployed. Create only the really necessary statuses, otherwise the team will get confused in the transitions.

Linear emphasizes simplicity: fewer statuses, a focus on automatic transitions (autoarchiving, automatic reminders). For complex processes, try automation rules (e.g., transferring a task after a merja pull request).

Example of good automation

In Jira, the rule is: when translating a task into Review, automatically add a reviewer. Linear – Auto Notifications for the associated team after the task is closed.

Mistakes and anti-patterns: how not to get confused

Typical errors in setting up

Overload statuses: more than 8-10 statuses on the board
Complex Branches and Conditions No One Remembers
Do not update the board in routine – it becomes obsolete
Ignoring analytics: not setting up metrics or not looking at reports

Examples of failures

One team introduced the statuses of On Hold, Waiting for Approval, Under Investigation, which added up to 5 minutes of discussions for each task transfer. As a result, the board ceased to be updated.

How to know if the process is working: metrics and indicators

Key metrics (without statistics)

Jira and Linear provide a standard set of metrics. The exact values depend on the market and the duration of the sprint, but always watch out for:

Cycle Time (from first status to Done) – where the gags are
Lead Time (from application to release) – how much the client waits
WIP (Work in Progress) – How many tasks are at work at the same time

Where to look at the results

In Jira: Velocity, Control Chart, Cumulative Flow Diagram Linear: Cycle Time and Velocity in each team, automatic sprint reports

Useful links for advanced customization

Official documentation Jira: Workflows
Linear: Automation and Workflows
[ProductStar: How to Choose a Task Tracker for a Team (https://productstar.ru/blog/kak-vybrat-task-trekker/)
Atlassian: Agile Reporting in Jira
Linear Guide: Setup a team workflow

FAQ: Short on frequent questions

How many statuses are best used in Jira and Linear?

Choose 3-7 statuses for the main board so that the team is not confused and the processes are transparent.

Can I copy workflow directly to another team?

Nope. Start with a basic template, adapt to tasks, an overloaded someone else’s template will only complicate the work.

How is Linear different from Jira when adjusting the flow?

Linear is simpler, suitable for small and cross-functional teams. Jira is more flexible, with more customization and automation for larger processes.

What metrics are needed first?

Cycle Time, Lead Time, WIP. If these three are not available or are not tracked, it is difficult to improve.

What if the task has been in one status for a long time?

Check the blockers, automate reminders, bring the task to the discussion at stand-up.

Does it make sense to set up complex automations at the start?

No, it’s better to start with simple rules and only add automation as the team grows and the number of tasks is needed.