Optimizing Process Management with Jira and SharePoint Integration

System

Jira, SharePoint

Short description

Optimize process management by linking, reviewing, and updating SharePoint documents directly in Jira issues - keeping approvals, progress, and files in one place and always up to date.

Challenge

Managers often face delays in approvals because documents like marketing strategies, budget plans, or compliance reports are stored in different systems. This makes it hard to quickly find the correct version for review. Without a connected workspace, teams risk working with outdated information, slowing down processes and affecting decision-making.

Actors

📣 Marc – Marketing Specialist

💰 Sam – Finance Professional

👥 Joanna – Team Lead

📈 Anna – Product Manager

🔒 Lukas – Compliance Officer

🛠️ Taylor – IT Admin

Actors Goals

📣 Marc – Wants his marketing documents linked directly to Jira tasks so managers can review the right version.
💰 Sam – Wants finance files attached to Jira issues so budget approvals are always based on the latest data.
👥 Joanna – Wants to optimize processes by ensuring her team doesn’t waste time searching across platforms.
📈 Anna – Wants strategic documents visible in Jira to make informed product decisions.
🔒 Lukas – Wants approval processes to remain compliant by ensuring documentation is accurate and securely stored.
🛠️ Taylor – Wants to maintain a stable Jira–SharePoint connection that supports process workflows.

Use Case Scenario (step-by-step)

Marc creates a new marketing strategy document and stores it in SharePoint.
He links the document to the related Jira issue so the strategy review process can begin.
Sam updates the budget plan in SharePoint and attaches it to the same Jira issue, ensuring the review includes the latest financial details.
Joanna, the Team Lead, opens the Jira issue and sees all documents linked directly from SharePoint, without switching systems.
Anna reviews the strategy and budget from within Jira and adds feedback. Updates are automatically saved in SharePoint, so the team always works with the newest version.
Lukas checks that the compliance documentation is properly attached before the approval step.
Once everything is in place, the Jira issue moves forward in the workflow and the approval is completed.

Outcome

Marketing specialists like Marc ensure strategies are reviewed in Jira with the correct documents.
Finance professionals like Sam keep budgets up to date and tied to approval workflows.
Team leads like Joanna streamline process steps by centralizing documents in Jira.
Product managers like Anna base decisions on accurate, current information.
Compliance officers like Lukas confirm approvals are compliant with correct documentation.
IT admins like Taylor provide secure, stable integration between Jira and SharePoint.