Templates

Jira approval templates

24 ready-made approval policies in 9 categories that ship with Approval Flow for Jira. Each page lists the sign-offs, which are required, how many approvers each needs and the order of stages.

How to install them: Approval Flow for Jira documentation.

• Change approval (CAB, normal change)

  For change managers sending a normal change to the change advisory board. Stage 1 needs the change owner and a technical peer reviewer, then stage 2 needs the service owner and two CAB members, with user communication as an optional step.

• Emergency change (ECAB)

  For incident managers who need a change now, ahead of the next CAB. The incident manager confirms the urgency and one emergency CAB member approves, with an optional post implementation review booked within five working days.

• Standard change (pre-approved)

  For teams running a low risk change from the standard change catalogue. Two approvals are required: confirmation that the change matches a catalogue entry and its preconditions, and the team lead confirming the schedule.

• Release go / no-go

  For the decision before a production release. Stage 1 collects sign offs from the QA lead (no open blockers) and security (no unresolved high findings), then stage 2 needs the product owner to accept scope and the engineering manager to say go.

• Hotfix release

  For engineering teams shipping a production fix outside the normal release train. Three approvals are required: a second engineer reviews the fix, the regression check on the affected area passes, and the on call lead approves deployment.

• Design review

  For engineering teams before build starts on an architecture or UX design. The design document needs two engineer approvals, plus the architect approving the approach and the product owner confirming it solves the problem.

• Purchase request, up to 5,000

  For everyday purchases up to 5,000 within the team budget. A single required approval from the budget holder records the spend decision, with no separate finance or procurement step.

• Purchase request, 5,000 to 50,000

  For purchases between 5,000 and 50,000 that need finance review. The budget holder approves in stage 1, then in stage 2 finance checks the budget line and payment terms and procurement confirms at least two quotes were compared.

• Purchase request, above 50,000

  For purchases above 50,000. After the budget holder approves in stage 1, finance, procurement (tender or three quotes on file) and legal review in stage 2, and the CFO gives the final approval in stage 3.

• Vendor onboarding

  For adding a supplier to the approved vendor list. The business owner confirms the need, then procurement due diligence, a security questionnaire review and bank details verified by call back are required, with an optional data processing agreement in stage 3.

• Access request

  For employees requesting access to a system or data set. Two sequential stages: the line manager confirms the business need first, then the system owner approves the access level.

• Privileged access request

  For admin or production access requests. The line manager confirms the need in stage 1, then stage 2 requires the system owner, the security team and an agreed expiry date, so privileged access is always time limited.

• Security exception

  For teams that need to deviate from a security policy. The risk owner documents the risk and compensating controls, a security architect reviews them, and in stage 3 the CISO or delegate accepts the residual risk with a review date at most 12 months out.

• Customer data export

  For anyone exporting customer or personal data out of a production system. The requester states purpose, scope and retention in stage 1, then the data protection officer and the system owner, who approves the export method, both sign off in stage 2.

• Contract review

  For business owners getting a new or changed contract signed. Commercial terms are confirmed in stage 1, legal reviews liability, IP and termination clauses in stage 2 with an optional data protection review, and an authorised signatory approves in stage 3.

• NDA request

  For staff who need a non disclosure agreement on the standard template. The requester confirms the purpose and the counterparty, and legal confirms the standard template is used unchanged.

• Marketing content approval

  For marketers publishing a campaign, article or ad. Stage 1 reviews copy for tone and accuracy and the brand use of visuals and logo, then stage 2 needs a legal or compliance check of claims and the marketing lead's approval.

• Press release

  For communications teams issuing a public statement for the company. The communications lead and legal review the text in stage 1, and the executive sponsor approves the release in stage 2.

• Hiring request (new position)

  For hiring managers opening a new role before recruiting starts. The role description and level come first, finance confirms headcount budget and the HR business partner approves in stage 2, and the department head approves the opening in stage 3.

• Job offer

  For hiring teams before an offer goes to a candidate. Three required approvals: the hiring manager confirms the candidate and start date, HR checks the salary band and contract type, and the department head approves the offer.

• Expense claim

  For employees claiming business expenses. The line manager approves the expenses in stage 1, then finance checks the receipts and policy limits in stage 2.

• Travel request

  For employees planning business travel before anything is booked. The line manager approves purpose and dates, and the cost must be within policy or finance must approve the exception.

• Budget change

  For budget holders moving money between budget lines or increasing a budget. Three sequential stages: the budget holder explains the change, the financial controller reviews it, and the CFO approves.

• Policy document approval

  For policy owners bringing a new or revised internal policy into effect. The owner submits the final draft, compliance reviews it in stage 2 with an optional legal review, and executive approval in stage 3 is required.