/
Create Jira work items

Create Jira work items

 

Introduction

Payroll processing is one of the most sensitive and recurring responsibilities of the HR and finance teams. Each month, before salaries are disbursed, it’s important to run internal checks — like validating attendance data, confirming leave records, checking incentive calculations, and verifying final payouts.

Doing this manually every month can be repetitive and prone to delays or oversight. With automation in UpRaise, teams can automatically create Jira work items at a set interval (e.g., the 25th of every month), reminding finance and HR members to complete their payroll audits on time.

Importance of the Use Case

  • Ensures payroll is reviewed consistently every month

  • Reduces the risk of payroll errors or delays

  • Keeps accountability clear through Jira issues assigned to responsible members

  • Saves HR/Finance time by removing the need for manual task creation each cycle

Use Case Explanation

In this use case, the HR or finance team sets up a scheduled automation that runs every month, say, on the 25th, to automatically create a Jira work item titled “Monthly Payroll Audit – April 2025”.

This Jira issue is assigned to a designated HR or payroll executive and includes a checklist of all audit steps (e.g., validating attendance, cross-checking deductions, verifying overtime). Once created, the issue serves as the central tracking point for that month’s payroll review.

Scenarios Where This Use Case Applies

  • For HR or Finance teams that conduct monthly payroll audits before salary disbursement

  • For organizations managing payroll manually but tracking workflows in Jira

  • For companies using Jira to standardize recurring operational checklists

Challenges Faced by Users Before Automation

  • HR teams forget or delay creating Jira tasks for each payroll cycle

  • Inconsistent tracking of who performed audits and when

  • Missed payroll validations due to lack of reminders

  • No centralized record of completed audit checklists

Pre-requisites

Before setting up this automation:

  1. Jira Integration: Ensure you have necessary permissions inside UpRaise to create work items in your Finance or HR project.

  2. Project Selection: Decide which Jira project (e.g., “HR Operations” or “Finance”) should store these monthly audit issues.

  3. User Segment: Define a User Segment, for example, for all HR & Payroll Team Members.

image-20251027-091053.png

Automation Process

Step 1: Create a New Rule

  • Go to the Automation module and click Create Rule.

  • Give the rule a descriptive name, such as Monthly Payroll Audit Automation.

  • Turn the Enabled toggle ON.

  • Under Trigger Type, select Scheduled at Interval.

  • Choose the frequency as Monthly.

  • Set Run Every: 25th day of each month (or as per your payroll process).

  • Define a start date and time, e.g., Start on 25th October 2025 at 10:00 AM.

  • Put “Until” 12 if it should run for 12 months.

  • Click Save & Next.

image-20251027-102958.png

 

Step 2: Precondition

  • You can either skip the precondition (if the rule applies to all users in HR/Finance)
    or

  • Define a user segment like “HR & Payroll Team Members”.

  • Example: HR and Payroll team members responsible for salary disbursement will be included in this automation.

  • Click Save & Next.

image-20251027-102822.png

Step 3: Add Action – Create Jira Work Item

  • Click Add Action and select Create Work Item.

  • Enter an Action Name, e.g., Create Payroll Audit Task.

  • Under Select Work Template, choose Monthly Payroll Audit.

    • The summary and description will be auto-filled with standard audit steps.

  • Select the appropriate Project, e.g., we have chosen AirBus for reference.

  • Set Work Type to Task or Sub-task.

  • Under Assignee, select Specific User and choose the payroll executive (e.g., Priya Sharma).

    • Alternatively, you can use Related User → Department Head if it varies each month.

  • Reporter will default to the automation creator.

  • You can use the existing description or can modify it according to the need, in the current example we have used the in-built template.

  • Click Save to finalize the action.

image-20251027-102754.png

 

Step 4: Test the Rule

  • Manually run the rule once to confirm that a Jira task is created correctly.

  • Verify the issue is assigned to the right person and that all details from the template are populated.

Tips for Optimizing the Automation

  • Attach the payroll file or checklist link in the Jira description for easy access.

  • Schedule it a few days before actual salary release to give the team time for review.

Conclusion

By automating monthly payroll audits using the Create Jira Work Item action, HR and Finance teams can make their payroll validation process consistent, trackable, and error-free.

No more missed audits or late follow-ups, every cycle gets automatically tracked in Jira, ensuring full visibility and accountability across departments.

Call to Action:
Start automating your Monthly Payroll Audit process today with UpRaise’s Create Jira Work Item action, and bring structure, accuracy, and efficiency to your payroll operations.