Best Practice: Multiple Review Center Automations for One Item

Author: Patrick Knowles
Date: January 13, 2026
Audience: Admins, Review Moderators, End Users
Environmental Details:

• Cloud/CVC
• Self-hosted

Use Case

When utilizing the Jama Connect® Review Center to automate the progression of a workflow status, a team or user may desire the ability to automate to more than one status for the same Item Type. The below best practice will outline how to combine Workflow Automations, multiple Item Types, and Rollup Fields to accomplish this "Multiple Automations" approach.

Best Practice

The best practice to accomplish multiple automations on one item within a review is to include a downstream related item that triggers an additional automation. That additional automation is then automatically rolled into the upstream item within a rollup field. For instance, these combined automations allow a team to rely on the Review Center to push requirements into an approved state, and then through either the same review, or a second review, along with the related downstream item, push an automation into the rollup field that states whether or not the requirement is also meeting an additional status beyond approved. Below are details on how to accomplish this as well as an example on how all the interconnected portions of this approach play together to accomplish the overall goal.

Implementation

Simplified Example

For the below implementation steps, we will be working from the simplified example outlined here.

A team has a set of System Requirements that utilize a workflow to go from Draft > Ready for Review > Approved. They rely on the Review Center to automatically move the signed and approved System Requirements into the Approved state.

The team would also like to push these same System Requirements through the Review Center a second time after the downstream Verifications are complete to ensure that all verifications meet the requirement's needs appropriately. The team would like the Review Center to update the System Requirements but are limited by the single automation state available within the Admin area.

To accomplish this, the team creates an additional Item Type called "Verification Closure Record." This new item includes a status field that progresses in the same way as the System Requirements' workflow, from Draft > Ready for Review > Approved. They also add a rollup field to the System Requirements that is as described below.

Step 1: Create a New Item Type

Assumptions:

• The team has already setup the System Requirement and its associated workflow
• A status picklist already exists as described in the example

Detailed Steps:

1. Login and open the Admin tab
2. Select Item Types
3. Select Add Item Type
4. Name the new Item Type and ensure that it has at least the Relationships and Versions widget enabled

   1. 

5. Save the Item Type and add a new picklist field called "Status"

Step 2: Add a Rollup Field to the System Requirement

Detailed Steps:

1. Select the System Requirement Item Type and add a new field
2. Select custom field > rollup
3. Populate the name of the field and scroll to the bottom of the window to edit the final criteria of the field
4. For the prompted questions, select your new Item Type as the downstream, select the Status field for the second option, and finally, select Approved state in the final question

Notes:

• Only #3 of the rollup field options will be editable after creating and saving the field
• The checked items within #3 will be summed together within the rollup fields 0-100% bar, while the unselected items will not be included in the summation

Step 3: Update the Traceability Information Model (TIM)

Update the Traceability Information Model for the respective project in one of two ways.

• Option 1: Include a direct relationship from the System Requirement to the new Item Type downstream
• Option 2: Utilize the "Allow any..." option to allow all Item Types to be related to the new Item Type

After updating the TIM, ensure that the new Item Type is included within the Project's Item Types under Admin > Project > the specific project > Item Types.

Step 4: Progress Items Through Review(s)

Detailed Steps:

1. Create a new System Requirement and progress it through its approval review
2. Create a new Verification Closure Record (the new Item Type) and relate it to the System Requirement that has been approved, ensuring that the System Requirement is upstream from the Verification Closure Record
3. Add the System Requirement and Verification Closure Record to a new review and progress it to the finalized approval state

Your System Requirement should now be in the Approved state, and its rollup field should indicate 100% verification closure. With these two fields indicating the item's status, a team can generate dashboards, reports, and other metrics that help ensure a project is effectively moving through its lifecycle milestones.

References

Include links or references to programs or resources that further support the best practice.

• Success Programs
• Success Catalog
• Datasheets
• Request a Solution Offering or Training from the Success Catalog

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