Manual creation of onboarding tasks, forgotten deadlines, repetitive vacation approval requests. Spreadsheets, emails, Teams, Confluence, Jira — everything scattered.
If you work in HR, this is definitely not fiction. This is exactly what the reality of daily operational work looks like, which over time begins to manage you rather than the other way around.
Automation seems like a logical solution, but another problem arises: to set everything up, you need resources, a technical team, complex integrations, but most often this solution is postponed “for later”.
That’s why we decided to find a way to make automation accessible to HR teams without involving developers. And we implemented our own no-code solution — FlowX, which works directly in the familiar Jira environment.
This is not another abstract story, because in this article we will show with specific processes how automation without programming works.
And yes, you will be able to replicate this in your company. 😉
What No-Code Automation Looks Like in Practice
No-code automation is also the first step toward HR digitization. Creating flows without code allows you to move from chaotic tasks to clear, manageable processes that easily scale with the team.
This uses visual editors where scenarios are composed of blocks: triggers, conditions, actions, and results. Everything happens in an understandable interface: like Lego, only instead of pieces, logic blocks.
This means that an HR specialist can independently create an onboarding scenario. For example, automatically create tasks in Jira, send emails, provide access to a new employee, and most importantly — do this without involving developers.
This approach solves several tasks at once:
- reduces dependence on technical teams;
- allows quick adaptation of processes to changes;
- minimizes errors that occur during manual execution.
Our FlowX solution allows flexible building of automated scenarios. We adapted it to the needs of HR teams, integrated it with Jira, and created an interface that is easy to work with even without technical training.
As a result, all scenarios are created on the “if this – then that” principle, and all logic is executed automatically. Next, I will show how this looks in practice.
FlowX: What This Solution Is and How It Works
FlowX is a no-code application created by the QS Integration team on the Atlassian Forge platform. It works completely inside cloud Jira and allows building automated business processes without programming. All scenarios are executed directly in Jira, ensuring reliability, speed, and full compatibility with the Atlassian environment.
The FlowX story began with HR team tasks at QuartSoft company, which employs over 300 specialists. At this scale, even basic processes like onboarding, vacation approvals, and offboarding begin to take too much time and create unnecessary burden on the team. A flexible solution was needed that could be quickly adapted to business realities.
A key factor was also that the entire holding team was already working in Jira, one of the most popular task management systems. Therefore, the logical step was to create a solution that integrates directly into Jira, without the need for new tools or additional systems.
We adapted FlowX specifically for this ecosystem so that HR teams could:
- stay in a familiar environment;
- not switch between systems;
- launch automation directly from Jira tasks.
FlowX is an intuitively understandable tool that works on the “trigger → condition → action” principle:
- you specify which event should trigger the process (for example, creating a task on a specific date);
- what condition needs to be met for the process to continue (press the process start button, fill in custom fields);
- create an algorithm of actions: create tasks/subtasks for responsible parties, execute a checklist, send an email, add a comment, update status in another system, etc.
All this is implemented through a drag-and-drop interface, without writing scripts or JSON structures. Each flow is a separate scheme that can be created, changed, and launched independently.
Examples of HR Automation Scenarios with FlowX
One of the main advantages of the no-code approach is the ability to quickly create scenarios that exactly match the real needs of the team. In our case, automation in Jira covered several key HR processes from onboarding to feedback.
FlowX allows configuring these processes without involving developers and at the same time creates a foundation for full HRMS automation, even without implementing separate systems. Below I will provide examples of such scenarios.
Onboarding: From Chaos to Clear Sequence
Task: accelerate and standardize the adaptation process for new employees.
Previously: the manager manually created tasks, wrote emails, reminded colleagues about access, introduced the newcomer to the work.
FlowX scenario:
- Trigger: creating an “Onboarding” type task in Jira.
- Condition: automatic verification of department and location.
Actions:
- creating subtasks: IT, accounting, team;
- automatic assignment of responsible parties;
- sending a welcome email;
- link to the adaptation page in Confluence;
- deadlines for each stage.
Result:
- up to 70% time savings on preparation;
- reduction of forgotten steps to zero;
- same standard for all teams.
Business Trips: Automated Approvals Without Email Correspondence
Task: eliminate manual email coordination, reduce the number of errors.
FlowX scenario:
- Trigger: creating a “Business Trip” type task.
- Conditions: whether the employee needs an advance/compensation; whether there is approval from the supervisor.
Actions:
- automatic creation of approval route (supervisor → accountant);
- sending emails with “Approve” or “Reject” button;
- if approved — creating tasks for booking tickets/accommodation, documents, transport.
Result:
- approval process reduced from several days to several hours;
- everything is recorded in Jira, eliminating the risk of lost emails or incorrect dates.
Offboarding: Clear Checklist for All Participants
Task: standardize the termination process with a focus on security and control.
FlowX scenario:
- Trigger: “Offboarding” task with a specific termination date.
- Conditions: contract type, department, whether equipment transfer is needed.
Actions: automatic creation of tasks for all participants:
- HR → questionnaire, exit interview;
- IT → access revocation;
- accounting → settlement documents;
- reminders in Slack if deadlines are approaching;
- profile archiving in Confluence, etc.
Result:
- process proceeds the same way in every case;
- responsible parties don’t forget their tasks;
- new level of transparency and security.
These scenarios show only part of what FlowX is capable of, but the effect is already noticeable: less routine, more order, and speed in decision-making.
No-code automation in Jira allowed the HR team to independently manage processes, adapt them to their needs, and scale without involving developers.
Why Jira + FlowX Is a Successful Combination
We deliberately chose Jira as the foundation for HR process automation. This decision was based on several key factors:
Jira as a Unified Environment for Processes
Jira is not just a task tracker, but a mature and flexible environment for working with processes. At QuartSoft company, technical, product, and operational teams already work in it. For HR, this means there’s no need to learn a new system. Automation happens within a familiar interface, without unnecessary transitions between platforms. This lowers the entry barrier, simplifies interaction with other departments, and allows implementing changes without involving developers.
Flexible Structure of Tasks and Custom Fields
Jira allows creating custom task types, statuses, roles, and relationships between tasks, which became the foundation for adapting the system to HR processes: onboarding, business trips, training, offboarding. All this is structured within one tracker. Thanks to FlowX, Jira transforms from just a task tracker into a full-fledged platform for the HR team, where all tasks, approvals, and reporting are collected in one environment.
FlowX as an Extension of Jira Capabilities
FlowX integrates directly into Jira as a plugin. This means there’s no need to switch to other platforms or create additional integrations. All flows are created and launched in one place.
Reliability and Scalability
Using n8n as the technical foundation ensures stable operation even with a large number of scenarios. At the same time, scenarios remain flexible: if needed, they can be adapted, copied, and new conditions added without developer intervention.
Process Centralization
When all tasks, automation, and communication are concentrated in one system, transparency increases. Managers see the overall process picture, can manage workload, and quickly identify problem areas.
Most Common Questions from HR About FlowX
1. Is technical training required to work with FlowX?
- No. FlowX is created specifically for non-technical users. All scenarios are assembled in a visual editor. After a brief instruction, an HR specialist can independently create or modify an action scheme.
2. What if the process structure changes?
- Flows can be edited in a few minutes. Adding a new step, changing a condition or responsible party — all this is done without code. No need to contact developers.
3. Is it secure?
- Yes. FlowX works within Jira, no external APIs or third-party storage. Data remains in the system that is already used by the company and has configured access rights.
4. How long does implementation take?
- A typical basic scenario launches in 1–2 days. Then (if needed) it can be scaled, variations added, or copies launched for other teams.
5. Can FlowX be used not only in HR?
- Yes. FlowX architecture allows automating any processes: procurement, contract approvals, project creation, IT requests. Everything depends on the logic that needs to be implemented.
6. Is it free?
- Currently, FlowX is open for free use. We consider this stage as a beta test, so early users can use the application without licensing costs. It’s enough to install the FlowX plugin via the link.
What’s Next?
In modern business, speed and accuracy of processes are not an advantage, but a necessity. What seemed secondary yesterday today directly affects HR team efficiency.
FlowX became our answer to the request of how to make processes transparent, manageable, and at the same time accessible for independent configuration without involving developers. This is not about “simplification for the sake of simplification,” but about smart delegation of routine to the system so that specialists can focus on what’s more important.
To move from manual work to automation, it’s enough to start with one process.
