Lifting a Quality System on Jira and Confluence to a New Galaxy – Ada Case Study
Written by Rina Nir
Rina Nir
Oct 3, 2025
Case studies | Confluence | JIRA | Jira Cloud
Find out how we helped medical tech company Ada transform its quality processes using Jira and Confluence. We caught up with the project implementation team to recap the project and the power of tailoring their processes on Atlassian. We also discussed the value Radbee provided as a solution partner.
“One of the main issues was that we didn’t have the technical expertise in-house. So having Rina with her Jira knowledge and QMS expertise was crucial. We couldn’t have pulled it off by ourselves.
Rina is very good at translating when a team has an issue or is working on a problem, presenting several solutions for how to resolve it. She was able to explain the pros and cons for each approach, helping us to come to the best decision.”
Gustavo Vidal, Program Manager, Ada
“The approval process used to be so painful, and people don’t even talk about it anymore, because it’s so smooth. It’s like breathing. You don’t care about it until you realize you cannot breathe.”
Vitaly Pykhtin, Senior Release Manager, Ada
Ada is a medical technology company, providing a Class IIa medical device to users around the world, supported by the world’s most validated clinical AI. Adas platform helps reduce emergency room overuse, optimize referrals and routing, and helps surfac under-utilized benefits.
It is no surprise that quality and regulatory processes lie at the heart of the organization. Jira and Confluence have been key tools in these processes for years. They were originally on Atlassian Server and then migrated to Atlassian Cloud a few years ago.
However, despite these tools on their team, Quality processes were still slow and cumbersome. The Ada team identified these processes as needing urgent improvement:
- Controlled documentation;
- Non-conformities and corrective and preventive actions (NC CAPAs) processes;
- Change management
- Supplier management.
This is what the set-up looked like, some of the issues Ada’s teams were facing, and the solutions we helped put in place:
Controlled documents on Confluence
The problem
Ada’s document management process was in Confluence. However, because Ada migrated their Atlassian site from Server, it had some outdated setups and wasn’t configured in the best way. This meant there were some clear limitations despite now being on Cloud:
- The implementation was not validated and didn’t support e-signatures. Instead, Confluence pages needed to be exported from and signed using DocuSign. Because of the context switching and the clunky nature of this process, many pages were not signed off. Compromising Ada’s quality process.
- Differentiating between official and draft versions of documents was complex and manual. And because the document lifecycle was not obvious or easy for teams to follow, errors were rife.
The solution
With Radbee’s help, the team replaced the configuration they migrated from Server. The new configuration used Workflows for Confluence (from AppFox). It implemented a more streamlined page approval mechanism and electronic signatures.
“With the new configuration, our approval process is more robust,” said Kevin Mann, Quality Assurance manager at Ada. “The automation speeds everything up, and the paperless process is great too.”
Improve your Quality processes on Atlassian
Nonconformities and CAPAs process on Jira
The problem
Ada’s NC CAPA process was being managed using Confluence pages. NCs and CAPAs often requiring a contributions from different teams. So managing the process on Confluence pages made it difficult to follow up. It was harder to analyze NCs, investigate root causes, and implement corrective actions. Let alone to manage effectiveness checks.
The solution
We proposed moving the whole process into Jira, with dedicated work items to manage NC CAPAs. It’s something we have a lot of previous experience in and has worked well for other clients. This would make it easier to manage the process, follow-up on any actions, and capture approvals at the same time.
“For the NC CAPA process, the implementation made a huge difference in how fast we can provide visibility for the stakeholders,” said Gustavo Vidal, Program Manager at Ada. “We’re much more efficient in closing issues. We had an MDR audit last month and presented these new systems to the auditors. They were very pleased to see us managing the NC CAPAs with a much more reliable system than we had before.”
Other quality processes on Jira: change management and supplier management
The problem
Like NC CAPAs, change requests were also carried out in Confluence, making them hard to track. Processes were slow, and it was hard for the team to follow the specific assessment and approval process for each change. This impacted both product changes and Quality system changes.
Supplier management, meanwhile, was already in Jira. Each new supplier needed to be approved by different stakeholders before they could be used. How the Jira workflow was implemented, stakeholders needed to approve in sequence. This was causing lengthy delays until full approval. Setting suppliers up was a long-winded process, slowing critical projects across the organisation.
The solution
Product change management and quality change management are now configured in Jira. The workflow provides a step by step structure that guides people through the process. This helps employees follow the nuanced process, and offers guardrails to avoid mistakes.
For example, when a change impacts more than a single product, the main change work item triggers a separate approval for each of the impacted products. Only when all the impacted products approve the change can the change be rolled out.
As for supplier management, we changed the Jira configuration so that approvals are processed concurrently. Supplier onboarding is now smooth and swift.
Adjusting expectations and working together
The team had originally planned to take six months to complete the project. However, shortly after starting the work, they realized their needs were more complex than they had originally thought. To make a process that was fit for purpose, it was going to take a bit longer.
“Taking into account all the necessary requirements, all the features that our teams wanted to have, and then adjusting to our own reality has been quite a journey,” said Gustavo. “But there are always nuances and discussions, particularly because we were customizing the QMS to suit our own experience, which requires a lot more than off-the-shelf implementation.”
Luckily, everyone was invested in the outcome, which was a real motivator to stay on track and complete the work. “We knew the benefit for us in terms of the documentation and having a single approval flow,” said Gustavo. “We knew how much time we would save for the quality team and for the company with how much easier the process would be.
“But the biggest win for me has been the teamwork. The real collaboration between the whole organization, from the quality department and release management to infosec and tech. Everyone worked together to get us across the finish line.”
Leaning on RadBee’s expertise
Most of the Ada team were learning on the job, never having built these elements for a QMS from scratch before. “For us to deliver what we delivered with the lack of experience, as well as the issues we identified and building on it, we’ve got to be proud,” said Kevin.
“One of the main issues was that we didn’t have the technical expertise in house,” explained Gustavo. “So having [Radbee CEO] Rina with her Jira knowledge and QMS expertise was crucial. We couldn’t have pulled it off by ourselves to be honest.” He also mentioned the benefit of Rina acting as a neutral third-party . She could suggest impartial solutions for stakeholders across the organization to agree on. That’s something that is harder to do for internal experts.
“Rina is very good at translating when a team has an issue or is working on a problem, presenting several solutions for how to resolve it. She was able to explain the pros and cons for each approach, helping us to come to the best decision.”
Quality and regulatory processes on Atlassian: fast, efficient, and feeling good
“We’ve got new work streams implemented and an overall improvement to our processes,” says Kevin. “This includes quicker document approval and no more DocuSign, which is a massive win.”
With Radbee’s guidance, Ada worked hard to deliver all the planned processes, and its effort has paid off. Their current quality and regulatory processes have more traceability, visibility, and are leaner. “Having Rina there as an external perspective was really helpful,” said Kevin. “She said she had a ‘duty of care’ to us, which was really good. Because it’s easy to be blind to your own processes. That external perspective is key.”
The result is a process that Vitaly Pykhtin, Senior Release Manager at Ada, described as “a totally new galaxy compared to what we had before.” Automation is the key, he said. “The approval process used to be so painful, and people don’t even talk about it anymore, because it’s so smooth. It’s like breathing. You don’t care about it until you realize you cannot breathe. If people don’t complain, it’s the best sign that they’re actually happy.”
Get in touch to find out more about how partnering with Radbee can help you transform quality and regulatory processes for the better.
Improve your Quality processes on Atlassian
Find out more about how partnering with Radbee can help you transform quality and regulatory processes for the better.
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