youngmon/atlassian-qna huggingface dataset:
How to add all tickets to a Confluence page for every created version/release
Asked by Ashok Chotai:

Whenever a new fix version/release is created in Jira, I would like to add tickets tagged with this version on a Confluence page. This page should keep appending sections for every release such as this example:

![Confluence Automation.png](https://community.atlassian.com/t5/image/serverpage/image-id/329274i0362BE2447AEF133/image-size/large?v=v2&px=999 "Confluence Automation.png")

Can someone share an example on how this can be done?

Thanks


Answers:
author: Rick Westbrock
body: The only thing I can think of would be to use an automation rule with the "When: Version created" trigger and a web request action that calls the Confluence [Update page API](https://developer.atlassian.com/cloud/confluence/rest/v2/api-group-page/#api-pages-id-put) to set the body of the page. I haven't used that Confluence API myself but recall from assisting someone else a couple of years ago that you have to pass the entire page body so you might have to do the following:

1. Fetch the current page body using a web request action capturing the body into a smart value

2. Append the code for the Jira macro of the newly created version to that smart value

3. Call the Confluence update page API to set the page body to the smart value

comments: author: Ashok Chotai
body: Hello Rick - Thanks for the suggestion. But this effort is beyond my expertise as a Scrum Master.
Need to send notifications to approvers when assigned in the Release Page
Asked by forabi:

I need the approvers to receive an email notification whenever they are assigned in the Release Version page in Jira Software project.

I tried the automation suggested in a previous post, with no luck.

Please advise,


Answers:
author: Bill Sheboy
body: Hi [@forabi](/t5/user/viewprofilepage/user-id/5287774)

I do not believe that is possible yet: the [Version Updated trigger](https://support.atlassian.com/cloud-automation/docs/jira-automation-triggers/#Version-created--updated--released) for automation rules does not detect when there are changes to the version approvers. This is likely because there appear to be no REST API functions to access those fields yet.

Here is the suggestion to add that specific capability: <https://jira.atlassian.com/browse/JSWCLOUD-25882>

And here are the other related suggestions for the newer content for version management:

<https://jira.atlassian.com/browse/AUTO-1131>  
<https://jira.atlassian.com/browse/JSWCLOUD-25924>  
<https://jira.atlassian.com/browse/JSWCLOUD-24212>

Kind regards,  
Bill

comments: author: forabi
body: [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) Thanks


author: forabi
body: ![Approvers_Automation.png](https://community.atlassian.com/t5/image/serverpage/image-id/329288i34309579F088C15C/image-size/large?v=v2&px=999 "Approvers_Automation.png")

comments: author: forabi
body: This is the automation that was mentioned and accepted previously.


author: Dave Rosenlund _Trundl_
body: Hi, [@forabi](/t5/user/viewprofilepage/user-id/5287774). Can you tell us which post and what Automation rules you tried to emulate? Can you share a screenshot of the rules you've built so far?

The more details you share, the more likely it is you will get a helpful answer.

Best,

-dave


Tags: cloud

jira

jira-cloud
Using lookupissues to find related issues based on fixVersion
Asked by Bill Williams:

My overall effort is to find sub-tasks of issues whose fixVersion equals the fixVersion of a special "Release" issue as it transitioned into to a particular status.

I am trying to use lookupissues to find the related issues and using the JQL: ***fixVersion = {{triggerIssue.fixVersion.name}}***.

Every time I transition the status of the "Release" issue, the automation fails with: ***Custom Smart Value JQL Search: "(fixVersion =) AND (project in (10010))" - Error in JQL Query: Expecting either a value, list or function but got ')'. You must surround ')' in quotation marks to use it as a value. (line 1, character 14)*** . I expected the fixVersion value from the triggering issue to be substituted for the ***{{triggerIssue.fixVersion.name}}*** but that is not occurring.

Am I doing something wrong (most likely) or is this a bug?


Answers:
author: Bill Williams
body: I found the problem. The helper that displays the smart values when typing the query shows *triggerIssue.fixVersion.name* ; however, I found elsewhere the proper value is *triggerIssue.fixVersion**s**.name* (note the 's').

comments: author: Bill Sheboy
body: Hi [@Bill Williams](/t5/user/viewprofilepage/user-id/5518346) -- Welcome to the Atlassian Community!

I am glad you found that typo to fix the problem.

And also...will your trigger issue ever have multiple values in the Fix Version field? If so, that JQL will need adjustment to handle one-to-many values:

```
fixVersion IN ( {{#triggerIssue.fixVersions}}"{{name}}"{{^last}}, {{/}}{{/}} )?
```

That will produce the [list of version names as comma-separated values](https://support.atlassian.com/cloud-automation/docs/jira-smart-values-lists/#Combined-function-examples).

Kind regards,  
Bill
Filter visibility to everyone
Asked by Jatin Bansal:

I have created a filter in Jira.

I have also configured the visibility of the filter to public, but when I am sending this link to any person, who doesn't have access to Jira, they are getting the error Something went wrong.

Please help on how we can resolve this issue, as I want the link to be visible to all the stakeholders, even they don't have access to Jira.

<https://lendenclub.atlassian.net/issues/?filter=10625>  
Link URL.


Answers:
author: Tim C
body: Hi [@Jatin Bansal](/t5/user/viewprofilepage/user-id/4529670)

I believe you'll need to allow anonymous access to your cloud instance for public access to your data - see link :

<https://support.atlassian.com/jira-cloud-administration/docs/allow-anonymous-access-to-projects/>

I hope this helps,

Thanks,

Tim C


author: Duc Thang TRAN
body: Hello [@Jatin Bansal](/t5/user/viewprofilepage/user-id/4529670)

I don't think it's possible with Jira software. You can share your query, but their 'll need permission to browse the project. This means their need a Jira license to see the content of your query.

However, on Jira Service Management, you can add them as customers, and other people can view requests via the portal. It's not the same view as a licensed user, but they can view the necessary information.


Tags: jira

jira-software
Creating an Automation that sends a message if Assignee puts Issue In Progress but has 2+ there alr
Asked by Filip Nikolov:

Despite finding some answers about this on forms and articles, I'm still having an Issue creating this Automation. What I have gotten to is:

<br />

1. Issue Trigger: Issue Transitioned to In Progress  
2. IF Match JQL: assignee = {{issue.assignee}} and status = "In Progress"  
3. IF User: Initiator is Issue Assignee  
4. And Compare two values: {{lookupIssues}} greater than 2  
5. Then Send Message  

I've tried all the variations of ordering, still to no avail.  

All conditions pass except for the Compare value where it says it doesn't match the condition, even though there are more than 2 issues In Progress and Results in No Actions Performed. Any way of doing this through Jira automation and not third parties apps? Any help/input is appreciated :)


Answers:
author: Rudy Holtkamp
body: Hi [@Filip Nikolov](/t5/user/viewprofilepage/user-id/5423621) and welcome to the community,

To first answer your question. in step 4 you should use {{lookupIssues.size}} greater than 2

I think step 2 is your lookup issue? Is that correct? Then you might want to use JQL assignee = {{initiator}} and status = "in Progress" and remove step 3.

I hope this helps,

Rudy
Automation
Asked by Banti:

Hi,

I want to create an automation where the status of a parent issue (Initiative) transitions automatically based on the status of its child issues (Epics). Specifically, the Initiative status should change in response to the statuses of the Epics it contains.

when child epic transition to "Execution" parent status will be "Done".

We have multiple Childs under the parent

Thank you.


Answers:
author: Stevan Mandi?
body: [@Banti](/t5/user/viewprofilepage/user-id/5320130)

Do you want to make a transition of a parent when any of the child issues move to Execution status or when all children reach Execution status?

comments: author: Banti
body: All the child issues.


author: Stevan Mandi?
body: 1. trigger: issue transitioned - to Execution

2. Condition: issuetype equals epic

3. branch rule: related issue: for Parent

3.1 condition: related issues condition: Children all match JQL: status= execution

3.2.action: transition issue: to Done

\* if your Epic workflow have one or more statuses after Execution (e.g. Status A, Status B) then you should modify JQL in step 3.1 as following:

status in (Execution, "Status A", "Status B")

* in order to cover the scenario that epics are at least in Execution status


author: Banti
body: Getting the following error:

![IMG_7816.jpeg](https://community.atlassian.com/t5/image/serverpage/image-id/329542iDFA894FDE2659827/image-size/large?v=v2&px=999 "IMG_7816.jpeg")


author: Stevan Mandi?
body: [@Banti](/t5/user/viewprofilepage/user-id/5320130) what is the workflow of your initiative?

When automation is triggered, is the initiative **Tp1-437** in a status that can be transitioned to Done (according to your workflow)?


author: Banti
body: ![image.jpg](https://community.atlassian.com/t5/image/serverpage/image-id/329596i3D7A0F965F76036C/image-size/large?v=v2&px=999 "image.jpg")


author: Stevan Mandi?
body: [@Banti](/t5/user/viewprofilepage/user-id/5320130) according to your automation, only one status : "Retro Review" has transition to Done.

When automation is triggered if current Initiative status is not Retro Review, the automation will not execute.

1. You can modify automation step 3.2 to: action- transition from "Retro Review to "Done"

Or

2. You can edit your workflow in a way that more then one status can make transition to Done.

Or

3. You can set any status status can make transition to done. (DONE-all)

Also, I suggest you not to use Scrum Events as statuses. I suppose that Retro Review means retrospective \& and sprint review and that should not be the part of the workflow.

Maybe you should think out how to optimize and align better your workflows for Epic and Initiative.


author: Banti
body: Sure, Thank you so much


Tags: cloud

jira

jira-cloud
Sprint field are auto populated to the recent one.
Asked by Nicolai Vi?inschii:

Hey everyone,

I'm using Great Gadget Add-on, and I noticed inconsistency when I create sprint burndown gadget compared to built-in functionality. Short investigation showed that the problem is with the tickets with the status \[Discarded\], for some reason the field \[Sprint\] is automatically updated (by the PO) and new sprint is added. I checked the Automation - and it is not the case. Anyone have any idea why it is happening? The issue is not in Great Gadget Add-on, since the auto-population started before we installed add-on.  

Thanks in advance for your help


Answers:
author: Bill Sheboy
body: Hi [@Nicolai Vi?inschii](/t5/user/viewprofilepage/user-id/5434026)

I recommend starting with an example issue and reviewing the history to learn when / how / who is adding the sprint. That may clarify the cause, such as comparing that to any automation rules running at the same time.

Until that is checked, I wonder...

* You describe a status "Discarded"
* For Jira Scrum boards, issues are not consider complete until they reach the *right-most column of the board*
* And so if the "Discarded" status is not mapped to the right-most column and someone completes the sprint, the issues will be added to the next sprint (or the backlog)

Do you think this may be the cause?

Kind regards,  
Bill
Creating ticket on every recieved Email
Asked by Jatin Bansal:

I want to create an automation wherein if an email is raised stating the description, Priority, owning department, a ticket should be created in a defined EPIC,

How can I do that?


Answers:
author: Trudy Claspill
body: Hello [@Jatin Bansal](/t5/user/viewprofilepage/user-id/4529670)

Are you using an Email Handler to create the issue in Jira Software or Work Management project? Or is this an email that is going to a Jira Service Desk project?

Or have you not yet gotten to the point of actually creating the issue from an email?

comments: author: Jatin Bansal
body: Hii [@Trudy Claspill](/t5/user/viewprofilepage/user-id/3569011)

I have not yet gotten to the point of actually creating the issue from an email.


author: Trudy Claspill
body: Do you want to create the issue into a Software, Business, or Service Management project? The configuration to create issues from emails is done one way for Software and Business (aka Work Management) projects, and another way for Service Management projects.


author: Jatin Bansal
body: I want to create an issue in the Jira software project.

The project that I am using is the company managed project


author: Trudy Claspill
body: This documentation provides guidance on the configuration required to create issues from emails in a Jira Software project.

<https://support.atlassian.com/jira-cloud-administration/docs/create-issues-and-comments-from-email/>

The process does not directly allow you to parse the content of the email into different fields in Jira. It places the email Subject into the Issue Summary, and the email content into the Issue Description. If you want to parse the content and set other issue fields or make the new issue a child of an existing Epic based on that, you would have to do that with Automation Rules or Workflow post-functions.


author: Eleanor Thompson
body: Hi [@Trudy Claspill](/t5/user/viewprofilepage/user-id/3569011) ,

I am thinking about implementing a similar set up so that an email triggers a Jira issue being created (using Jira Software). There would be several custom fields in the email that would need to be copied onto the Jira ticket. Do you know if this would be easy to do with Automation Rules? What would you use as the trigger? I am struggling to find any examples and would really appreciate some help before I start down this route.

Many thanks,

Eleanor


author: Trudy Claspill
body: Hello [@Eleanor Thompson](/t5/user/viewprofilepage/user-id/5567345)

Welcome to the Atlassian community.

Take a look at the following article:

<https://community.atlassian.com/t5/Jira-Service-Management-articles/How-to-parse-the-description-field-for-values-to-put-into-other/ba-p/2023492>

If you still have questions based on that information please start a brand new Questions post. That will ensure your questions get maximum visibility in the Community.
Labels are not inherited when creating issues in Epic
Asked by sh.cho:

Hi.  

I'm working on a Kanban project managed by my company, and I created an automation that inherits the parent's label when I create an issue under Epic, but this automation is not working. My automation looks like this:

* **Trigger**: Issue Created
* **Condition 1**: Issue Type is not Epic
* **Branch Rule/Related Issues**: Parent
* **Condition 2**: Epic's Labels is not empty
* **Action**: Edit Issue, Copy Labels from Epic's field (Add values)

When I tested with other fields (like reporters) it works fine. I wonder if there is a reason why only label doesn't work.


Answers:
author: John Funk
body: Hi [@sh.cho](/t5/user/viewprofilepage/user-id/5510922) - Welcome to the Atlassian Community!

Can you please share a screenshot of the actual rule?

comments: author: sh.cho
body: ![11.png](https://community.atlassian.com/t5/image/serverpage/image-id/327356i9A1F466E7AB52F47/image-size/large?v=v2&px=999 "11.png")

[@John Funk](/t5/user/viewprofilepage/user-id/7148) Thank you. This is my rule setup.


author: sh.cho
body: The photo above doesn't have Condition 2 described in the text, but it doesn't work even with that condition.
Smart value on a branch
Asked by Benjamin aka B_M:

Hi,

When using "For: linked issue" I want to use something like {{ branchIssue.field }} and not something like :

{{#issue.issuelinks}}{{#if(equals(type.inward,"is implemented"))}}{{inwardissue.key}}{{/}}{{/}}![Capture d??cran du 2024-06-05 10-19-59.png](https://community.atlassian.com/t5/image/serverpage/image-id/327972i5595052809D75CFF/image-size/large?v=v2&px=999 "Capture d??cran du 2024-06-05 10-19-59.png")

Is there a way ?


Answers:
author: Bill Sheboy
body: Hi [@Benjamin aka B_M](/t5/user/viewprofilepage/user-id/5513562) -- Welcome to the Atlassian Community!

Would you please explain what problem you are trying to solve with the rule? Knowing that may help the community in offering suggestions. Thanks!

Until we know that...

Once inside a branch on issues, {{issue}} refers to the branched-to issue as it loops. There would be no apparent need to access them by the issuelinks smart value.

What is not working as you expected?

Kind regards,  
Bill

comments: author: Benjamin aka B_M
body: Yes it was a misuse from my part, can't delete my post but it's as you said, {{ issue }} is refering to the issue in the branch
Changing a Label in Epic
Asked by Sushmita Chakraborty:

When I change the label of an epic, can it automate the process so that the label gets changes in tasks and subtasks as well?


Answers:
author: Bill Sheboy
body: Hi [@Sushmita Chakraborty](/t5/user/viewprofilepage/user-id/5492389)

Yes, that is possible.

It may be done in two rules, or possibly one rule if you have fewer than 100 issues in the epic's child issues and their subtasks. You may want additional rules to handle edge cases, such as someone manually editing the automatically-set label value.

What have you tried thus far to solve this?

If you have a rule that is not working as expected, please post images of the complete rule and the audit log details, explain what does not work as you expect, and note your Jira version and project types. That information will help the community to offer suggestions.

If you have not yet started a rule, I recommend trying to do so. Successfully using rules requires learning and experimentation. To get you started on creating your rule, please refer to these documentation and example rule sources:

* <https://www.atlassian.com/software/jira/guides/automation/overview#what-is-automation>
* [https://www.atlassian.com/software/jira/automation-template-library#/rule-list?systemLabelId=all\&page=1\&pageSize=20\&sortKey=name\&sortOrder=ASC](https://www.atlassian.com/software/jira/automation-template-library#/rule-list?systemLabelId=all&page=1&pageSize=20&sortKey=name&sortOrder=ASC)
* <https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/>
* <https://support.atlassian.com/jira-software-cloud/docs/use-advanced-search-with-jira-query-language-jql/>

Kind regards,  
Bill
Update custom field based on email domain
Asked by Marc Mitchell:

We are running Jira Cloud and I'm looking to have a custom field update to a company name based on the users email domain. I've done some reading but unable to figure it out. Any advise would be helpful as I'm new to Jira.

Thanks,


Answers:
author: Kalyan Sattaluri
body: Hello [@Marc Mitchell](/t5/user/viewprofilepage/user-id/5508757)

Your question is too vague for us to give any constructive answers.

If an email address is john@myexample.com, do you want to extract "myexample" and store it in a custom field which is Text field?

Or do you want to map "myexample" to some company name and do a lookup and put that name in your custom field?

Is the email already in a field somewhere or do you want to capture it at point of issue creation?

All of these details and any existing screenshot of rule / audit log are relevant to understand and suggest options.

Hope it helps. Thanks!

comments: author: Marc Mitchell
body: Hi [@Kalyan Sattaluri](/t5/user/viewprofilepage/user-id/5312306) ,

This would be based off the Reporter field as it will already have the users email. There is a custom field I would like to have be auto populated with a company name based off the domain of the Reporter field.

All the users are going to be internal. Our company acquires others and then becomes a brand of the parent company.

I hope this provides some more details.

Thanks


author: Kalyan Sattaluri
body: Hello [@Marc Mitchell](/t5/user/viewprofilepage/user-id/5508757)

{{reporter.emailAddress}} smart value gives you email address of the form - "john@myexample.com"

{{reporter.emailAddress.substringAfter("@")}} smart value gives you "myexample.com"

{{reporter.emailAddress.substringAfter("@").substringBefore(".")}} smart value gives you "myexample"

And so typically you just assign this value to the field where you want to store it.

Depending on your trigger, for example, If you want to do this at the time of issue creation, you can have that as trigger and then you choose edit issue, select your field and assign the value.

Hope it helps. Thanks!
Trigger when an a Approver "approves" a release
Asked by Ken Young:

I am trying to determine if you can detects (automation, webhook from Jira, etc.) when a project version has been approved by one or all of the approvers. I can't seem to find an event in the rest API , automation, or a way to event query a version for who the approvers are.

Probably more of a general question on data access, but has anyone been able to access this information for automation purposes?

Thx


Answers:
author: Bill Sheboy
body: Hi [@Ken Young](/t5/user/viewprofilepage/user-id/4596309)

Not yet...

Last time I checked this was 2 months ago, and changes to approver did not mark the version as "updated" or raise an event automation rules can see. I also did not find any open suggestions to add this in the public backlog.

Kind regards,  
Bill
I want to create a rule that operates on the results of a specific rule.
Asked by ???:

There is a Task in a specific Epic, and there is a Sub-Task under that Task. When a sub-task changes to the in-progress state, I want both the task and the epic to change to the in-progress state. Task works, but Epic doesn't change. Help me.


Answers:
author: John Funk
body: Hi [@???](/t5/user/viewprofilepage/user-id/5508137) - Welcome to the Atlassian Community!

You will need two different rules for that. One for the Sub-task changing to In Progress. You should include a Condition for Issue Type = Sub-task for the Issue Transitioned trigger.

Then copy that rule and change the Condition for Issue Type = Story. Be sure to click the box of this second rule on the Rule Details page to allow other rules to trigger this one.

![Automation Rule trigger box.png](https://community.atlassian.com/t5/image/serverpage/image-id/326634iC83FA01DFDF6C7A9/image-size/large?v=v2&px=999 "Automation Rule trigger box.png")

comments: author: ???
body: Thanks to you, I solved it.  
Thank you sir.


author: John Funk
body: Great! Glad you got it solved.