youngmon/atlassian-qna huggingface dataset:
Jira Service management drop down options
Asked by Sandeep Nanda:

In Jira Service management, is it possible to populate the options for a drop down menu from a CSV file or a similar source?  
We want the drop down options to be dynamically change on the form if we change it in the backend?  

Thanks!


Answers:
author: Tobias H
body: Hi Sandeep, I'm fairly certain that you could accomplish this by using a custom field that you in turn update through API.

However, APIs is not my area of expertise, so I don't have a concrete solution to provide you.

Best of luck!


Tags: drop-down

jira-service-management
Help needed with smart values and regex match
Asked by Tobias Ladner:

Hello,

I want to extract a user out of the issue description. The issue description might look like this:
> Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur.
>
> User: doejo

What I would like to extract is "doejo"

What I tried:

```
- {{issue.description.match("User:\s{1}\w{1,}").split(" ").get(1)}}

-?{{issue.description.match("User:\s{1}\w+").split(" ").get(1)}}

-?{{issue.description.match("User: \w{1,}").split(" ").get(1)}}

-?{{issue.description.match("User: \w+").split(" ").get(1)}}

-?{{issue.description.match("(?<=User:\s{1})\w{1,}")}}

-??{{issue.description.match("(?<=User:\s{1})\w+")}}

-??{{issue.description.match("(?<=User: )\w{1,}")}}

-??{{issue.description.match("(?<=User:)\w+")}}
```

Nothing worked so far. Does someone know how I can make it work?


Answers:
author: Rudy Holtkamp
body: Hi [@Tobias Ladner](/t5/user/viewprofilepage/user-id/5411142)

Welcome to the community!

You might want to try this:

{{issue.description.match(".\*User:\\s?(.\*)")}}

With the assumption that "User: doejo" is always on a new line and show only once in your description.

comments: author: Tobias Ladner
body: That worked, thank you very much. If I understand correctly, Jira always returns the first capture group, is that correct? If so is that documented somewhere? I used this [documentation](https://support.atlassian.com/cloud-automation/docs/jira-smart-values-text-fields/)as well as other sources but I don't recall it being mentioned anywhere.


author: Rudy Holtkamp
body: That is correct, it only return the first captured group.

It says so in the documentation you mentioned, maybe you overlooked it:

\> Performs a regular expression search and returns the first (and only one) matching regular expression group.


Tags: regex

smart-value
Send mails: CQL automation
Asked by Tobias Schweiger:

Hello,

I have an automation rule that searches outdated pages (for example that have not been edited in the past year) and requests the author via email to update their page. The problem is that an author can have several pages and will therefore get several emails. However, we want to set a rule with CQL that only sends 1 email to each author if they have an outdated page, and not 1 email per outdated page.

Thank you!!


Answers:
author: Bill Sheboy
body: Hi [@Tobias Schweiger](/t5/user/viewprofilepage/user-id/5410582) -- Welcome to the Atlassian Community!

First thing: I am not using Confluence automation rules and so my suggestions are based on what I know about Jira Cloud automation features. Please verify / test what I suggest to learn if it can work with Confluence automation. With that out of the way...

1. Does Confluence automation have an *advanced branch*, which allows iterating over a smart value list? If so...
2. Does Confluence automation have a Lookup Pages action, operating on CQL? If not, I believe it does have a Send Web Request action which could call the REST API function to search with CQL for pages.

If the advanced branch is available (point #1), a list (point #2) could be iterated over using the distinct function to find the unique authors. Once inside the branch, the CQL could be used again with the unique author

Kind regards,  
Bill


Tags: cql

email

notification
Unable to set the system date using JIRA automation
Asked by Garret Zhang:

Hi,

I am trying to set some Date field in JIRA via the automation during issue creation, but getting the following error message:

**Error Message:**

"Unknown fields set during create, they may be unavailable for the project/type. Check your custom field configuration. Fields ignored -  
Target Lab Entry Date (customfield_10053), Target Lab Exit Date (customfield_10152)"  
**Automation rule:**  
![Screenshot 2024-01-19 112955.png](https://community.atlassian.com/t5/image/serverpage/image-id/301533i8C70DFEEC4E59C1E/image-size/large?v=v2&px=999 "Screenshot 2024-01-19 112955.png")  
**Variable:**  
{{LabEntryDate}} = {{now.format("MM/dd/yyyy")}}  
{{LabExitDate}} = {{now.plusBusinessDays(3).format("MM/dd/yyyy")}}  
**Create a New:**  
In the "Create a New" task steps I set the dates to the above variables:  
"Target Lab Entry Date" set to {{LabEntryDate}}  
"Target Lab Exit Date" set to {{LabExitDate}}  
**Audit Log:**  
I also verified in the log work that the two dates field work and got the following result in audit log:  

##### Trigger {#toc-hId--1502822473}

Garret triggered the rule  

##### Log Action {#toc-hId-984690360}

Log  
01/19/2024  

##### Log Action {#toc-hId--822764103}

Log  
01/24/2024  
What am I missing here?  
Thanks,  
Garret


Answers:
author: Walter Buggenhout
body: Hi [@Garret Zhang](/t5/user/viewprofilepage/user-id/2211781),

Can you verify if these fields are present on the create issue screen used in your project (check project settings \> issues \> screens; and for the *Design intake* issue type, check the screen associated with the create issue operation).

Fields that are not on that screen cannot be set.

Hope this helps!

comments: author: Garret Zhang
body: [@Walter Buggenhout](/t5/user/viewprofilepage/user-id/783225) Thanks for this! Fixed! :)

The field in the form is called "Target Lab date (Entry)", however, there was another custom field called: Target Lab entry date. Looks like I was inputting the wrong field.

Thanks a ton!


Tags: cloud

jira-software

jira-software-cloud
Add a number of Month from one Field to a Date from another Field and fill in a third Field
Asked by Christopher Gruhm:

Hello,

I?m Trying to take the Date from the Field {{object.Letzte Vertragsverlaengerung}} (ex. 19.01.2024) and add the Number of Month from the Field {{object.Laufzeit}} (ex. 24) and push the Result (ex 19.01.2026) in the third Field {{object.Naechste Vertragsverlaengerung ab}}

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/301516iAF593B7D883D69DF/image-dimensions/494x352?v=v2 "image.png")

Error is

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/301517i46E834D8F9CA64E7/image-size/large?v=v2&px=999 "image.png")

Can someone give me an advise how to calculate with a Value of a Field and not a Fix Value like mentioned in all "How To"?

(ex. <https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time/> )

Thanks in Advance!


Answers:
author: Christopher Gruhm
body: Solution is:

{{object.Datum des Abschlusses.plusMonths(object.Laufzeit.asNumber).jqlDate}}

As the Atlassian support mentions:
> The jqlDate is important as Date attribute will only accept date in yyyy-MM-dd format while without it automation was trying to insert yyyy-MM-ddThh:mm:ss (Time and date) and failing to do so.
How do I set an automation to trigger only when the child ticket status is done.
Asked by Kelvin Po Keng Siong:

I have an automation that will create a 2/3 child ticket upon generating an issue. I would like to send an email once a certain child ticket status is changed to done.


Answers:
author: Tansu Akdeniz
body: Hi [@Kelvin Po Keng Siong](/t5/user/viewprofilepage/user-id/4610603)

You need to use **Issue Transitioned** Trigger and than check issuetype with a **condition**.

Sample:

![test automation.png](https://community.atlassian.com/t5/image/serverpage/image-id/301403iDEBA2F110BA83D69/image-dimensions/317x265?v=v2 "test automation.png")
Assign Form to request based on fields that were chosen.
Asked by Brian Jennings:

We have a request type where users can choose a variety of options. When they choose a certain option from a field and submit the request, we'd like automation to "Add Form" and "Make form external". I've looked thru Automation and can't find any way to accomplish this task, so I'm figuring that this is beyond the software.

Once the request has been submitted, you can manually click "Add Form" and then on that form choose "Make form External" via the agent view, so it would make sense that if you can do it manually that there might be some way of doing it thru automation, but maybe not.

Any other ideas how this could work? Thx!


Answers:
author: Ste Wright
body: Hi [@Brian Jennings](/t5/user/viewprofilepage/user-id/4669208)

This is possible. The rule is best added from within the JSM Project.

Then it would look something like this...

* **Trigger:**Issue Created
* **Condition:** Issue Fields Condition
  * Field = Request Type
  * Condition = equals
  * Value = *Type Here*
* **Condition:** Issue Fields Condition
  * Field = *Field Here*
  * Condition = equals
  * Value = *Relevant Option Here*
* **Action:** Attach Forms  
  * Forms = *Form Here*
  * Visibility = External

Ste

comments: author: Brian Jennings
body: OMG, Stephen. I've been under the impression that working out of Global Automation was more beneficial, not realizing that certain options AREN'T available unless in the Automation for a specific project. I am now able to set those options as you specified. Thank you so much.

Crazy that Global Automation \& Project Automation cut out certain options.


author: Mikael Sandberg
body: This can be done via automation and is pretty simple to do. This is what the automation look like that I have for renewals:

![Screenshot 2024-01-17 at 3.14.51?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/301054iE6F9E706F5280104/image-size/large?v=v2&px=999 "Screenshot 2024-01-17 at 3.14.51?PM.png")

Basically the user clicks on a renewal action (a transition to the same status) and that will add the form to the request.

comments: author: Mikael Sandberg
body: In your use case you just have to check which option the user picked and then based on that attach the correct form. An if/else condition would be what I would use if you have different forms for different options.


Tags: forms
notify on slack when Insight is added to an Idea on JPD
Asked by Sonal:

I would like to get a notification on Slack (channel) when an Insight is added to a discovery idea. So far, I could only get notification for create / update but not for an Insight.

If i were to do it via API, how would that work?


Answers:
author: Bill Sheboy
body: Hi [@Sonal](/t5/user/viewprofilepage/user-id/4745742)

Detection of Insight changes (and access to their information) is not supported for automation rules yet. Please see this post in the JPD community area for more information:

<https://community.atlassian.com/t5/Jira-Product-Discovery-questions/Automation-rule-for-new-Insight-input/qaq-p/2268114>

Kind regards,  
Bill


Tags: insight

integration

slack
Is it possible to create a Jira transition based on pipeline success or failure?
Asked by Dominick Marino:

Trying to figure out if I can transition a Jira user story to our QA Ready column based on the fact that when the PR and merge were completed, and the Bitbucket pipeline attempted to deploy the changes to our QA Org was successful or not.  

Is this possible to get the Pipeline status in a Jira Automation?


Answers:
author: Ste Wright
body: Hi [@Dominick Marino](/t5/user/viewprofilepage/user-id/5351647)

There's a range of DevOps triggers - check out [this help page](https://support.atlassian.com/cloud-automation/docs/jira-automation-triggers/) for a list, under the DevOps section.

This includes deployment triggers.

Ste

comments: author: Dominick Marino
body: Awesome, thank you.


author: Ste Wright
body: No worries :)

If this answer helped, could you accept it - so others know it can help them too?

Ste
JSM - how to add attachment on comment
Asked by Eli Albert:

Hi,

We have JSM Cloud, and we need that when specific field change, a comment with attachment will be added.

what's the best way to reach this? I can't use rest API and also don't have epics in the JSM project.

I noticed that in "edit field" action, we can select "attachment" as a field, but the options are very limited, it can only copy from related issue. if we have a way to copy from specific template issue it cloud be great.

Thanks!

Eli


Answers:
author: Iryna Ihnatiuk _Appfire_
body: Hi [@Eli Albert](/t5/user/viewprofilepage/user-id/4562976)

Our app, [Canned Responses Pro](https://marketplace.atlassian.com/apps/1211016/canned-responses-pro-templates-for-jira?hosting=cloud&tab=overview), will allow you to create templates with attachments.

Unfortunately, using those templates in Jira Automation is not feasible, and you will need to add the comment manually. Feel free to take a look if it meets your needs.

comments: author: Eli Albert
body: [@Iryna Ihnatiuk _Appfire_](/t5/user/viewprofilepage/user-id/4073962)

It looks like a great solution, but unfortunately I don't think we will buy an app for this.


author: Ste Wright
body: Hi [@Eli Albert](/t5/user/viewprofilepage/user-id/4562976)

Where is the attachment being added from?

Is it an existing attachment on the ticket? Or is it coming from a related issue?

Ste

comments: author: Eli Albert
body: Hi [@Ste Wright](/t5/user/viewprofilepage/user-id/1166470),

The attachments doesn't exist either on ticket or related issue...

it should be like "Canned" response that always include that attachment and just wondering how to implement this.


Tags: cloud

jira-service-desk-cloud

jira-service-management
When parent issue status move inprogress to Done then automatically subtask status also move to Done
Asked by durga prasad:

\[email removed to avoid spam\]


Answers:
author: Ste Wright
body: Hi [@durga prasad](/t5/user/viewprofilepage/user-id/5265403)

This should be possible - rule will look something like this:

* **Trigger:** Issue Transitioned
  * To Status = Done
* **Condition:** Related Issues Condition
  * Related Issues = Sub-tasks
  * Condition = Are present
* **Branch:** Related Issues
  * Type = Children
    * **Branch-Condition:** Issue Fields Condition
      * Field = Status
      * Condition = does not equal
      * Value = Done
    * **Branch-Action:** Transition Issue
      * Destination Status = Done - *you could also use "Copy from trigger issue" if the "Done" status is the same*

Ste
How to create an issue list with data returned by a web request?
Asked by Chris Carpenter:

Using automation for Jiras lookupissues action, you can create a slack message, or update a field, or whatever with a nice neat list of issues like this:  

```
{{#lookupIssues}}
<{{url}}|{{key}}> - {{summary}}
{{/}}
```

<br />

Thats awesome, but lookups are limited to 100 issues. I'm using automation for jira to put together patch notes for my team in confluence automatically. Everything was going well until one of the lookups returned more then 100 issues (it was a big release!)  

Im looking to swap out my patch notes bot lookups for web requests in order to query the api, and get back lists of larger than 100 issues. I have the request going out just fine, and I am getting the data I need back, but i'm struggling a bit on how to format the data I get back from the web hook.  

Is there a way to create a list of issues, similar to the lists you can create with a lookup, using data collected up via a web request api query?  

I'm a little stumped here and any help would be appreciated!


Answers:
author: Chris Carpenter
body: Figured it out!

```
{{#webResponse.body.issues}}
<https://YOUR INSTANCE.atlassian.net/browse/{{key}}|{{key}}> - {{fields.summary}}
{{/}}
```


Tags: rest-api
How to set stories parent field with Epic?
Asked by Jouni Riimala:

My Issue structure:  
Epic - Requirement (system requirement / user requirement) - Story  

I have rule, which summarize Story Estimation values (from story issues) to Epic (Estimate field) \& this works. However, if in my stories I don't have Epic in the Parent field then it doesn't work.

Question: How to construct the rule, which ensure if Epic child (ex. story) doesn't have value in the Parent field then it automatically set Epic to child issue (Story) Parent field?

My current flow:

![Epic to story parent field.JPG](https://community.atlassian.com/t5/image/serverpage/image-id/301583i6C0B533CE6C81D4C/image-size/large?v=v2&px=999 "Epic to story parent field.JPG")


Answers:
author: Bill Sheboy
body: Hi [@Jouni Riimala](/t5/user/viewprofilepage/user-id/4828536)

Just following up to ask if the suggested answers solved your question. If so, please consider marking this one as answered to help others find solutions to similar needs faster. Thanks!

If not, please explain what is not working as you expected, and post images of your complete rule, the details of the actions, and of the audit log details showing the rule execution. Those will provide context for the community to offer ideas.

Kind regards,  
Bill


author: Kalyan Sattaluri
body: Please take a look at [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) answer below

<https://community.atlassian.com/t5/Jira-Content-Archive-questions/Automation-I-am-looking-for-a-way-to-sum-Story-points-for/qaq-p/1647852>

At a high level, under your branch, you need to do a look up and gather all issues so you can sum up their points.. There is also a youtube post in that thread which I havent looked but may be of help to you.

comments: author: Jouni Riimala
body: Hi,  

Thanks from the link, after few modification got it working.  

However, solution requires that Epic name (looks like it's Epic summary field value) is assigned to the Story manually so wonder how to set it automatically.  

Any guidance within this would be highly appreciated. Willing also to create another rule, which check Epic issuetype using contains link role, which would then set child parent according epic. Current difficulties are within copy field value from the parent and assigning it to the story.  

My current flow looks like this.  

![SummingStoryEstimations.JPG](https://community.atlassian.com/t5/image/serverpage/image-id/301574iF20B8FC1BFA73EEE/image-size/large?v=v2&px=999 "SummingStoryEstimations.JPG")


author: Jouni Riimala
body: To make things even more difficult structure is like this Epic - Requirements (system requirement / user requirement ) and then Story so wonder how to get parent from epic to story.
Disable notifications for specific request types
Asked by Kelly Phillips:

I have an Issue Type called 'Joiners, Leavers, Movers'. There are 4 Request Types linked to that issue Type: Joiners Leavers Movers, JLM Access, JLM Hardware, JLM Site Access.

Currently, reporters get email notifications for comments and status transitions for all of the above, which can sometimes mean a reporter is getting up to 20 emails a day as we work through the process of user onboarding etc.

I would like to change it so that reporters only receive emails for the 'Joiners, Leavers, Movers' request type, and not for the other JLM request types.

Any suggestions as to how I can set this up?

I tried to turn off all notifications, but then couldn't specify which issue types to send notifications for.


Answers:
author: Emily _ DevSamurai
body: Hi [@Kelly Phillips](/t5/user/viewprofilepage/user-id/3325675)

To modify email notifications in JIRA for specific issue types or request types, you generally have to work with JIRA's notification scheme. However, JIRA's default notification scheme doesn't allow for granular control at the issue type level. Here are some suggestions:

* **Workflow Post-Functions:** Customize the workflow of the 'Joiners, Leavers, Movers' issue type. Add post-functions in the workflow transitions to send custom notifications.
* **Silent Transitions**: Implement silent transitions for certain issue types. This involves modifying the workflow to not send notifications for specific transitions.

* **User Preferences**: Encourage users to adjust their own notification settings, although this is less effective for controlling notifications at scale.

* **Try Atlassian's plugin:** As far as I understand, **[Asset Management for Jira - IT Assets \& Licenses: JSM, ITSM](https://marketplace.atlassian.com/apps/1228867/?utm_source=atlassian.community&utm_medium=question&utm_campaign=answer)** can enhance your data tracking and management capabilities within JIRA. AssetIT allows you to customize detailed and clear [permission schemes](https://docs.devsamurai.com/assetit/5-permissions-setting), as well as[notification systems](https://docs.devsamurai.com/assetit/6-notifications-admin), which will be helpful in your case. Besides, AssetIT offers many features suitable for the HR area, ranging from Onboarding/Pre-Defined Kits to the Booking system and many more.

I hope this helps!

comments: author: Kelly Phillips
body: Hi [@Emily _ DevSamurai](/t5/user/viewprofilepage/user-id/5239392)

Do you have more information on the silent transitions? I can't do the workflow post function because it doesn't allow me to specify just the one issue type. At least not that I can see (I am not a expert in Jira).

Thanks

Kelly
Annual recurring task
Asked by Just Oudhuis:

I would like to set up a periodic task in the automation module that is created annually (for example, November 1) using the plan option. Daily, weekly and monthly is possible, but not annually. Does anyone have a solution?


Answers:
author: Mark Segall
body: Hi [@Just Oudhuis](/t5/user/viewprofilepage/user-id/5404246) and welcome to the community!

When using the Scheduled trigger, there's a tab "Advanced" where you can get more granular with the schedule using a cron. For your example, of November 1st, the cron would be:

```
0 0 0 ? NOV * 2024/1
```

comments: author: Just Oudhuis
body: Hi Mark, thank you, this helps me further


author: Bill Sheboy
body: Hi [@Just Oudhuis](/t5/user/viewprofilepage/user-id/5404246) -- Welcome to the Atlassian Community!

Just following up to ask if the suggested answer solved your question. If so, please consider marking this one as answered to help others find solutions to similar needs faster. Thanks!

Kind regards,  
Bill


author: John Funk
body: Hi [@Just Oudhuis](/t5/user/viewprofilepage/user-id/5404246)

Take a look at this article:

<https://community.atlassian.com/t5/Jira-articles/Creating-a-Flexible-Recurring-Task-Issue/ba-p/2040862>
Copy from Components field to Affected services
Asked by Rory McGauran:

Hi, Im hoping to copy whatever is in the components field to the affected services field.

<br />

Can anyone help us with that?  

Thanks


Answers:
author: Nic Brough -Adaptavist-
body: Welcome to the Atlassian Community!

Which application is this in? If it is Jira, then what type of field is the "affected services" field?
Automation rule error: Could not find issue by id or key. (parent)
Asked by Marija Akmacic:

I am new to JIRA Automations and have created a rule that initially schedules the creation of a Task. Following this, a Sub-task is supposed to be created and linked to its parent Task. While everything else works as intended, I'm encountering difficulties in the final step of linking the Sub-task to the Task within the same automation rule.


Answers:
author: Evgenii
body: Hi, [@Marija Akmacic](/t5/user/viewprofilepage/user-id/5403856)

Welcome to Atlassian Community.

To link subtask to parent task, created by rule, ![Screenshot_18.png](https://community.atlassian.com/t5/image/serverpage/image-id/300222iEAA9DE8273A85DCF/image-size/large?v=v2&px=999 "Screenshot_18.png") you need to make a branch in rule, and select there "Most recently created issue"

comments: author: Marija Akmacic
body: Thank you!


Tags: cloud

jira-software

jira-software-cloud