youngmon/atlassian-qna huggingface dataset:
Automation - Is it possible to check if initiator is "Automation for Jira"
Asked by Maria Mariella Bautista:

Hi,

We want to store the last updated date and time in a custom field if initiator are Users because due to some other Automations we have that are updating some fields, it causes for the system's last updated date to be updated which are actioned by "Automations for Jira".

Let's say my trigger is "Issue updated", is it possible in Jira Automation to check if **initiator**is not "Automations for Jira"?


Answers:
author: Trudy Claspill
body: Hello [@Maria Mariella Bautista](/t5/user/viewprofilepage/user-id/5326140)

You could use a Smart Value Condition to compare an attribute of the {{initiator}} smart value to the value of that attribute for the Automation for Jira user.

Learn more about smart values for user fields, including the rule initiator, here.

<https://support.atlassian.com/cloud-automation/docs/jira-smart-values-users/>


Tags: cloud

jira-cloud
Markup in Jira Custom Field Description - Jira Cloud
Asked by Christa Meck:

I've added the following markup to my custom field description: (Sorry I could get neither code block nor quote to work)

\*_Required_\*

As outlined in process document: T-23

The following tier descriptions were valid as of July, 2024. Consult the current process document for up to date tier descriptions.

\*Tier 0\*

\* It's easy.

\*Tier 1\*

\* Short projects

\*Tier 2\*

\* Medium projects

\*Tier 3\*

\* Large projects

\*Tier 4\*

\* Mega Projects

This detailed description was added after the field was created. I can't seem to get the updated description to show.

What am I missing?

- Christa


Answers:
author: John Funk
body: Hi Christa - Welcome to the Atlassian Community!

There was a bug at one time that was keeping the changes from showing.

Go to the Field Configuration for that Project and update the field description there and you should see it.

comments: author: Christa Meck
body: I think using the past tense "was a bug" is incorrect. I believe there still IS a bug. I made the change here and it worked.

Now that I knew what to search for, I found this:

<https://confluence.atlassian.com/jirakb/changes-to-custom-field-descriptions-are-not-visible-on-the-create-issue-screen-in-jira-server-833986770.html> which is totally for Jira Server and Data Center. BUT also linked:

<https://jira.atlassian.com/browse/JRASERVER-40782> and <https://jira.atlassian.com/browse/JRACLOUD-40782>

So it's still very much a bug, but the workaround above seems to be the accepted solution - even for Atlassian. Doubt it ever gets fixed.

Thanks!


author: Dexter de Vera
body: Hi [@Christa Meck](/t5/user/viewprofilepage/user-id/5517388) ,

Welcome to the Atlassian community,

Sorry, can you give us more information on what you want to do?

Is this for Jira software or Service management?

What type of project? (Team or Company managed)?

Do you want to update the description of the customer field or the default value?

Maybe you give us a screenshot of the view you want to edit.

Thank you.

comments: author: Christa Meck
body: Hi there [@Dexter de Vera](/t5/user/viewprofilepage/user-id/4657717)

This is for a CUSTOM field description not the CUSTOMer field.

* Jira Software.
* Company Managed.

![Screenshot 2024-08-02 050215.png](https://community.atlassian.com/t5/image/serverpage/image-id/339655i097A7181B21DA568/image-size/large?v=v2&px=999 "Screenshot 2024-08-02 050215.png")


author: Dexter de Vera
body: Is this still not updated? can you try it again?

If not, you can update the description in field configuration of the project.

By going to project settings - Fields - Action - Edit fields

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/339718iE1FFFEB81A4DC8A2/image-size/large?v=v2&px=999 "image.png")

Then look for the field then edit it.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/339719i58142149C70B6C77/image-size/large?v=v2&px=999 "image.png")

Hope it helps!

Thank you


Tags: cloud

jira-cloud
Is it possible to automate creating the value of Due Date to Actual Start Date?
Asked by Lisa Hauser:

I'd like to automate the setting of "Due Date" by taking "Actual Start Date" and adding the "Original Estimate" time to it. So something like:  
Due Date = Actual Start Date.value + Original Estimate.value

I've tried various forms of this -

{{\[Actual Start.value\].plus\[Original Estimate.value\]}}


Answers:
author: Bill Sheboy
body: Hi [@Lisa Hauser](/t5/user/viewprofilepage/user-id/5558838) -- Welcome to the Atlassian Community!

Please try the date / time functions for plus\[*some unit of measure*\]()

<https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time/#Date-plus-unit--->

Assuming your "Actual Start Date" is a date / time custom field, and that is the correct smart value for the field:

```
{{issue.Actual Start Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}
```

To confirm the smart value (or custom field id) for your field, please see this how-to article: <https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/>

Kind regards,  
Bill

comments: author: Lisa Hauser
body: Hi Bill, thanks for the quick response. I've tried the following after finding the fields and values in the Json. Any other ideas on how to automatically set the due date by adding original estimate days to the start date ?

{{issue.timetracking.Actual Start Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

{{issue.Actual Start Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

{{issue.customfield_10008 Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

{{issue.customfield_10019 Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

{{customfield_10008 Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

{{customfield_10019 Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

{{customfield_10019.customfield_10008 Date.plusSeconds(issue.timetracking.originalEstimateSeconds)}}

Here is the Json sections where I found the fields:

"timetracking": {

"originalEstimate": "2d",

"remainingEstimate": "2d",

"originalEstimateSeconds": 57600,

"remainingEstimateSeconds": 57600

customfield_10019": "0\|i1cx0r:",

And I believe this is the Actual start date -

customfield_10019": "0\|i1cx0r:",

"customfield_10008": "2024-08-06T09:07:00.000-0700",


author: Bill Sheboy
body: Several of those smart value expressions you show are invalid and will not process.

The example I provided will work if that is the **correct smart value / custom field id for your field**. Have you confirmed the smart value for your field, as I described in my first post?

To provide more context, please post images of:

* your complete automation rule in one single image file
* your audit log details showing the rule execution, in one single image file


Tags: cloud

cloud-automation

due-date

jira-cloud
What values are used to calculate Theme "Estimate" and "Actual"?
Asked by Ed Guy:

My projects use Portfolio Themes to align Initiatives to the Themes. Epics roll-up to Initiatives, Stories roll-up to Epics, etc. We estimate in Story Points and do not capture work hours.

What values are used to calculate Theme "Estimate" and "Actual"? Summed Story Points? Issue Counts? What? The documentation mentions "sums all backlog items", "actual time spent", "work that has been logged." So, what is being counted?


Answers:
author: Thomas
body: Hi [@Ed Guy](/t5/user/viewprofilepage/user-id/716750),

The theme report works with story points as well:

* The estimate is based on the opened issues story point field
* The actual is based on the closed issues story point field

Cheers,

The Portfolio for Jira Team

comments: author: Matthew Leach
body: Seems like this might need to be reconsidered if teams across a Portfolio have not standardized their story pointing - Team A's 1 pointer may not be the same at Team B's 1 pointer. The current calculation looks like it's geared towards a SAFe environment.


author: Thomas
body: Hi [@Matthew Leach](/t5/user/viewprofilepage/user-id/1174639),

I think this is part of a larger problem when reporting with story points, even a basic rollup within the same team is inaccurate (2 stories worth 2SP are not necessarily equal to one story worth 4SP).

That aside, I understand cross-team SP values might change but the possible solutions are limited. A possibility would be to have a per-team "SP conversion ratio" that help manage differences.

Let me know what you think!

Cheers,

Thomas


author: Matthew Leach
body: Agreed on the conversion or maybe even a count of issues option. I think for usability the themes report just needs to make it more apparent how it's calculated. When I reviewed the documention for it, it's unclear and I had to go look it up in community responses. Appreciate you taking the time to review.


Tags: advanced-roadmaps
When selecting story hierarchy level, random inititative & epic issues are shown on roadmap
Asked by Muhammad Marhoon:

When I select story on the hierarchy level filter, it doesn't show any stories. Instead it shows a few randomly selected initiatives and epics.

Also, when I select create story while viewing the story view of roadmap it shows up as a task instead \& doesn't show on the roadmap.


Answers:
author: Walter Buggenhout
body: Hi [@Muhammad Marhoon](/t5/user/viewprofilepage/user-id/1161302),

A good starting point might be to check the Hierarchy definition of Portfolio.

Check out the [documentation on hierarchy configuration here](https://confluence.atlassian.com/jiraportfoliocloud/configuring-initiatives-and-other-hierarchy-levels-828785179.html).

comments: author: Muhammad Marhoon
body: Hello [@Walter Buggenhout](/t5/user/viewprofilepage/user-id/783225)

Thanks for the link, I've had a look at it again and have used it previously to set my hierarchy levels.

My issue is more to do with the portfolio timeline displaying a mix of different hierarchy levels when selecting to view timeline at a story level.


author: Walter Buggenhout
body: Hi [@Muhammad Marhoon](/t5/user/viewprofilepage/user-id/1161302),

I understand what you are saying. You also mentioned that a task shows up when you create an issue at story level, so I wanted you to check first what issue types you have mapped to each hierarchy level in Portfolio.

One more thing you could check, is which issue type scheme(s) is/are being used in the Jira projects you have in your plan. If 'story' is not available in a given project, Jira will create another issue type. Or you can usually select which issue type you want to create:

![Screen Shot 2017-11-06 at 15.23.14.png](https://community.atlassian.com/t5/image/serverpage/image-id/8881i026159996B743622/image-dimensions/232x105?v=v2 "Screen Shot 2017-11-06 at 15.23.14.png")

If this does not explain/fix your issue, I would recommend you to create an issue with [Atlassian support](https://support.atlassian.com/contact/#/).


Tags: advanced-roadmaps

hierarchy

roadmap

story
Assigned team member overriding/overridden
Asked by Karalee Kikiros:

When I'm manually assigning a member in portfolio to a ticket, how can I stop it auto-assigning the tickets related to it to the same person, even if there is someone already allocated? e.g. task member assigned in portfolio, member assigned to epic is overridden and vice versa


Answers:
author: Thomas
body: Hi [@Karalee Kikiros](/t5/user/viewprofilepage/user-id/1138645),  

The members field in Portfolio represents the list of team members contributing to an issue and is not meant to represent the Jira assignee field.

<br />

You could consider disabling the "Commit issue assignee" option under the "Commit of changes" menu in the Plan configuration to avoid changing the assignee in Jira when changing the Portfolio members field.

<br />

Cheers,

<br />

The Portfolio for Jira Team


Tags: advanced-roadmaps
Strategy for multiple backlogs?
Asked by Kevin Teich:

I have multiple areas of work that I want to do each sprint. The Themes model works well here; I have assigned a Theme to all my stories and I can check how much of each Theme I'm working on each sprint with the Themes report. But the backlog/Scope view in Portfolio gets pretty unmanageable for rank prioritization; there's no way to only consider one Theme at a time and sort those items. Is there a better way to make a plan that merges all Themes together, but lets me sort items in a single Theme better? I think a Theme filter in the Scope view would do this well, but I also wonder if there's a better workflow in general.


Answers:
author: Roi Fine
body: Hi Kevin,

You can actually filter the scope table by themes. In the filters bar, select "more" than you will see a dropdown selection of 4 more filters, one of them is themes. I hope it will do the trick.

Cheers,

comments: author: Kevin Teich
body: I must be blind; that's great, thanks!

Any suggestions as how to manage the prioritization of items in different Themes to help make sure Theme targets are met? That is, if I want to spend 70% on Theme A and 30% on Theme B, with a backlog of 100+ items, how should I interleave the items to make sure the scheduling algorithm picks items to maintain that ratio?


author: Roi Fine
body: Putting aside dependencies and other external date factors such as releases, Portfolio's algo takes into account rank as the main factor for scheduling. I think your direction is good, there is a lot of trial and error in the scope section but after a few times the theme report should show your desired outcome.

I hope that helps,

comments: author: Kevin Teich
body: If the answer is "trial and error" that's not great, but it's good to know I'm not missing anything. I'm still interested in better workflows if anybody has any tips.

Thanks for your help!


Tags: advanced-roadmaps
Capacity Planning on a Roadmap
Asked by zuberanwar:

I want to create a roadmap that facilitates capacity planning that looks/achieves something like the below:![Screen Shot 2017-10-30 at 10.24.59.png](/t5/image/serverpage/image-id/8587iFF9FA1C1B711D86C/image-dimensions/482x266?v=v2 "Screen Shot 2017-10-30 at 10.24.59.png")

I've seen plugins that might help like Aha and Portfolio but I'm not sure if I would be able to do this in practive. I know you can general roadmap with them but I want something visual to show us likely capacity in coming months to a high level.

I would really appreciate any advice on how people tackle this kind of problem using these tools, standard jira or other. Thanks so much in advance :)


Answers:
author: Beejal _London_
body: Hi [@zuberanwar](/t5/user/viewprofilepage/user-id/1159054)

I would agree that Portfolio is indeed a product that could do this but I would also consider the following:

**Tempo** have a few products

***Timesheets*** - <https://marketplace.atlassian.com/plugins/is.origo.jira.tempo-plugin/cloud/overview>

***Planner*** - <https://marketplace.atlassian.com/plugins/com.tempoplugin.tempo-planner/cloud/overview>

***Budgets*** - <https://marketplace.atlassian.com/plugins/com.greffon.folio/server/overview>

You could use planner to map out your delivery and then budgets and timesheets to manage what resource you might allocate and budget you'd need.

Or

BigGantt - <https://marketplace.atlassian.com/plugins/eu.softwareplant.biggantt/cloud/overview>

Let me know if you have any questions or what you decide to try :-)

Kind regards

Beejal

comments: author: zuberanwar
body: So Portfolio could allow me to have this view with the size on blocks showing the resource? The screens I've seen show duration but doesn't really show the resource element visually.


Tags: advanced-roadmaps

aha

capacity

roadmap
Notification for Portfolio users when plan content changes?
Asked by Nicole Neunhoeffer:

On top of the standard notifications JIRA offers, does Portfolio offer any additional notifications? We were wondering if we can have Portfolio users notified in case the underlying content of a plan changes, e.g. when a team changes priorities in their JIRA board or so. Please advise.


Answers:
author: Cristiano Mariano
body: Hi Nicole! How are you doing?

I have searched all the options in Portfolio and did not find any related to notifications. I do not think this is possible at this time.

Thanks,

Cristiano


Tags: advanced-roadmaps
How do I get the Parent Issue Script Field to show Initiative (2nd Level) on tickets?
Asked by Anthony Cardone:

Hello,

I'm using one of the new scriptrunner canned scripts, called '[Show Parent Issue in Hierarchy](https://scriptrunner.adaptavist.com/latest/jira/script-fields/parent-issue.html)'. My goal is to have a field that shows the Initiative that a story relates to.

Our Portfolio hierarchy is: Value Stream --\> Initiative --\> Epic --\> Story --\> Sub-task

When I choose 'Value Stream' as the Target Issue Type, it works, showing me the value stream above the issue I'm looking at. When I choose Initiative (or Epic), I get nothing back. See attached image for setup... help?

![Screen Shot 2017-10-30 at 10.png](/t5/image/serverpage/image-id/8526iC1816A13689C1561/image-size/large?v=v2&px=999 "Screen Shot 2017-10-30 at 10.png")


Answers:
author: Sam Martin
body: Did you ever find a solution to this?

comments: author: Anthony Cardone
body: Nope. My workaround was to use scriptrunner jql syntax like this in filters, reports, agile board etc...:  

**issuefunction in linkedIssuesOf("issuefunction in portfolioChildrenOf('key = ABC-123')", "is Epic of")**   

**Note:** ABC-123 is the Initiative in this example


author: Stephane Genin
body: Hi,

I have the same issue. Except that the Epic is displayed. I can't display the Initiative.

St?phane

comments: author: sambomartin
body: Thanks. I guess that solves the reporting side.

No easy way of reporting in a way to show the initiative summary in the results. The parent link field only returns the key in exported issue reports.

I guess a custom script field is the only way? IE recurse the hierarchy?


Tags: advanced-roadmaps

scripted-field

scriptrunner
5000 issue limit in Portfolio includes what?
Asked by Nicole Neunhoeffer:

I understand there currently is a limit for loading 5,000 issues into a portfolio plan. Also saw that a corresponding feature request for increasing this limit has already been created (<https://jira.atlassian.com/browse/JPOSERVER-1671>).

While I am hoping that the feature request is being worked upon, I am wondering which issue types count into this limit. Would all the subtasks created for stories also count into the limit of 5000, for instance? I feel, in this case, we could be reaching the limit too soon. Or is it only initiatives, epics, and stories? Please advise.


Answers:
author: Chelsea C
body: Please see [this thread](https://community.atlassian.com/t5/Jira-Core-questions/How-to-confirm-limit-the-number-of-issues-into-Portfolio/qaq-p/137760) for a way to work within this limit.

As for if/when a change to this limit would be deployed, our Agile approach to development means we're not able to provide long-term specifics on the product roadmap, but we do provide documentation on the factors we consider for new feature implementation: [Implementation of New Features Policy](https://confluence.atlassian.com/display/Support/Implementation+of+New+Features+Policy)


Tags: advanced-roadmaps
Using Portfolio with many versions / releases
Asked by Wessel Donkervoort:

Currently I am working within a JIRA instance that has many projects with many versions (think of a lot of minor versions like "1.0.1", "1.0.2", "1.1.0", "1.1.1" etc). This is resulting in a Portfolio timeline filled with circles of release start and end dates.

Any advise that somebody can give me to deal with this?


Answers:
author: Cristiano Mariano
body: Hi Wessel! How are you doing?

Are all of these versions related to projects, that really need a plan, or some of them are small fixes that your team does in a few hours?

I would leave in Portfolio only the releases that are related to projects and would remove from the plan the other ones.

Hope this helps!

Cristiano

comments: author: Wessel Donkervoort
body: That actually helps a lot.

It also becomes clear to me that Portfolio for Jira isn't a tool that can magically create timelines from tickets that have no planning whatsoever.

That being said:

How would you use Portfolio in an environment where no versions are used at all. One of my clients is doing so many releases that creating versions is not doable.

As you progress in time stories become more vague without estimations. That part is clear: but what about Epics and Initiatives? Looking at Teams In Space they all look nice in the time-line.


Tags: advanced-roadmaps
Jira Portfolio: How do I account for unknown stories that will be created
Asked by Tom Murton:

So when a project kicks off we know that we dont know all the stories, how does Jira porfolio account for that? we are just about to start using it but I dont know how I will be able to estimate end date from the start as it will not be correct.


Answers:
author: Cristiano Mariano
body: Hi Tom! How are you doing?

In case you have any high level estimative, you would put them on the Initiative or Epic level and, after creating the stories, refine this estimative.

As your project goes on and you have more details, your plan will get more accurate.

Hope this helps!

Cristiano


Tags: advanced-roadmaps
How to update JIRA portfolio from JIRA agile after plan is created?
Asked by Chris Lovvorn:

I have created a plan in JIRA portfolio. Post plan creation, I have added stories and estimates... as well as burned down other stories. I am looking for a way to update this in Portfolio


Answers:
author: Cristiano Mariano
body: Hi Chris! How are you doing?

Just hiting Calculate in your plan should update this. Did you try that and values were not updated?

Thanks,

Cristiano


Tags: advanced-roadmaps
How to remove issue from scope
Asked by Floris Gaisser:

In portofolio under 'scope' one can see the issues that belong to your selected release.

On the bottom I see a list with the issues I've added in Jira to this version (in the issue 'fix version' = release)

However, I also see issues that do not belong to this release. When looking at the issue in Jira the field 'fix version' is also empty.

So how can I remove these issues from the scope? Because they are also used in the planning (calculate)

(If the question is unclear, I can add some screenshots)


Answers:
author: Peter DeWitt
body: [@Floris Gaisser](/t5/user/viewprofilepage/user-id/1159097), I believe you can either select the issue(s) or r-click them and select 'exclude from plan'.

.pd

comments: author: Floris Gaisser
body: Ok, that indeed removes them from the plan.  
Will the be able to get back into the plan/scope if they are added later to a different release?

Also, why did they show up?  
I have 20 issues in this specific release, but 64 are shown. It is a bit cumbersome to check every time if there are unrelated issues in in the scope. Especially because I have multiple releases.


author: Peter DeWitt
body: Not sure specifically why they showed up but in general, they fell somewhere into the scope when you created your portfolio plan. As far ass adding the excluded issue(s) back in, you will need to re-run the issue sources wizard;

1. Click the ... after you plan name and select configure

2. Select Issue Sources under the Source Data section

3. Click the Edit Sources button


author: Floris Gaisser
body: Thank you.

Indeed in the scope, I could see that many (unrelated) issues from outside the releases were selected as within the scope. So I removed them from the scope.

Noteworthy is also that some of the issues within the versions, were not selected within the scope...


Tags: advanced-roadmaps