youngmon/atlassian-qna huggingface dataset:
How to restrict status change to asignee and automation for jira
Asked by Christian Piermayr:

Hi everyone, I need help with restricting the ability to change the status of an issue to only the assignee and through automation in Jira. Our goal is to automate complex processes, where most triggers originate from underlying sub-tasks that update the status of the parent task via automation rules or validation criteria. However, when we restrict the parent task transition from one status to the next, we can only add individuals as exceptions, which disrupts the automation flow. Does anyone know of any workarounds for this? Thanks in advance!


Answers:
author: Peter_DevSamurai
body: Hi [@Christian Piermayr](/t5/user/viewprofilepage/user-id/5450576) ,

It is not currently possible to restrict status changes to only assignees and automation. When you restrict a transition, you can only add users or groups as exceptions. But you can try to work around the system like:

1. Use automation to set the assignee
2. Use permission schemes to restrict transitions

You can read more here -\> **[Document](https://confluence.atlassian.com/automation/)**.

comments: author: Christian Piermayr
body: Hi [@Peter_DevSamurai](/t5/user/viewprofilepage/user-id/5272594)

I'll give that a try - thank you for your suggestion.


author: Dexter de Vera
body: Hi [@Christian Piermayr](/t5/user/viewprofilepage/user-id/5450576) ,

Welcome to the atlassian community,

As mention by [@Luis Felipe Studzinski Santos](/t5/user/viewprofilepage/user-id/5356722) , you can add condition to allow the transition only to Assignee. Check out the link for more details about configuring advanced issue workflows.

<https://support.atlassian.com/jira-cloud-administration/docs/configure-advanced-issue-workflows/>

Hope it helps!

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

Thank you for your help!


author: Luis Felipe Studzinski Santos
body: My suggestion would be to not use automation to restrict this but rather configure a condition in the workflow, using the condition: "Only Assignee" - Condition. This condition allows only the assignee to execute a transition.

![print.png](https://community.atlassian.com/t5/image/serverpage/image-id/331206i7697DAEF8A826F75/image-size/large?v=v2&px=999 "print.png")

comments: author: Christian Piermayr
body: Hi [@Luis Felipe Studzinski Santos](/t5/user/viewprofilepage/user-id/5356722)

Thank you for your suggestion!


Tags: automationforjira

workflow
Smart value for newly created issue from another issue
Asked by christine_meimari:

Hello,

I created an automation rule that creates an issue from an existing one in a different project. The rule is successful however, I want to send an e-mail to the initiator indicating both the trigger issue and the newly created issue. Both smart values {{issue.key}} and {{triggerissue.key}} contain the key of trigger issue. Where do I find the key of the newly created issue? is there a smart value for it?

the automation rule create a relation between both issues. If I use the smart value {{linkedissues.key}} I get the list of all linked issues if there are multiple.

Thank you

Christine


Answers:
author: Bill Sheboy
body: Hi [@christine_meimari](/t5/user/viewprofilepage/user-id/4241638) -- Welcome to the Atlassian Community!

You may use the {{createdIssue.key}} smart value for that information:

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

Kind regards,  
Bill

comments: author: christine_meimari
body: Thank you. I used the {{createdIssue.key}} successfully.

Best,

Christine


author: Luis Felipe Studzinski Santos
body: Hello,

My suggestion is the following automation. After creating the issue, create a Branch for the most recently created issue and use the smart values ??from the second print.

The automation must be of the global automation or multiple projects type (you will have to include all projects where you can create issues).

I hope this helps.

![automa??o.png](https://community.atlassian.com/t5/image/serverpage/image-id/331213i461D083E2D9CB3D3/image-size/large?v=v2&px=999 "automa??o.png")![smarts.png](https://community.atlassian.com/t5/image/serverpage/image-id/331214iA6810464EC957FFE/image-size/large?v=v2&px=999 "smarts.png")


Tags: cloud

jira

jira-cloud
I'm trying to setup an automation driven off of a condition on a cascading field, but having trouble
Asked by hdenenberg:

I'd like the automation to identify if one options on the parent level is selected, and 1 option at the child level is selected, then go back to a specific status and change the child level to the other option.

Does anyone know how to solve for this? I'm having trouble with the cascading levels,


Answers:
author: Bill Sheboy
body: Hi [@hdenenberg](/t5/user/viewprofilepage/user-id/5526427) -- Welcome to the Atlassian Community!

For a question like this, please post an image of your complete automation rule, images of any relevant actions / conditions / branches, an image of the audit log details showing the rule execution, and explain what is not working as expected. Those will provide context for the community to offer ideas. Thanks!

Until we see those...

For cascading fields you may access the parent value with the following, substituting your own custom field id:

```
{{issue.customfield_12345.value}}
```

and the child with:

```
{{issue.customfield_12345.child.value}}
```

Thus you could use a [smart value condition](https://support.atlassian.com/cloud-automation/docs/jira-automation-conditions/#--smart-values---condition) to test what is needed, and then use the [Edit Issue action](https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Edit-issue) for any updates.

Kind regards,  
Bill


Tags: cloud

jira

jira-cloud
How can I create an automation to change the responsible of the subtask with the checklist progress?
Asked by Karen Giordano:

For each subtask we have a checklist which a responsible from each item on the list and it is very bad to wait that each person will change manually he responsible of the subtask when they complete your to do on the checklist. We can loose agility on the project evolution because of this.


Answers:
author: Adaeze_Jude_HEROCODERS
body: Hi [@Karen Giordano](/t5/user/viewprofilepage/user-id/5526394)

From our screenshot, I see that you are using [Issue Checklist](https://marketplace.atlassian.com/apps/1213231/issue-checklist-for-jira-pro?hosting=cloud&tab=overview) by HeroCoders.

You can automate this process using the Checklist Text custom field.

Please contact us [here](https://herocoders.atlassian.net/servicedesk/customer/portals) so I can understand your use case better and help you create a rule for this.

Cheers!

Adaeze.


author: Joseph Chung Yin
body: [@Karen Giordano](/t5/user/viewprofilepage/user-id/5526394) -

Welcome to the community. Can you clarify your ask on what you meant by "a checklist"? I believe you are using a third party add-on for the checklist progress tracking.

Please advise, so we can assist you better.

Best, Joseph Chung Yin

comments: author: Karen Giordano
body: Hi [@Joseph Chung Yin](/t5/user/viewprofilepage/user-id/396739) , thanks for your answer.

Actualy I was trying to create an automation rule for the checklist progress tracking. What I need is to change the subtask responsible as the checklist progress (below is an example of a checklist). ![Captura de Tela 2024-06-24 a?s 15.06.10.png](https://community.atlassian.com/t5/image/serverpage/image-id/331483iA2AD70F8C100213E/image-size/large?v=v2&px=999 "Captura de Tela 2024-06-24 a?s 15.06.10.png")For example, when a person complete the first step of the checklist (Briefing), the responsible of the card will change automatically for the next step person.  
Is it possible only with a third party add-on? What exactly is this and how can I use it?  

Thanks


Tags: cloud

jira-service-management

jira-service-management-cloud
Status Labels in Markdown Formatting for Automation
Asked by Talha Eryasar:

Hello all,

I have an automation that creates tickets after certain triggers. I am formatting the description field of the tickets, and I would like to add status labels to the description section. Is this possible in markdown formatting right now such as we use panels?


Answers:
author: Bill Sheboy
body: Hi [@Talha Eryasar](/t5/user/viewprofilepage/user-id/4740466) -- Welcome to the Atlassian Community!

Do you mean the *status element*, from the dropdown as "Add a custom status label"?

If so, that is possible, and seems to be just the color-formatting markdown: <https://jira.atlassian.com/secure/WikiRendererHelpAction.jspa?section=texteffects>

For an example with the built-in colors for that element:

```
here is a {color:#FF5630}*[ RED ]*{color} status
```

If you mean another element, I recommend creating a test rule to log the description, adding an example element to a test issue, and then run the test rule to learn the format markdown to use.

* trigger: manual
* action: log the value of {{issue.description}}

FYI...in my experience, some of the markdown elements from the editor cannot be added by automation rules. For those, I believe the Atlassian Document Format (ADF) must be used.

Kind regards,  
Bill


Tags: cloud

formatting

jira-automation

jira-service-management

jira-service-management-cloud

markdown
How do I set up an automation to update Parent field?
Asked by Radu Ichim:

Hi there,

One of my clients reported that during a CSV import where he tried to update the values of the Business Value custom field, some of the tickets 'lost' their connection to the Parent ticket. It was there before, but after the import it is gone.

I tried reproducing this but everything seemed to work correctly.

As I would like to propose an alternative solution to the client, I was thinking about an automation, however I am not sure how exactly to set this up.

Since the CSV import happens, and the Business Value field gets updated, I was thinking to set it as:

Trigger - Issue Updated  
IF Business Value is not empty (since this will get updated)

This is where I kind of got stuck. I was thinking about adding another condition - IF Parent is empty, but I cannot select it under Field conditions. As an alternative I do IF Issue matches JQL (Parent is EMPTY)...but then I'm not sure where and how I would fetch the Parent.

Can anybody help with some suggestions? I hope I managed to explain this good enough.

Thanks!


Answers:
author: Bill Sheboy
body: Hi [@Radu Ichim](/t5/user/viewprofilepage/user-id/5520078) -- Welcome to the Atlassian Community!

Before you invest time in creating an automation rule, I recommend pausing to learn *why an import would clear the parent field*.

Otherwise using the rule is, at best, mitigating the problem and not solving it.

Kind regards,  
Bill

comments: author: Radu Ichim
body: Hi [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313)

Thanks for the tip.

Indeed, on a more attentive look, it seems like this issue was only happening in a team-managed project, and the issue is known in Atlassian.

Should anybody come across this problem in the future, the 'secret' lies in the csv file:

[CSV import Parent-child mapping \| Jira \| Atlassian Documentation](https://confluence.atlassian.com/jirakb/csv-import-parent-child-mapping-1096095688.html)

Kind regards,  
Radu


author: Nicolas Grossi
body: [@Radu Ichim](/t5/user/viewprofilepage/user-id/5520078) Welcome, You might take a look at this link: <https://community.atlassian.com/t5/Jira-questions/How-to-update-issue-parent-in-jira-automation-in-nextgen/qaq-p/1655685>

Nicolas


Tags: cloud

jira

jira-cloud
Automation zwischen Subtasks
Asked by Simone K_:

Hallo,

Ich stehe aktuell vor folgendem Problem:

(Company-managed Projekt)

Es existiert bereits eine funktionierende Regel Nr.1 die Bei Erstellung von TASK X

unterschiedliche Subtasks erstellt (Subtasks wurden zuvor als Vorgangstypen angelegt):

Sub-Task A

Sub Task B

Sub-Task C

Diese Sub-Tasks sind urspr?nglich keiner Person zugewiesen.

Nun m?chte ich eine zweite Regel erstellen die folgendes bewirkt:

Wenn Sub-Task A erledigt ist, dann weise Sub-Task B der zust?ndigen Person von TASK X (= Parent von Sub-task A und Sub-Task B) zu.

Ich finde einfach keine L?sung hierzu, Kann mir hier jemand helfen?


Answers:
author: Bill Sheboy
body: Hi [@Simone K_](/t5/user/viewprofilepage/user-id/5526132) -- Welcome to the Atlassian Community!

Will the subtasks all be assigned to the same person originally assigned to their parent Task? If so, could the subtasks all be assigned when they are created?

If not, how do you know which subtask is next? That is, which one is "Subtask B"?

If it is always the same subtask, based on some criteria, your rule could use branching and then assign the task. For example:

* trigger: transitioned to "done" (or your completed status)
* condition: issue type equals subtask
* branch: on JQL to find the correct, next subtask with the same parent as the trigger issue
  * action: assign issue, selecting the options of
    * Assign issue to: Copy from another issue
    * Copy value from: Parent issue

Kind regards,  
Bill

comments: author: Simone K_
body: **Hi Bill,**

**thanks a lot for your answer.**

*Will the subtasks all be assigned to the same person originally assigned to their parent Task? If so, could the subtasks all be assigned when they are created?*

**No - just one subtask should have a specific Person which is responsable just at the time when Parentstatus changes.**

*If not, how do you know which subtask is next? That is, which one is "Subtask B"?*

***which one is next depends of current Status from Parent.***

***The subtasks are predefinied as different Subtasktypes. ( Business Projekt)***

*If it is always the same subtask, based on some criteria, your rule could use branching and then assign the task. For example:*

* *trigger: transitioned to "done" (or your completed status)*
* *condition: issue type equals subtask*
* *branch: on JQL to find the correct, next subtask with the same parent as the trigger issue -**\> Why do i have to use JQL? Because there is only One Subtask Type B defined.***
*
  * *action: assign issue, selecting the options of*
    * *Assign issue to: Copy from another issue*
    * *Copy value from: Parent issue*


Tags: cloud

jira

jira-cloud
How to obtain requester organization in Jira Automation Smart values
Asked by Vladimir Hudjan:

Hello,  

What I noticed is that even if the customer belongs to the organization, Jira won't automatically set the Organizations field once the issue is created.  

My goal is to create an automation that will set the Organizations field based on the organization to which the requester belongs.  

I tried to use {{requester.organizations}} but its empty string.


Answers:
author: Melo
body: Hi [@Vladimir Hudjan](/t5/user/viewprofilepage/user-id/5370611),

I am afraid it will be a bit more complicated if you want to use it in A4J. Here is the Atlassian documentation describing the steps: <https://confluence.atlassian.com/jirakb/automation-to-add-all-the-organizations-to-the-ticket-that-the-reporter-is-part-of-1115679210.html>

Another option is the "Share with" option by default when using the portal. When a customer submits a request through the portal, they have the option to select which organization to share the request with. This is done through the "Share with" drop-down field.

You can find more information about it here:<https://confluence.atlassian.com/jirakb/everything-we-should-know-about-customer-organizations-in-jira-service-management-projects-1224782662.html>

I hope it helps.

Cheers,

Melo

comments: author: Vladimir Hudjan
body: This solution works for me:  
<https://confluence.atlassian.com/jirakb/automation-to-add-all-the-organizations-to-the-ticket-that-the-reporter-is-part-of-1115679210.html>   

Thank you a lot for your reply, Melo.   

Best Regards,  
Vladimir


Tags: cloud

jira-service-management

jira-service-management-cloud
Automate the creation of Jira ticket for new event added in confluence calendar
Asked by Vysakh Balachandran:

How can I automate the creation of a Jira ticket for every new event added in confluence calendar ? I tried using confluence automation but couldn't find any trigger or action related to confluence calendar.


Answers:
author: Bill Sheboy
body: Hi [@Vysakh Balachandran](/t5/user/viewprofilepage/user-id/5526066) -- Welcome to the Atlassian Community!

I recall there is unsupported REST API to add a webhook for Confluence, but I do not know if that includes an event for adding a calendar event. You may want to check the developer community to learn if that is possible:

<https://community.developer.atlassian.com/>

Kind regards,  
Bill

comments: author: Vysakh Balachandran
body: Thanks [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) for the response. Sure, I will check with the developer community.


author: Max Walther
body: Hi [@Vysakh Balachandran](/t5/user/viewprofilepage/user-id/5526066)

welcome to the community!

As far as is know, there is no trigger for event creation in confluence automations.

You could do it the other way.

If an issue is created in a specific project, you could send a web request to the confluence api and create an event.

But I'm not sure, if the API allows you to create an event.

Cheers

Max

comments: author: Vysakh Balachandran
body: Thanks [@Max Walther](/t5/user/viewprofilepage/user-id/5385704) for the response. I wanted the other way around but still I will look into the possibility of using confluence api.
Automation Loop limitation
Asked by YARON LEVY:

Hi, I have set up 2 automations for auto scheduling a chain of issues (mimicking gantt auto schedule features in similar tools).

The automation rules are:

1. If START DATE is being updated, then DUE DATE is auto calculated and set.

2. If DUE DATE is being updated, then the START DATE of the linked issue (BLOCKS) is auto calculated and set.

So I was hoping that both automation rules will fire each other until it will get to the last issue In the tree, which doesn't have linked issues it BLOCKS. (1 fires 2 which fires 1 and so on)

The problem that the Automation engine stops it after apx. 10 runs with the following error:

-------------

Rule execution was stopped since an execution loop was detected. Please check \*all\* your rules and disable the 'Allow rule trigger' setting in 'Rule details' where it is not needed. We stopped execution after detecting a long chain of rules triggering other rules. Chain length: 10

-------------

Can you please assist? Many thanks !!


Answers:
author: Bill Sheboy
body: Hi [@YARON LEVY](/t5/user/viewprofilepage/user-id/5525929) -- Welcome to the Atlassian Community!

That error is telling you the rule(s) exceeded the service limit of 10 loop executions: <https://support.atlassian.com/cloud-automation/docs/automation-service-limits/>

This limit helps prevent rule errors / runaway conditions leading to self-triggering rules or chains of rules.

Please rethink your scenario to learn if it is possible to solve this without self-triggering rules, or to enforce updates in one direction only, where branching might help. Also note rule branching for such cases is processed in parallel, not sequentially, and so other solution approaches may be needed.

Kind regards,  
Bill

comments: author: YARON LEVY
body: Thank you Bill, As you said, branching is not being done in parallel, and also makes the whole automation setup to be too much to maintain further down the line.

It has to be a recursive operation.

Many thanks again.


Tags: cloud

jira

jira-cloud
In the new UI, Epic View seems to be missing. How do I reorder swimlanes by Epic now?
Asked by Jill Vieregge:

In the backlog view you could request an Epic view which would list all the epics on the LHS. You could then use this panel/view to reorder the epics. This order would be reflected in swimlanes if you had them set to epics.

I don't see the Epic view anymore - just the version one. Now how do I go about changing the order of epic-based swimlanes? I haven't seen anything else posted about this.


Answers:
author: Jill Vieregge
body: Seems the control for the Epic panel has moved to the Board column configuration (eh?); but they didn't move the Version Panel control. ![Screenshot 2024-06-25 at 4.55.31?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/331744i89C1B2AC7F28E088/image-size/large?v=v2&px=999 "Screenshot 2024-06-25 at 4.55.31?PM.png")


author: Bill Sheboy
body: Hi [@Jill Vieregge](/t5/user/viewprofilepage/user-id/4540914)

When in the backlog view, there should be a dropdown list of Epics to the right of the Versions one. At the bottom of the Epic list, there is a slider to enable / disable the Epic panel.

The faster way to do this is with the shortcut key "E" or "e", as that will toggle the Epic panel display.

And, the ordering of the Epics is the ranking. That is what changes when you drag-and-drop them in the panel.

Kind regards,  
Bill

comments: author: Jill Vieregge
body: Yah, I don't see the slider (like I do for versions). The list of epics just comes to an end.![Screenshot 2024-06-21 at 3.00.19?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/331191i2B6C37D639B2DF1D/image-size/large?v=v2&px=999 "Screenshot 2024-06-21 at 3.00.19?PM.png")


author: Jill Vieregge
body: Shortcut E/e does nothing as well. But v toggles the Version list
Triggering Confluence Automation for a page created by Jira Automation
Asked by Mike Monk:

I have some automation in Jira that creates a Confluence page which works fine, however I would like to then be able to change the Owner and remove myself as a watcher on that new page.

I have some automation in the Confluence space to do this but it is failing with the below error:

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/330627i5657FA68ACFD28E9/image-size/large?v=v2&px=999 "image.png")

I am suspecting this is due to the page creation from Jira not being fully "completed" but still triggering the Confluence Automation.

Anyone got any suggestions on how to resolve this i.e. getting the Confluence Automation to refresh the page info before carrying out the condition checks...


Answers:
author: Mike Monk
body: Just discovered there is a new "Delay" function in the Confluence automation. Have added that to the rule so will see how it goes next time it runs!

Mike


author: Bill Sheboy
body: Hi [@Mike Monk](/t5/user/viewprofilepage/user-id/4898230)

*First thing, I am not using Confluence automation rules, and so my suggestions are based on what I know about automation in general. Please test anything I suggest. With that out of the way...*

There are similar problems for Jira Automation for issue creation, linking, etc. With those, there is a Re-fetch Issue action to reload the data and pause the rule slightly.

After I quick check of the documentation, I see no equivalent for Confluence automation, page creation.

One possible workaround is adding a Send Web Request action to call a Jira REST API function, such as an issue search, as that will likely add a second or more of run time. Remember to select the option to "Delay execution of subsequent rule actions..." to ensure processing pauses.

After checking further, I found a related suggestion to add a delay action for Confluence Automation: <https://jira.atlassian.com/browse/CONFCLOUD-77888>

Kind regards,  
Bill

comments: author: Mike Monk
body: Hi Bill,

Thanks for the suggestions, I to have used the Jira re-fetch where needed in my Automation to allow tickets to catch up...

I will have a look at the page you linked to... thanks for that info

Mike


Tags: confluence-cloud