youngmon/atlassian-qna huggingface dataset:
Send reminder email with issue list to every assignee when sprint is started
Asked by Christian Gr?fe:

I am looking for an automation that sends an email to every assignee when the sprint is started.

Every assignee = all assignees that are mentioned in the issues of the activated sprint.

Email should contain a list with all issues where the user is the current assignee.

I managed it for one person (me) and could replicate it, but would be much effort.

Trigger = Sprint is started

lookup issues to collect all issues in current sprint for the assignee (jql)

email to assignee with body

\<ul\>  
{{#lookupIssues}}\<li\>\<a href="{{url}}"\>{{key}}\</a\> - {{summary}}\</li\>{{/}}\</ul\>


Answers:
author: Bill Sheboy
body: Hi [@Christian Gr?fe](/t5/user/viewprofilepage/user-id/5485835) -- Welcome to the Atlassian Community!

*First thing, I am using Jira Cloud, and not the Data Center version. My suggestions are based on what I know about rules, so please test for your Jira version.*

Second thing: if this is a scrum team, and the people participated in sprint planning, wouldn't they already know this information about the sprint scope / assignments?

Back to your rule, I do not believe what you describe is possible with Jira Data Center yet. The feature which would support this for rules is advanced branching, allowing iteration over the unique assignees for the sprint from a smart value. Here is the suggestion to add that feature for Data Center: <https://jira.atlassian.com/browse/JIRAAUTOSERVER-749>

As a workaround, you could try this:

* Create a saved filter to return the issues in the current sprint and which are assigned to currentUser()

```
project = yourProjectName
 AND sprint IN openSprints()
 AND assignee = currentUser()
 ORDER BY Rank ASC
```

* And then try...
  * PUSH information method: With your automation rule triggered on sprint start, use the lookup issues action to identify the issues and the distinct assignees with {{lookupIssues.assignees.emailAddress.distinct}} and send them the email with the link to the saved filter, or...
  * PULL information method: Ask the team members to subscribe to the filter on a cadence matching the sprint starts

Kind regards,  
Bill

comments: author: Christian Gr?fe
body: thanks for your input, this workaround will help me


Tags: data-center

jira

jira-data-center
Mandatory fields alerts
Asked by JOHN WIN SUNDAR:

I would like to make certain fields as mandatory while closing the card. Is this possible. Kindly share your knowledge on it.


Answers:
author: Ben Finn
body: Howdy [@JOHN WIN SUNDAR](/t5/user/viewprofilepage/user-id/5265116)  
You can do this by creating a workflow with a condition/validation. Let me knof if you need more detailed instructions.

A condition will stop users from seeing the transition unless its met. A validation will stop the transition from happening and give them a warning.

For condition, use value field.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/320995i083C78A4876B38D7/image-size/large?v=v2&px=999 "image.png")

For validations use the field required validator.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/320996iE2E78F1D93338BB7/image-size/large?v=v2&px=999 "image.png")

comments: author: JOHN WIN SUNDAR
body: [@Ben Finn](/t5/user/viewprofilepage/user-id/5368264) Thanks for your efforts. I have tried the same but the custom fields are not displaying in the 'Field required in this transition' field. How could I get the custom fields there


author: Ben Finn
body: Ahhh... yeah, thats a known frustration. There are a few options for this, off the top of my head:

1. the Regular Expression Check validator has more options but is still limited a bit, give it a try. If you are not familiar with RegEx, its pretty simple.

2. Automation to send it back to its old status with email. This does waste your automation count which some people care about.

3. Filter for issues with the fields blank and do manual intervention (definitely does not scale).

Do any of these meet your needs?
Get Results in Parent custom field based on Issue Type Status & customfield data
Asked by Sunny Kumar:

Hi,  
We are looking for an automation in DC where we can have value in Epic based on sum of child story point.  

Thanks!


Answers:
author: Bill Sheboy
body: Hi Sunny Kumar,

What version of Jira are you using: Cloud, Server, or Data Center? The version you use impacts which automation features are available to do this summing for custom fields.

For Jira Cloud, the Lookup Issues action could be used with JQL to gather the issues and sum the field:

<https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Lookup-issues>  
<https://support.atlassian.com/cloud-automation/docs/jira-smart-values-lists/#list.sum>

Jira Data Center also has the Lookup Issues action, but it does not support custom fields yet. Instead a rule would need to call the REST API issue search function with the Send Web Request action, and then sum the fields. Please review this how-to article and function documentation to try that approach:

<https://community.atlassian.com/t5/Jira-Software-articles/Automation-for-Jira-Send-web-request-using-Jira-REST-API/ba-p/1443828>  
<https://docs.atlassian.com/software/jira/docs/api/REST/9.13.0/#api/2/search-search>

Jira Server may use the same approach described for Jira Data Center.

Kind regards,  
Bill


author: Camilo Galleguillos
body: Hi, Sunny!

This could be attached with [**JSU Automation Suite**](https://marketplace.atlassian.com/apps/5048/jsu-automation-suite-for-jira-workflows?tab=overview)'s post-functions, more specifically with the **[Calculated field](https://appfire.atlassian.net/wiki/spaces/JSUCLOUD/pages/12520029/Calculated+Field+Post+Function)** option, which allow to make calculations based on the issue's children or related issues.

In your epic's workflow, you can create a looping transition (from any status to itself), and attach the calculated field post-function to it.

comments: author: Sunny Kumar
body: Hi Camilo, Thanks for the response, but we are looking to achieve this through JIRA Automation. Thanks in advance!
In Automation can a Parent be hardcoded in that field?
Asked by Mark Williams:

Has anyone ever seen in automation a hardcoded Parent to have fields updated on the creation of another ticket?


Answers:
author: Bill Sheboy
body: Hi [@Mark Williams](/t5/user/viewprofilepage/user-id/4606484)

Do you mean something like this:

GIVEN there is an existing issue-X  
WHEN a new issue is created that could be a child of issue-X  
THEN the new issue's parent is set to issue-X  
AND specific fields from issue-X are copied to the new issue

If so, yes, that is possible. Try hardcoding the parent issue's key in JQL within the rule, such as with the Lookup Issues action, and then reference the result to set fields in the newly created issue.

Kind regards,  
Bill


author: Kalyan Sattaluri
body: Hello [@Mark Williams](/t5/user/viewprofilepage/user-id/4606484)

Can you expand further on your requirement or use case?

Are you creating an issue with hard coded Parent and you want to update some fields of the Parent issue after you have created the other issue? Is that the requirement?

comments: author: Mark Williams
body: If an issue type equals xxx

**Then: Edit issue fields** where Parent is hardcoded Ticket-1234 instead of using Trigger issue/current issue.

Components are updated

Labels

Sprint

Story Points

Assignee

for TICKET-1234


author: Kalyan Sattaluri
body: Apologies but I am confused by your use of "hardcoded ticket=1234".. Do you mean to say the trigger issue has a parent which is they 1234?

Typically, when you have to update related issues such as Parent or child, you use branch, so that rule will look like:

* Trigger = Issue created (or field changed)
* If condition = Issue Fields Check = Issue type = XXX
* Branch = on Parent
  * Edit Issue = Update Labels, Sprint, Story Points, Assignee

But need more info on what is your trigger, what type of issue will pass your trigger in If condition (sub task?), cause these details drive what you choose in branch.

Please share more details on above, maybe try implementing the rule share screenshot... hope it helps. Thanks!


author: Mark Williams
body: Yes, in the Parent field in stead of using Trigger Issue or Current Issue... The user has hardcoded Ticket-1234 to update. So every time this automation rule runs it will update Ticket-1234. I thought this was odd and just wanted clarification.

You can consider this issue resolved.


Tags: cloud

jira

jira-cloud
How to create a manual trigger to add approvers in a ticket?
Asked by Joana Dias Fernandes:

Hi ,

I want to create a manual trigger to include three users to the "Approvers" field.

1. I don't want to remove the ones already included in this "Approvers" field.
2. One of the users is defined considering a costum field called "Manager" but this costum field has the email address not the Jira Account - however this email is associated with a Jira Account.
3. The other 2 users are Jira Accounts.

Thank you in advance!


Answers:
author: Bill Sheboy
body: Hi [@Joana Dias Fernandes](/t5/user/viewprofilepage/user-id/5485158) -- Welcome to the Atlassian Community!

*First thing, I am not using JSM; my suggestion is based on what I know about rules, and I have not tested the suggestion.*

As you want to add values from different sources, including some pre-selected ones, you could try using the advanced edit with JSON to add the values to the multiple-select, user field Approvers:

<https://support.atlassian.com/cloud-automation/docs/advanced-field-editing-using-json/#Multi-user-picker-custom-field>

To do this, you will need the account id value for each user.

Kind regards,  
Bill

comments: author: Joana Dias Fernandes
body: Hi [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) ,

Thank you for trying to help me (:

I've tried that, and for the 3. point of my question, it solved.

* But the question is that the approvers already added before the automation were "deleted" from the field.

And the 2. point of my question - I've tryed to use those smart values but nothing happened, maybe because Jira is not assuming the email as an email from a Jira Account - I don't know.

Thank you again,

Joana Fernandes


author: Bill Sheboy
body: To append rather than replace the values, use the "update" syntax with "add". There is example of that syntax shown in the link I provided you earlier. If that does not help, please post the JSON you are using to provide some context for suggestions.

For the approvers who are not Jira users, I am not familiar enough with JSM to know how they are represented. You may want to wait for another community member to comment or ping the Atlassian Support team for suggestions: <https://support.atlassian.com/contact/#/>


Tags: cloud

jira-service-management

jira-service-management-cloud

manual-trigger
Automation throws "Unknown Fields" error after cloning.
Asked by Luyang Zhang:

In an automation rule I set an action of "clone issue".

It throws *"Unknown fields set during clone, they may be unavailable for the project/type. Check your custom field configuration. Fields ignored - Labels (labels)".*The automation can still finish the clone process but shows "Some Error" in the audit log.

![Screenshot 2024-04-26 101519.png](https://community.atlassian.com/t5/image/serverpage/image-id/320832iF721DACA9672C3CA/image-size/large?v=v2&px=999 "Screenshot 2024-04-26 101519.png")

To solve this issue, I have tried these attempts but didn't work:

* Added "Labels" to the associated screen, and I can see "Labels" in the ticket side bar.
* Set "Labels" to "Global context".
* Set this automation rule actor to myself who is a Jira global admin role.
* Checked the "Labels" value and there is no illegal value.

Does anyone know how to solve this error? Thanks in advance.


Answers:
author: Bill Sheboy
body: Hi [@Luyang Zhang](/t5/user/viewprofilepage/user-id/5468347) -- 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...

Is the rule trying to clone an issue into a different project or the same project?

What types of projects are involved for the source and clone-to issues: company-managed, team-managed, or one of each?

Do you have only the built-in Labels field with that name, or has someone added another field with the same name?

Kind regards,  
Bill

comments: author: Luyang Zhang
body: Hello Bill,

Thank you for your reply and warm welcome!

Your questions actually help me! I found there is another legacy "Labels" custom field exists, and this error is gone once I deleted the duplicated "Labels" and relinked scheme.

Thanks again for your help!


Tags: cloud

jira

jira-cloud

labels
Automation from Insights
Asked by Andrew:

Hi!

I'm looking to setup my team adding insights into jira Discovery.

Is there and automation where adding an insight to an idea can trigger automation?

When I looked into options in the rule builder there was a field for insights under the field edit trigger. but when testing this i did not see any results when adding an insight to an idea.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/320672i398887C1DDDCBF62/image-size/large?v=v2&px=999 "image.png")


Answers:
author: Bill Sheboy
body: Hi [@Andrew](/t5/user/viewprofilepage/user-id/4676986)

That is not possible yet and is one of the known limitations for JPD and automation rules:

<https://community.atlassian.com/t5/Jira-Product-Discovery-articles/Known-limitations-of-Jira-Product-Discovery/ba-p/2069648>

You may want to follow that thread and the JPD group for any updates on topic:

<https://community.atlassian.com/t5/Jira-Product-Discovery/gh-p/jira-product-discovery>

Kind regards,  
Bill

comments: author: Andrew
body: thank you!
Change Custom Field Based on Agnostic Date Ranges
Asked by Daniel Finley:

I have a custom field called 'Planning Quarter', and the request is to update this field based on the date ranges for the corresponding quarter. For example, if the planned start date is 01/01/24 to 03/31/24. I know I can set automation based on the strict date format.

My question, is there a way to have it set as 01/01/XX to 03/31/XX so that it does not matter which year the automation rule is triggered?


Answers:
author: Kalyan Sattaluri
body: Hello [@Daniel Finley](/t5/user/viewprofilepage/user-id/4695718)

Are your quarters based on calendar? so Q1 starts 1/1 and ends 3/31?

And also, just the Planned Start Date field will drive the quarter? No End Date?

There are probably many ways to do this but I would think you need a boundary to determine start and end. If you just have start date and user enters 3/30.. I dont think they are completing that work in Q1..

Maybe you need just 1 date.. so please clarify..

comments: author: Daniel Finley
body: Yes on your first two questions. I will apply similar logic for the end date, killing two birds with one stone.

I can see various ways to approach this, but a lot of ways to try. Mostly wanted to see if there is an optimal way to approach this to reduce maintenance.


author: Kalyan Sattaluri
body: If I assume that an issue has to be between a start date and end date to be marked as Q1 for example, this is how I would do it.

* Trigger = Scheduled or Field change or Issue created
* Action = Refetch Issue (if trigger was issue created or field change)
* Component -\> If /Else -\> if block = All Conditions match:
  * Condition 1 :
    * End Date
    * Greater Than
    * Start Date
  * Condition 2:
    * {{Start Date.monthOfYear}}
    * Less than
    * 4
  * Condition 3:
    * {{End Date.monthOfYear}}
    * Less than
    * 4
* Then Edit Issue =\> Update to Q1
* Else block = All Conditions match:
  * Condition 1 :
    * End Date
    * Greater Than
    * Start Date
  * Condition 2:
    * {{Start Date.monthOfYear}}
    * Greater than
    * 3
  * Condition 3:
    * {{Start Date.monthOfYear}}
    * Less than
    * 7
  * Condition 4:
    * {{End Date.monthOfYear}}
    * Greater than
    * 3
  * Condition 5:
    * {{End Date.monthOfYear}}
    * Less than
    * 7
* Then Edit Issue =\> Update to Q2
* Etc....

Please see screenshot below, modify Start Date and End Date to your fields if this is the logic you want to implement, or modify rule accordingly..

May seem like a lot of conditions within If, but can easily copy paste the smart values from text file and get it done.

Also, if there is a simpler approach, will update post or hopefully community can share one.

Please try and let me know..

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/320875iDCA63D29B833DE50/image-size/large?v=v2&px=999 "image.png")


Tags: cloud

customfield

jira

jira-cloud
Issues and Workflow amendments cannot be configured
Asked by Brenda Xuereb:

Hi All!

I am facing some issues in relation to a specific workflow and the 'step name' listed in the issues section of company managed projects

I have a specific step name in which for some reason I cannot remove from the issues list. Would it be that his might be related to the idea that this has been created by someone else?  

Thanks!  
Brenda


Answers:
author: Rebekka Heilmann _viadee_
body: Hi [@Brenda Xuereb](/t5/user/viewprofilepage/user-id/5457117)

In Jira, it doesn't matter who created what, so that is 100% not the issue. Can you provide some screenshots of where you're at?  
I struggle to understand which part you want to delete.

comments: author: Brenda Xuereb
body: [@Rebekka Heilmann _viadee_](/t5/user/viewprofilepage/user-id/5182395) - ofcourse!

Under Workflow -\> Issues, I see this step name (id) abc which is a dummy issues which I need to close but upon editing this does not show at all.   

![abc.png](https://community.atlassian.com/t5/image/serverpage/image-id/320515i0F51E907D1AB1B78/image-size/large?v=v2&px=999 "abc.png")


author: Rebekka Heilmann _viadee_
body: So you want the Status including all transitions removed?

You have a Status "ABC" and probably "All" transitions on the other statuses as well. You wouldn't be able to delete the status from the Workflow, if the workflow is active.

To delete a status from an active workflow, you will have to Copy the current workflow. Do your edits (deleting abc) and then go into the Workflow scheme and replace the current workflow with the edited copy.


Tags: issues

workflows
Linking issues with matching custom fields
Asked by Juan Camilo Gomez:

Based on the automation rule that Jira Cloud offers by default in its gallery of automation templates to link incidents mentioned by comments as well:

![Captura de pantalla 2024-04-24 a la(s) 16.01.09.png](https://community.atlassian.com/t5/image/serverpage/image-id/320431iC9EBE8BB4A32C4C7/image-size/large?v=v2&px=999 "Captura de pantalla 2024-04-24 a la(s) 16.01.09.png")

I need a similar automation that checks all existing incidents in the organization for matches on a numeric custom field. The custom field corresponds to a 4 digit field. This automation is supposed to work as follows:

1. An issue is created
2. Checks the custom field: {{customfield_10115}} in all projects.
3. Links together all requests containing matching result in field 10115.


Answers:
author: Bill Sheboy
body: Hi [@Juan Camilo Gomez](/t5/user/viewprofilepage/user-id/5381589)

What have you tried thus far to solve this need?

If you have a rule that is not working as expected, please post images of your complete rule and the audit log details, and describe what is not working.

If you have not started a rule, you have written an outline for it with your question. The additional things to note are:

* The rule scope will need to be global to impact all projects for linking. Your question does not show your Jira license level (i.e., Free, Standard, Premium, or Enterprise), and so it is unclear if your license has sufficient capacity to do this. Please talk to your Jira Site Admin to learn more and let them know you are trying this rule as the admin will need to create it in global settings.
* The rule could use a branch on JQL to match the value from the trigger issue to any other issues. Try writing that JQL standalone first to test it with an example value for your custom field.
* Rule branches can process up to 100 issues. Do you ever expect there to be more than 100 issues? If so, this is more difficult to achieve with automation rules.

Kind regards,  
Bill


Tags: jira

jira-cloud
how can i select a datetime for a startsate task ?
Asked by Ferdinand Peu Test:

with the format YYYY\\MM\\DD HH:MI:SS


Answers:
author: Bill Sheboy
body: Hi [@Ferdinand Peu Test](/t5/user/viewprofilepage/user-id/5483711) -- Welcome to the Atlassian Community!

You posted this question in the automation rules area. If you want to format a date, such as for display in an email or message, please use the built-in formatting or the format() function with your needed layout:

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

Kind regards,  
Bill
Automation to set a Json field
Asked by Jill Vieregge:

I've integrated HubSpot with Jira. I can't use csv import to load these fields as they are JSON fields. We don't have ScriptRunner installed, so I figured the best I could do is create a manual automation that I can set to a specific value and then run against a list of issues.

My automation is successful, but its not actually setting the field.

Cf is called "Hubspot Customer Name" and is of type "Object - Hubspot Customer Name"

To use is a JQL, its "Hubspot Customer Name.label"

This is my automation:

{  
"fields":  
{"customfield_nnnnn": {"label": "Value I want put here"}  
}  
}


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

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...

Have you checked the HubSpot documentation to confirm the message fields and structure?

If you edit an issue to set the field manually, does it work as you expect, setting the field value?

Kind regards,  
Bill

comments: author: Jill Vieregge
body: I ended up typing it all in by hand (ugh). thanks


Tags: cloud

jira

jira-cloud
Linking Tickets together basend on the info Affected employee
Asked by Eman Yaseen:

Dear All,

I?m trying to link Tickets automatically together according to the affected employees name

so I added a Checklist Completed to my request type forum and called it affected employee to get the employee name and want to create a rule to link to every new Ticket the rest of the Tickets that are related as well to the same employee.

Can anyone tell me how to create this rule because I tried it many times and can?t really get it done.


Answers:
author: Jack Brickey
body: Hi [@Eman Yaseen](/t5/user/viewprofilepage/user-id/5483365) , are you on a Team Managed or Company managed project? Where is the employee name captured exactly and how is it entered, e.g. when issue created or later by the assignee?

comments: author: Eman Yaseen
body: Hi, it?s a team managed project and the employee name is captured from the forum in the request type as I added a required field to capture the name of the employee while the Ticket is being created.