youngmon/atlassian-qna huggingface dataset:
automate adding story or task to board and backlog from timeline
Asked by ayren_lytle:

We are able to create Epics, stories, and tasks within the timeline view, but they do not automatically appear in the board or backlog views. How can we make them automatically show up there?


Answers:
author: Adolfo Casari
body: [@ayren_lytle](/t5/user/viewprofilepage/user-id/5556961)You should check your board filter, since that determines which issues appear on it.


author: Trudy Claspill
body: Hello [@ayren_lytle](/t5/user/viewprofilepage/user-id/5556961)

Welcome to the Atlassian community.

Are you working with Jira Cloud or Jira Data Center?

If Jira Cloud, how ate you accessing the Timeline feature? Are you accessing it through a Plan or while viewing a board?

What type of project are you using?

Are you working with a scrum board or a Kanban board?

comments: author: ayren_lytle
body: Hi Trudy, We are using the Jira Cloud. The navigation pane is the default view from within the browser and the project is from the default template i believe. The board uses the Kanban format. Hope this helps.


author: Trudy Claspill
body: To determine the project type go to the View All Projects page under the Projects menu. Find your project in the list and tell us what is shown in the Type column for your project.

To make sure there is no misunderstanding, can you show us a screen image of the screen where you select the Timeline feature? Obscure confidential data.

Can you provide a screen image of the Timeline and oint out an issue that appears there but not in the Backlog nor on the Board? What is the status of that issue and what color is the status (gray, blue, or green)?

What is the issue type of the missing issue?

When you are looking for the issue in the Backlog and on the Board do you have any Quick Filters activated?


author: ayren_lytle
body: I was able to figure it out. Thanks for everyone's response. It was a matter of workflow and enabling the epic to be visible in backlog.
How does Round-robin logic work after automation rule editing?
Asked by Doris Reinart:

I use Jira automation rule to distribute incoming tickets in a round-robin manner. After the list of people is edited (some people added/removed to the list), does this reset the round-robin logic? Meaning that will the round-robin start distributing the tickets again from the beginning of the list or it can continue where it left of the last time?

Example:

I have 10 people in the user list between who I distribute tickets in round-robin. The last ticket was given to the 5th person. I edited the rule and removed whoever I had there as the next person. I also add additional people to the end of the users list. Will the round-robin continue its logic or will it start from the beginning since the list of users was changes.


Answers:
author: Rilwan Ahmed
body: Hi [@Doris Reinart](/t5/user/viewprofilepage/user-id/2349686) ,

Welcome to the community !!

I tried the scenario in my test jira. I see that round robin starts from the beginning when there is an update tp the list of users.

Example: If first list has **user 1** , **user 2** , **user 3** and you created 2 tickets and it gets assigned to **user 1** and **user 2** respectively. If you update the rule now and check, the new ticket gets assigned to **user 1** and not **user 4**.

comments: author: Rilwan Ahmed
body: Also when you edit a existing list, newly added users will be added at the bottom of the list. So if you want to reassemble, remove and add users from start.


author: Doris Reinart
body: Thank you for the answer, this proves my suspicion.

We had to edit the users list quite often because of vacations/out-of-office times and we started to notice that for some reason the people at the beginning of the list get more tickets than the bottom of the list. Now we know why.


author: Doris Reinart
body: I have a follow-up question. If my automation consists of several filters and round-robin lists of people and I change only one of the user lists, will this change reset the logic for all round-robin lists or only the one I changed?

Example:

In my automation rule, there are several if blocks that check the ticket issue types and then decide to which user group the ticket is assigned. All ticket assignments are done in round robin. Let's say I update only one logic block where I check issue type A and remove a few users from the list, but other if blocks remain the same. Will this change reset the round-robin logic for all the if-blocks or just the one I changed?

Thank you in advance.

comments: author: Bill Sheboy
body: Hi [@Doris Reinart](/t5/user/viewprofilepage/user-id/2349686)

I believe the round-robin assignment tracking is coupled to the publishing of a rule. And so when a rule is updated and republished, the rotation resets to the beginning of the user list. This is based on my observations and I see nothing in the documentation which describes this clearly.

You could confirm the behavior by experimentation or asking the Atlassian Support team if you are on a paid license level: <https://support.atlassian.com/contact/#/>

Kind regards,  
Bill


Tags: round-robin
Automated Assets
Asked by Furkan:

Hello everyone,

We are currently thinking of moving to assets within jira. I was curious if it is possible to have an automation to create certain things such as users?

For example, if we have a new user within our atlassian user directory with certain email prefix, create an asset named user with that users information in it.

This would simplify my job quite alot and make it more useable


Answers:
author: Bill Sheboy
body: Hi [@Furkan](/t5/user/viewprofilepage/user-id/5216901)

As Marc described, there are currently no built-in automation rule triggers for *user created*.

One possible workaround for this is to use a webhook to trigger a rule. Your Jira Site Admin will need to help set up this approach.

1. Create a global scope, Incoming Webhook triggered rule to perform the actions needed. Copy / save the URL for the webhook for later use in...
2. Ask your Jira Site Admin to add a Site Webhook, triggered on User Creation, and which sends the user information to the URL from step #1
3. Test fully!

Kind regards,  
Bill


author: Marc - Devoteam
body: Hi [@Furkan](/t5/user/viewprofilepage/user-id/5216901)

No, there are no triggers based on user creation in automation.


Tags: cloud

jira-service-management

jira-service-management-cloud
jira redirects with automation
Asked by ST - H? TH?NG:

With customers is not in my group, they will open my website instead of my jira because they don't have account.

How to do it by automation?


Answers:
author: Charlie Misonne
body: Hi [@ST - H? TH?NG](/t5/user/viewprofilepage/user-id/4009396)

I'm not sure if I really understand what you're trying to achieve. Could you rephrase your question please?

comments: author: ST - H? TH?NG
body: When a person who is not in our group logs in lam.atlassian.com =\> error  
Then the user will be redirected to the website: lamlumber.com.


author: Charlie Misonne
body: Ok so automation rules can not change the way users will login or be redirected on failed logins. Auatomation can basically act on things happening on Jira issues and then it perform some actions on them.  
There is no way it can deal with user login events.

If you use a SSO provided you might be able to redirect users to another page after a failed login but I'm not 100% sure. It really depends on the SSO provider I guess.
attach issue attachment to an email with automation action "send email"
Asked by Philipp Roeschke:

I have the following situation: We have a JSM project that is only available to our internal employees.

If a support request is created that our IT colleagues cannot answer, parts of the request should be forwarded to an external email address via automation.

To do this, I use the "send email" action in an automation. What option is there to also send attachments from the issue to the external recipient by email?

I have already found an option that sends the attachments as a link in the email. Unfortunately, the recipient must have access to our project in order to see the attachments.

What other option do I have here?

The external recipient should not be able to access our project.


Answers:
author: Victor - Modus Create
body: Hi [@Philipp Roeschke](/t5/user/viewprofilepage/user-id/5285409) ,

From what I understood of your request, it seems that you would find an alternative for this using Notification Assistant for Jira Cloud:

- [https://marketplace.atlassian.com/apps/1211069/notification-assistant-for-jira-email?hosting=cloud\&tab=overview](https://marketplace.atlassian.com/apps/1211069/notification-assistant-for-jira-email?hosting=cloud&tab=overview)

The app allows you to also send attachments from issues, this could help you with the task at hand.

Hope it helps.  
Cheers,  
Victor \| Modus Create

comments: author: Philipp Roeschke
body: Hi Victor, thank you for the reply. I will check that.


author: Adolfo Casari
body: [@Philipp Roeschke](/t5/user/viewprofilepage/user-id/5285409)Assuming you're on Cloud, I think you will need an addon to that, like

<https://marketplace.atlassian.com/apps/1214045/raley-email-notifications-for-jira-jsm>

comments: author: Philipp Roeschke
body: Dear [@Adolfo Casari](/t5/user/viewprofilepage/user-id/853257)

Thanks for the tip, yes, we are using the cloud variant.

Is there no other OOB solution for this topic? Referring to third-party add-ons is easy, but our data protection guidelines could veto this and prevent it from being used.
Automation rule condition not working
Asked by Nahuel Logghe:

Hi everyone!

I have one simple condition, that checks if a linked issue exists before creating a new issue.

The rule disregards this IF and creates the issue every time.

How can I make this work?

Thanks

See image:

![2024-07-25_10-45-58.png](https://community.atlassian.com/t5/image/serverpage/image-id/337834i026EA6DE15E56EEB/image-size/large?v=v2&px=999 "2024-07-25_10-45-58.png")


Answers:
author: Bhavyashree SS
body: Hey,  

Are the linked issues from the same project or different projects?  
If the linked issues are from the same project, you can use project-specific automation. If the linked issues are from different projects, you need to select global automation and set it for specific projects if applicable. If not, set it globally for all projects.  
![automationlinkedissue.png](https://community.atlassian.com/t5/image/serverpage/image-id/337868i37AB130BD9E36FE8/image-size/large?v=v2&px=999 "automationlinkedissue.png")  

<br />

comments: author: Nahuel Logghe
body: Thanks. It was so obvious yet I didn't think to look at that. You saved me some headaches there :D
Automation Deployment Trigger works unpredictable
Asked by Davyd Derkach:

Hello community. Sorry in advance for my sometimes stupid questions since I am new to Jira Automation.  

I have created a simple automation that based on successful deployment to staging in GitLab perform a transition from one status to another:  
![image_2024-07-24_225057958.png](https://community.atlassian.com/t5/image/serverpage/image-id/337738i9344E5B636154EBD/image-size/large?v=v2&px=999 "image_2024-07-24_225057958.png")  

In case I have couple commits created, with reference to different Jira Issues e.g:  
Commit 1: BDP-371  
Commit 2: BDO-372  
.....  
When I run deployment for the first time, my issues are moving all correctly without issues.  
But when I return them back to initial column and re-run pipeline I noticed that sometimes only issues referenced in the last commit is transitioned and rest stay without changes.  

I tried to reproduce it and mentioned couple issues in one commit and it seems that after re-run of pipeline, both issues referenced in last commit were transitioned but all another referenced in oldest commits are not moved.  

So maybe someone can explain is it expected behavior or it shouldn\`t work like that? Maybe there some documentation where stated how this trigger should work and based on which rules it performs a transition?  

Thanks in advance for your response!


Answers:
author: Davyd Derkach
body: [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313)  
Maybe you may help with my question?   
Thanks in advance!

comments: author: Bill Sheboy
body: Hi [@Davyd Derkach](/t5/user/viewprofilepage/user-id/5550816) -- Welcome to the Atlassian Community!

First thing, I am not currently using the dev ops triggers and so cannot experiment to figure out this symptom empirically.

As for additional documentation, I have not found any for the specifics of these triggers beyond this one: <https://support.atlassian.com/cloud-automation/docs/jira-smart-values-development/>

I recommend working with your Jira Site Admin to submit a support ticket to Atlassian to learn if there is more concrete guidance on the triggers to explain the symptom you are seeing: <https://support.atlassian.com/contact/#/>

When you hear back from them, please post what you learn to benefit the community. Thanks!

Kind regards,  
Bill


Tags: commit

deployment

gitlab

transition

trigger
Fill custom field with asset, in a team-managed project
Asked by Damien MARTY:

Dear all,

I am facing a strange issue with automation and custom fields.

++Context:++

I am under a team-managed project, hence there is no "screen" to add my custom field to. I added it directly from Project Settings, on my issue type IT.

The custom field is configured to be filled with an object from the assets defined in Jira Service Management.

++Issue:++

In my automation, I want to edit my issue and filled the custom field with a lookup objects. Unfortunatly, I get this error message:  
---  
EDIT ISSUE  
An error occurred while requesting remote information  
Bad Request  
No fields or field values to edit for issues (could be due to some field values not existing in a given project):  
KEY-205  
---  
The field is available in my project, as I can manually fill it on the issue KEY-205.  
Any idea? Thanks!  
Edit: adding automation screenshots:  
![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/337666i4DEA065B9B4DE298/image-size/large?v=v2&px=999 "image.png")![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/337667iEDCC27AB00531C0C/image-size/large?v=v2&px=999 "image.png")


Answers:
author: Adolfo Casari
body: [@Damien MARTY](/t5/user/viewprofilepage/user-id/5448232)Can you post a screenshot with your automation?

comments: author: Damien MARTY
body: [@Adolfo Casari](/t5/user/viewprofilepage/user-id/853257) just edited my question :)


author: Adolfo Casari
body: Whats sort of customfield is PMO.v2 Delivery Date (i.e. a datetime or Assets type)


author: Damien MARTY
body: Assets type


Tags: cmdb

custom-field

edit-issue

lookup-objects

team-managed-projects
Add manual test steps for Xray in Jira automation rule
Asked by Christopher Dick:

Hello there,

when executing an automation rule in Jira to add Xray test steps to a test, the following error message appears: "Unknown fields set during creation. These may not be available for the project/type. Check your configuration for custom fields. Fields ignored - Epic Name (customfield_10004)."

The JSON template from the Xray documentation was used: <https://docs.getxray.app/display/XRAY/Tests+-+REST>

Probably a different number was used for customfield_10004 in our Jira cloud. How can we find out this number?

Best regards,

Christopher


Answers:
author: Stefan Salzl
body: Hi [@Christopher Dick](/t5/user/viewprofilepage/user-id/5110195)

The docu link provided in your original post links to Server-DC. According to your description you are running on cloud.

Jira actions (like creating issues) and XRAY actions (like adding test steps) are handled in different APIs therefore would need 2 different API calls.

In XRAY I guess it?s best done with the GraphQL API:  
<https://us.xray.cloud.getxray.app/doc/graphql/addteststep.doc.html>

Best  
Stefan


author: Adolfo Casari
body: [@Christopher Dick](/t5/user/viewprofilepage/user-id/5110195)Can you share a screenshot with the automation?

To find a customfield id:

<https://confluence.atlassian.com/jirakb/how-to-find-any-custom-field-s-ids-744522503.html>

comments: author: Christopher Dick
body: Xray does not use the standard Jira fields. Within the test details, the Xray fields for test steps are displayed/embedded similar to an iFrame. No information about the test step fields can be retrieved using the browser's Explore function or a JQL query. Unfortunately, I cannot generate screenshots from the system environment.


Tags: automationrule

customfield

json

xray
How to remove the Group field from Request Types on the Portal
Asked by Crystal Rouse:

We love the feature of sharing issues with Groups; however, we need to remove the field from request types on the portal. I can't figure out how to do that. I've tried removing it from the Create Screen and it still shows up. It is confusing for our general users.  


Answers:
author: Caio Covos
body: Hi [@Crystal Rouse](/t5/user/viewprofilepage/user-id/4230150)

To remove the Group field from request types on the Jira Service Management (JSM) customer portal, you need to ensure that the field is not included in the request type form configuration. This configuration is separate from the issue type screen configuration. Here's how you can do it:

**Step-by-Step Guide to Remove the Group Field from the Customer Portal**

1. ++**Navigate to Project Settings:**++

? Go to the Jira Service Management project where you want to remove the Group field.

? Click on **Project settings** in the left-hand sidebar.

2. ++**Go to Request Types:**++

? Under the **Project settings** , find and click on **Request types**.

3. ++**Select the Request Type:**++

? Find the specific request type where the Group field is appearing and click on it.

4. ++**Edit the Request Type Form:**++

? In the request type settings, go to the **Request form** tab.

5. ++**Remove the Group Field:**++

? You will see a list of fields included in the form for that request type.

? Locate the Group field (it might be named something like "Group" or related to sharing with groups).

? Click on the trash bin icon next to the Group field to remove it from the form.

6. ++**Save Changes:**++

? Save the changes to the request type form.

comments: author: Crystal Rouse
body: I don't see these options. We have Data Center, are these instructions for the Cloud?

Under Request Types, when I view the fields the group field is not available to select.


Tags: customer-portal

jira

jira-service-desk

request-type
Automation: Set Sprint Field Value Based On Issue Edit Trigger
Asked by Keith Tasker:

Hello - I am new to the cloud version so this might something only available in the server version. I am attempting to automate updating the ***Sprint*** field value based on an Issue Field Edit trigger. The then condition for the ***Sprint*** field is only allowing me to select *Active Sprint* or *Next Sprint* . However, I have other sprints in my backlog that I want to select from in this automation rule.  

As depicted in the screen shot, I'm attempting to create the following rule:

* When the *Readiness* field is updated on an issue, and
* The Readiness field is set to *gReady*,
* Then update the *Sprint* field to (any available sprint I have set up in backlog)

As seen in the Sprint selection drop down at right, I'm only given the option to select *Active Sprint* or *Next Sprint*. However, I have other sprints in my backlog that I want to be able to select.

![Screenshot 2024-07-23 at 4.48.46?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/337457i17D261069AB587AD/image-size/large?v=v2&px=999 "Screenshot 2024-07-23 at 4.48.46?PM.png")


Answers:
author: Trudy Claspill
body: Hello [@Keith Tasker](/t5/user/viewprofilepage/user-id/5550978)

Welcome to the Atlassian community.

Whenever asking for help with an Automation rule, it will help us help you faster if you provide screen images that show your complete automation rule and the details of each step. Often the solution depends on the context and construction of the rule which is hard to discern from your description.

comments: author: Keith Tasker
body: Thank you, will do!


author: Keith Tasker
body: Thanks again - I have added a screen shot and extra detail to my post.


author: Trudy Claspill
body: Thank you for that additional information.

While the list doesn't present all sprints, you could use the More Options area and JSON code to set the sprint field to a specific sprint, based on the sprint's numeric ID.

![Screenshot 2024-07-23 at 2.36.02?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/337471iB7794EAF079E70F2/image-size/large?v=v2&px=999 "Screenshot 2024-07-23 at 2.36.02?PM.png")

You can get that id by going to the View All Issue page under the Filters menu and typing in a JQL like this:

sprint = "*start typing* *name of the sprint*

As you type the name potential matches will be listed. The numeric ID for each one will be displayed in parentheses to the right.

![Screenshot 2024-07-23 at 2.42.10?PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/337472iE95C1F08CF454874/image-size/large?v=v2&px=999 "Screenshot 2024-07-23 at 2.42.10?PM.png")


author: Keith Tasker
body: [@Trudy Claspill](/t5/user/viewprofilepage/user-id/3569011) - Thanks very much for taking the time to help. I will give this a try!


author: Trudy Claspill
body: If you ultimately find that my response helps you solve your requirement, please consider then clicking on the Accept Answer button to mark your post as Solved.


author: Keith Tasker
body: It sure did resolve my requirement. Thanks again and I'll Accept now.
Automation Confluence trigger if page or also subpages were changed
Asked by Alexander Pappert:

Hi,

I want to implement the same automation rule on a confluence page and all its subpages.

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/337299i3BE494675A0841B7/image-size/large?v=v2&px=999 "image.png")

But I can only find page related triggers, is it possible to also watch the corresponding subpages?


Answers:
author: Bill Sheboy
body: Hi [@Alexander Pappert](/t5/user/viewprofilepage/user-id/1139063)

*First thing, I am not using Confluence automation rules currently, and so my suggestions are based on what I recall and find in the documentation. With that out of the way...*

I wonder, could you use a branch on CQL, checking if the parent (or ancestor) is the trigger page?

<https://support.atlassian.com/cloud-automation/docs/branches-in-confluence-automation/#For-each-CQL-result--related-entities->

<https://developer.atlassian.com/server/confluence/advanced-searching-using-cql/#parent>

<https://developer.atlassian.com/server/confluence/advanced-searching-using-cql/#ancestor>

Kind regards,  
Bill

comments: author: Alexander Pappert
body: Hi [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313)   
in jira I sue branches, but the rule trigger is when main issue is changed and then the rule check branches.  
I would need a trigger on main page that is also triggered when one of the many child pages was changed, but I couldn't find it yet.


author: Bill Sheboy
body: Thanks for clarifying, and I believe you would need two rules: one triggered on a parent change (which would find children of that parent) and one triggered on a child (which would find siblings through the parent).


author: John Funk
body: Hi Alexander - I am not aware of being able to apply that down to the subpages also.


Tags: cloud

confluence