youngmon/atlassian-qna huggingface dataset:
Seeking Solution for Creating Single Subtask from Multiple GitLab Commit Triggers
Asked by Edoardo:

Hello Jira Community,

I've implemented a Jira automation involving GitLab commit comments, however, I'm encountering an issue when dealing with multiple triggers from different issues.

Here's the scenario:

1. **Issues XXX-4 and XXX-5 are linked to issue XXX-1** which is named "Released Component ABC".
2. A commit from GitLab adds a comment to issue XXX-4: "*commit 12345 XXX-4 Component ABC*".

The workflow I've created is as follows:

* If "Component ABC" is present in the comment added to XXX-4, loop over the issues linked to XXX-4.
* If the name of the linked issue to XXX-4 is "*Released Component ABC* " (XXX-1), then **create a subtask XXX-6 in XXX-1** , rename it "*Release note Commit 12345* " (value 12345 is extracted with regex and saved in a smart variable), **and link it to XXX-4**.

This automation works fine, but I'm facing a problem. **The commit comment can refer to multiple issue IDs** . For instance, if the comment is "*commit 12345 XXX-4 XXX-5 Component ABC* ", the **automation is triggered twice, creating two subtasks (XXX-6 and XXX-7), each linked to XXX-4 and XXX-5 respectively, and both named "Release note Commit 12345"**.

Instead++, I want to create only one subtask XXX-8 named "*Release note Commit 12345*" and link it to both XXX-4 and XXX-5.++

Can anyone provide guidance on how to modify the automation to achieve this desired outcome?

Thank you in advance for your help!

The actual workflow:

![Screenshot 2023-07-26 205825.png](https://community.atlassian.com/t5/image/serverpage/image-id/271366i0DA0A0C44A3049B0/image-size/large?v=v2&px=999 "Screenshot 2023-07-26 205825.png")


Answers:
author: Boldizs?r Vermes
body: [@Edoardo](/t5/user/viewprofilepage/user-id/5277745), welcome to the Community.

My solution would be something like this:

* Create a variable before the branching part. This is needed to use the variable outside the branches too, so the value almost doesn't matter (I use *{{#replace(" ","")}} {{/}}* to have an empty initial value.)
* In the *For: Linked issues* branch, before creating a subtask, use *Lookup issues* action and search for something like this: *parent = {{issue.key}} AND summary \~ "Release note Commit 12345"*
* Add the result into the previously created variable: *{{lookupIssues.first.key}}*
* Add a condition to before creating the subtask: *{{variableName.isEmpty()}}*   
  If this is true, create a new subtask. If not, continue outside the branch.
* After the branching part, add a new condition: *{{variableName.isEmpty()}}*   
  If this is false, link the trigger issue to the one that the variable gives to you.

There can be different scenarios to have the same result but I think this one is maintainable enough by not being built up from two branches with the same conditions at the beginning.

Let us know if this answer helps you or you need more assistance to reach your goal.
How cna I get my Automation e-mail to display my fields from issue?
Asked by Brandon Flores:

Hello,

I'm using the HR Service in projects. I've created request types, and for onboarding I want it to send off an e-mail once created.

I created a "form" because the issue fields did not capture everything I wanted. I did link the form fields to the issue fields. I thought that would then populate into the e-mail, but it's not.

My e-mail has this currently.

Employee name: {{issue.Employee Name}}  
Start Date: {{issue.Start date}}  
Job Title: {{issue.Job title}}


Answers:
author: Bill Sheboy
body: Hi [@Brandon Flores](/t5/user/viewprofilepage/user-id/5277751) -- Welcome to the Atlassian Community!

For a question like this, please post images of your complete automation rule, including the details of the actions which do not work as you expect, and an image of the audit log details showing the rule execution. Those will provide context for the community to offer suggestions.

Until we see those...

I wonder if you have the correct smart values for your fields. Smart values are name, spacing, and case-sensitive. When the incorrect value is used it shows as empty/null rather than showing an error. You can check your smart values using this how-to article: <https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/>

Kind regards,  
Bill


author: Arkadiusz Inglot
body: What exactly do you mean by: "because the issue fields did not capture everything I wanted."?  

We are also using project for HR, and we were able to use all the fields as our HR needed to provide them all the data.  
Maybe we can help you there?

comments: author: Brandon Flores
body: Hi,   
I was referring to the "request form" fields. I'm so limited with what I can add and this does not have all the things I would need to track.

I'm building a service line for many different request types (ER/LR, Compensation, Benefits etc.) I feel like I got those created because there is no automation needed for those at this time.

What I'm having an issue with is the onboarding/offboarding. The fields to the right (picture attached) do not capture everything I would want. So I went and modified the templated forms in the system.
Merge pull request when issue transitioned
Asked by Ben Harris:

I have seen articles about automatically moving an issue when the linked pull request has been merged but is there a way to do the opposite. Merge the pull request when an issue has transitioned from one column to the another?


Answers:
author: Darryl Lee
body: Hi [@Ben Harris](/t5/user/viewprofilepage/user-id/5277712) -

You'll probably end up needing to send a Web request to Bitbucket's REST API. Here's a good explainer on that:

* [How to make a web request from Jira automation to bitbucket pipeline?](https://community.atlassian.com/t5/Bitbucket-questions/How-to-make-a-web-request-from-Jira-automation-to-bitbucket/qaq-p/1666219)

This is the endpoint to: [Merge a pull request](https://developer.atlassian.com/cloud/bitbucket/rest/api-group-pullrequests/#api-repositories-workspace-repo-slug-pullrequests-pull-request-id-merge-post)

I highly recommend that you add a comment indicating that the merge was done by an automation in Jira, just so there's good accountability/visibility into the process.

The other thing to consider is how you'll deal with merge failures. It looks like the endpoint can potentially return a 202 status code and you would then need to get the merge task status, which could show an error.  

You would want to include a way to handle for that error (add a comment with the error message, and then move the issue back to the previous column?)


Tags: bitbucket
Spacing in Issue Description
Asked by Nikhil Sanampudi:

I am using Automation feature to send an email to users when an issue is transitioned. So initially in the body I used smart key value called {issue.description} to include description of the card. So the output I have seen is h1 summary , h2 title.... so all the headers were in the content which I don't want.

So to overcome this I have used {issue.description.html} now the headers problem was solved but a new problem arised. Content in the email have too much spacing which is not presentable.

So please look into this and let me know if there is any better solution.


Answers:
author: Taha El Majidi
body: Hi [@Nikhil Sanampudi](/t5/user/viewprofilepage/user-id/5266606) ,

Can you check in your **send email** action, in **more options** , if the option "**Convert line breaks to HTML line breaks**" is unchecked ?

Make sure this option is unchecked.

Have a good day,

Taha
Create several queues in 1 project
Asked by Wael:

How is it possible to create several queues for 1 project and re-direct tickets to their corresponding queue automatically based on keywords found in the summary, while maintaining a Slack connection? or have multiple projects and move tickets in between automatically based on Summary keywords, while maintaining a Slack connection as well?


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

Wow, there's a lot going on with that question. Let's start one at a time.

Yes, you can create multiple Queues with Jira Service Management.

Can the Queues be based on a JQL query to check certain values of certain fields? Yes.

Can you connect Jira to Slack? Yes.

comments: author: Wael
body: Thank you so much for the reply, John, very helpful.   

Wondering now how can I centralize all the requests that I get from one Slack channel and route them into different queues within 1 project according to keywords found in the Issue Summary field.


author: John Funk
body: I would just say to start creating and testing and see how it goes. Then circle back here with questions as you run into problems.
You want to know how to automate slack notifications by conditions.
Asked by ???:

I would like to know how to send a notification to slack with a filter condition.

Get notified in Slack when there are actions detected by filters  
I would like to know how to not send slack when no action is taken.


Answers:
author: Ste Wright
body: Hi [@???](/t5/user/viewprofilepage/user-id/5209896)

Can you give us a little more detail here? Examples of when a Slack notification should or should not be sent?

Ste


Tags: slack
Can we get the webhook for jira issuelink updated
Asked by Kapil Vashishat:

I am integerating JIRA webhooks in my app, I want to know can we get any way by which I can know jira issuelink has been updated.


Answers:
author: Bill Sheboy
body: Hi [@Kapil Vashishat](/t5/user/viewprofilepage/user-id/5240712) -- Welcome to the Atlassian Community!

Would you please clarify your question? Are you...

* writing an app which is calling the Jira REST API to make changes,
* calling a REST API from an automation rule,
* triggering a rule from a webhook,
* or something else?

Kind regards,  
Bill
Simple checkbox to indicate that a subtask is complete from board view?
Asked by David:

The image below is a screenshot from the board view and I hit the drop down carrot beside the "0/1" to show the subtask. Where it says "OFFER LETTER SIGNED", which is currently the name of the column it's in, I just need to replace that with a checkbox for "IB" to indicate the company email has been created. I would also be okay with a drop down that's "To Do" by default, that can be changed to complete. I would greatly appreciate any help with this. Thank you!  

Side note, my company won't allocate any additional founds for apps.  
![Screenshot 2023-07-25 at 12.01.01 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/271057iBD8055A53582DBBF/image-size/large?v=v2&px=999 "Screenshot 2023-07-25 at 12.01.01 PM.png")


Answers:
author: Ste Wright
body: Hi [@Ian Brown](/t5/user/viewprofilepage/user-id/5276636)

Just to clarify, you don't want to add a checklist - you want a "checklist" you can check off to state things are complete?

Could you add a checkbox field to the Task screen for this?

Ste

comments: author: David
body: Hello! That's correct. We are setting up subtasks to be automatically created at different times based on where the issue is at. These subtasks will also be assigned to individuals on various teams. The idea was to be able to have a simple view like above in our "Test 3" example, where the task is able to be marked complete from that drop down that reveals the subtasks, as opposed to having to click into the sub task to open it and mark it complete. We will have A LOT of subtasks and different things going on, so if there are areas that we can simplify things we would love to take advantage of it. Thank you for reaching out about this.


author: Ste Wright
body: Hi [@Ian Brown](/t5/user/viewprofilepage/user-id/5276636)

This isn't possible natively I'm afraid.

You *could* move across to a Jira Software Project, this allows Sub-tasks to be moved across the board itself, so you could move them to "Done" as they're completed.

Or from within Jira Work Management, you can click on a Task to view the detail either as an iFrame (dialog) or in the right-hand sidebar. From there, you can change the Status of each Sub-task using the appropriate drop-down Status box.

Ste


author: David
body: Thank you for taking the time to let me know. I appreciate it.


Tags: board

checklist

sub-task
How to include initiative link in Schedule Automation email
Asked by Aaron Rose:

Hi Atlassian fam.

I have this rule setup to notify Product Managers when an initiative goes past due. But the notification email I send does not include a link to the initiative. I'm assuming I need to include some smart values in the email template but I cant quite find the solution. Has anyone solved this yet?

Thank you!

![Screenshot 2023-07-24 at 10.23.35 AM.png](/t5/image/serverpage/image-id/270796iD30377DE61D6343C/image-size/large?v=v2&px=999 "Screenshot 2023-07-24 at 10.23.35 AM.png")


Answers:
author: Darryl Lee
body: Hi [@Aaron Rose](/t5/user/viewprofilepage/user-id/5275614) --

You'll need to use a tiny bit of HTML with smart values, so like:

```
The Target End Date has passed for the following issue:

<a href="{{issue.url}}">{{issue.key}}</a>
```

comments: author: Aaron Rose
body: I'm excited to try this. I'll report back. Thank you Darryl!

-Aaron


author: Aaron Rose
body: [@Darryl Lee](/t5/user/viewprofilepage/user-id/3680306) Worked perfectly! Thank you.

I added a comma and the issue summary using this:

\<a href="{{issue.url}}"\>{{issue.key}}, {{issue.summary}}\</a\>

I'm so pleased. Thank you.

Aaron


author: Darryl Lee
body: So glad it worked for you! For future reference, here's the documentation on [Smart values in Jira automation](https://support.atlassian.com/cloud-automation/docs/smart-values-in-jira-automation/).

BTW, I'd appreciate if you could hit that "Accept answer" button up top. Thanks!


Tags: cloud
automation not triggered when issue transitioned
Asked by Thibaut Cellier:

Hello,

<br />

I have a problem with an automation which should trigger when the issue epic type transitioned. I have another automation that passed the story issue type from "to do" to "in progress" when I move sub-task from "to do" to "in progress" and my automation that not worked should move a parent, epic type, move from "open" to "in progress" in my workflow.

When I change manually my story from "to do" to "in progress" my automation on my epic is triggered but when I changed my subtask triggering my first automation, my second that move epic, it's not triggering.

I don't understand ? can you help me or explain my error in the automation

Thank for your help


Answers:
author: John Funk
body: Hi Thibaut,

Sub-tasks are not directly related to Epics. They are children of the parent of a standard issue type (e.g. Story or Task) which is a child of an Epic.

So you need a rule that transitions the parent issue type of the sub-task when the sub-task transitions. Then you need a rule that transitions the Epic when the child (e.g. Story or Task) transitions.

comments: author: Thibaut Cellier
body: I'm sorry my explanation it didn't clear because I made exactly these two automation, but the automation on Epic isn't triggered automatically except if I change the transition manually on the story.

When changed the transition on the sub-task my first automation moved the correct transition of my story and the second automation didn't move the transition of my Epic


author: John Funk
body: Ah, check the Rule details for the Epic rule to make sure the box is checked to Allow Rule ...


author: Thibaut Cellier
body: Oh thanks, I hadn't ticked that box. I never paid much attention to that box


author: John Funk
body: Yeah, that box needs to be checked if the rule should be triggered as a result of another rule.
Displaying smart value within email automation
Asked by Jordan.Jones:

Hi Community,

I'm looking for some help with an email automation that I am working on.

I am pulling a number of custom fields into the body of an email that will be automated, however two of the custom fields are not displaying in the email output.

This is a section from my email body, the two fields in question are 10861 and 10949. These are paragraph fields and I am using a team-managed board. I confirmed the field IDs using the advanced issue search where the field content displays okay.

{{issue.description}}

Business Impact: {{issue.customfield_10861}}

Customer Impact: {{issue.customfield_10949}}

Incident Start Time: {{issue.customfield_10963}}  
Incident Acknowledged at: {{issue.customfield_10964}}

Have I gone wrong somehwere? any help on this would be amazing!

Thanks


Answers:
author: Bill Sheboy
body: Hi [@Jordan.Jones](/t5/user/viewprofilepage/user-id/5273416) -- Welcome to the Atlassian Community!

There are problems with some of the team-managed project fields not working in emails (e.g., People fields). Although I just tried a test rule and the paragraph fields worked for me.

Would you please post images of your complete rule and the audit log details showing the rule execution? Those may provide some context for the symptoms you are seeing. Thanks!

Kind regards,  
Bill

comments: author: Jordan.Jones
body: Thanks [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) and [@Tim Perrault](/t5/user/viewprofilepage/user-id/165835)   
I have just retested but changed the field names to something completely different and now the rule now works as expected. It looks like the same field name for customer impact is in use within a different team-managed project and the business impact is already in use within a company-managed project. Would that be causing the issue here? seems a bit odd that it would behave like this


author: Bill Sheboy
body: I wonder if this is a side-effect of the changes around allowing re-using of fields in team-managed projects.

Let's absolutely confirm you have the correct custom field id for your specific project:

* identify an example issue with your field
* use this how-to article to identify the smart value and custom field id for your field: <https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/>
  * Essentially you use an example issue, call the REST API with a browser, and then search for your field on the page
  * Confirm you see the value you expect for the issue
  * Now you know the field information
  * This can also help when trying to learn if automation rules support a specific field
* update your rule, as needed

If after doing that the behavior is still inconsistent, I suggest submitting a support ticket to Atlassian. They can see information we customers cannot access, and so may notice something we are missing.


author: Tim Perrault
body: Hi [@Jordan.Jones](/t5/user/viewprofilepage/user-id/5273416)

It technically looks correct. What is the output that you are getting? What does the Audit log for the rule say?
Automatically raise Jira ticket when a date set on a Confluence page is due
Asked by Brigitta.S:

Hi, I'm managing a Confluence space with pages that need to be periodically reviewed. There's a review date set for each page and I want to automate the process to raise a Jira ticket, which requests the reviewer to complete the review.


Answers:
author: Avinoam
body: [@Brigitta.S](/t5/user/viewprofilepage/user-id/5273102) have you tried the new Jira Create Action in Confluence Automation?

For more details [here's](https://community.atlassian.com/t5/Confluence-articles/Create-Jira-issues-directly-from-Confluence-with-the-latest/ba-p/2404119?utm_source=atlcomm&utm_medium=email&utm_campaign=mentions_comment&utm_content=topic#) the post on that.
Jira Automation: How to clone an issue from to another project and set Request Type
Asked by Patrick Haley:

Hey everyone, I could use some feedback on how to tackle this scenario. I have a project called "SUPPORT and another project called "DEV". I have an automation set up so that when an issue in SUPPORT is transitioned to "Escalated" it clones the issues relevant details to the DEV project and links them together. Both projects have identical Customer Request Types, but I can't set it in the cloned issue.

Any ideas on the best way to copy the Request Type from the source issue to the destination issue?


Answers:
author: Kian Stack Mumo Systems
body: [@Patrick Haley](/t5/user/viewprofilepage/user-id/2887686),

I think the challenge here is that the request types are not shared between projects. Even though they have the same name, they are not the same object. As such, it's not quite as simple as cloning the issue as allowing the value to carry over.

You could try to write an If/else branch to clone depending on the request type and then hardcode that value into the "Edit request type" action.

comments: author: Patrick Haley
body: Yea I can see that working. I had a feeling it was going to be a work around of some sort.


author: Luka Hummel - codefortynine
body: Hi [@Patrick Haley](/t5/user/viewprofilepage/user-id/2887686)

If you are willing to use a third-party app, our [Deep Clone for Jira](https://marketplace.atlassian.com/apps/1218652/deep-clone-for-jira?hosting=cloud&tab=overview&source=community335) can make escalating your issues easier. It will also clone the request type as long as it's available in the target project.

My colleague [@Marlene Kegel - codefortynine](/t5/user/viewprofilepage/user-id/2498951) even wrote [an article](https://community.atlassian.com/t5/Jira-Service-Management-articles/Escalate-tickets-in-Jira-Service-Desk-with-Deep-Clone-for-Jira/ba-p/1244255) about using Deep Clone to escalate issues from support to another project.

I want to add that you also can Deep Clone have [triggered by a post function](https://c49.link/deep-clone-for-jira/docs/post-function) when transitioning to your "Escalated" status, or use that feature to integrate Deep Clone into your [Jira Automation with looping transitions](https://c49.link/deep-clone-for-jira/docs/looping-transitions).


author: Syed Majid Hassan -Exalate-
body: Hi,

This is Majid @ Exalate.

Are you running into [this](https://jira.atlassian.com/browse/JSDCLOUD-4609)? I believe you might be. If the symptoms are for this problem, the workaround would be to populate the Request Type into a custom field on destination side, and then use an automation rule to populate the actual field. Or, you can use an integration app like [Exalate](https://marketplace.atlassian.com/search?query=issue%20sync) to automate this entire integration.

Hope it helps.

Thanks

Majid


author: John Funk
body: Hi Patrick,

Are both projects Jira Service Management projects?

comments: author: Patrick Haley
body: Yes they are.
Want to customise my test sprint report and release test report
Asked by Neeti G:

Hi,  
I am aware that I can download a sprint or a release report in excel format and i have seen two options there,

1. Download excel report with 'My Defaults'
2. Download excel report with 'All fields'  

   I am preferring the first one with 'My defaults' , but I want to add more my customised fields as Default, but don't know how to do that.  
   For eg, I want to Add 'Total Tests run' (number) field and make it a default as well in the whole project space for stories , tasks and sub tasks. How I can do that?


Answers:
author: Bill Sheboy
body: Hi [@Neeti G](/t5/user/viewprofilepage/user-id/5272845) -- Welcome to the Atlassian Community!

Did you solve your question yet? If not...

You seem to have posted this in the Automation area, but your question appears to be about issue search, such as with View All Issues.

When you download issue search results, the currently selected fields on the view are "My Defaults". (The exception is when you have saved a filter with specific fields.)

Those are the default fields for your user login, and you can add more fields by selecting Columns at the right-side of the page to add/remove them, search again, and then perform your download.

Those default fields cannot be saved for a specific project. If you do have a set of defined fields you want to use for a project's search situation, please try this:

* navigate to View All Issues
* select the columns you want to view
* create and test your query with JQL
* save your filter
* when you next use that filter, it will remember your saved columns

Kind regards,  
Bill