Automation that creates tasks in several project by project category
Asked by Nofar Ben Kereth:

Hey,

Is there a way to create several tasks (triggered by a specific task creation and details are copied from it) in several projects, but open the task only in ?rojects from specific Project Category?


Answers:
author: John Funk
body: Hi Nofar,

Yes, you can do this with an automation for Jira rule. Use the Issue Created trigger. Then add new actions for Create Issue for each issue you want to create. You will need to identify each task and each project though.


author: Jimi Wikman
body: That sounds awfully complex...

Could you tell us what you are trying to accomplish and perhaps we can find a solution for you?

I don't know if I have ever seen anyone try to distribute data from multiple projects based on task creation before. Especially not by targeting based on project category...

comments: author: Nofar Ben Kereth
body: We are trying to define a process of action items while using Jira Work Management (Personal tasks project).

Meaning that we have tasks for team leaders, and we would like to open tasks for them in their personal projects.

So my intention is to open a general task in a general project and then to copy this task automatically to all of their projects.

Hope that more clear


author: Jimi Wikman
body: That makes perfect sense :)

The question is though if you might find it easier to either duplicate the original task and set an assignee, or create subtasks and set an assignee. That way, you can filter out all tasks or subtasks to any other project without having to duplicate tasks.

If you also have the team leaders in a custom field, then you can even make new tasks that create subtasks for a select number of team leaders instead of all of them.

If the activities are connected, then you can also create epics that hold the full sum of activities. This way that epic will also be added to all team leaders projects or boards.

I use this setup for integration work or to reassign incidents between teams without using the move function for issues that need to exist in two boards at the same time.

Each team leader would just need to update their personal boards to also include any issue where their name is set in the custom field.  

Is that something that could work you think?


author: Nofar Ben Kereth
body: It can work. But there are few reasons we looked for another solution:

1. They would like to manage their personal tasks privately in their projects. In addition to the task we open for them

2. We have more than 20 team leaders and growing, the maintenance of this kind of field is complex and very manual. This is why we looked for a more generic option by Project category. -defined once when opening a project.

3. They would like to have different configuration for their project which is totally understood.

What do you think? is there a solution for that?

Thanks!


author: Stefan Salzl
body: Hi [@Nofar Ben Kereth](/t5/user/viewprofilepage/user-id/3709861)

according to your description I would rather suggest with boards.

As boards are (simply said) just views based on a the team leads could have a seperate board in their own project that covers several projects. This would avoid duplicate/multiply data in your system and keep your system clean.

Best  
Stefan


author: Jimi Wikman
body: If you set their board to show both all issues in their own project and everything outside where they are assigned using that custom field, when they can manage their own private tasks as well as having the other tasks there as well. If you set up the issue types to have different types, then they can even filter and prioritize based on type.

As team leaders come and go, you still would need an off- and onboarding, so it would just be another part of that? I am not sure if you can even target project groups in automation?

If they want to have custom setups and workflows, then it will not work for them to import issues, unless you can agree on a number of statuses that all of them must have (like new, in progress, closed). Then you must create tasks directly into their project...which will be a bit more time and resource consuming, but it should be doable.


author: Jimi Wikman
body: [@Stefan Salzl](/t5/user/viewprofilepage/user-id/4616993)that would prevent them from configuring their projects though as they would all have to use the same configuration.


author: Stefan Salzl
body: [@Jimi Wikman](/t5/user/viewprofilepage/user-id/1186268)

why would this prevent them? you could just add a custom board to any project, even several boards covering different projects.

especially in this case you could have (as described in one of the posts above) the general project and the team lead projects. So each team lead only has to configure his board that covers his project and the general project.

Best  
Stefan


author: Jimi Wikman
body: Yes, but all boards would have the same configuration of issues, workflows and so on as that is tied to the Jira project that they would all share. They would only be able to configure their boards with those settings, so they would not have any way to configure as they see fit.


author: Stefan Salzl
body: Have to appologize but can?t follow. What exactly wouldn?t they be able to do?