youngmon/atlassian-qna huggingface dataset:
how to aquire basic knowledge required to conduct a Jira migration
Asked by Stefan Wei?:

Hello community,

I have been selected to lead and perform the cloud migration of our jira instance. we have about 50 users and 35 Projects.

I have previously worked with Jira and Confluence (2 years) in the cloud version as a user and dont know a lot about the adminstrative aspects of the on premises version. (or the cloud version for that matter). I am however a systems administrator with expertise in Azure/M365/Windows Systems and Active directory.

I guess I'm looking for advice on how to best and most efficiently build my basic knowledge concerning the administration that will enable me to migrate our Jira to the cloud.

Should i just read this documentation start to finish or is there something else that might help me?

<https://support.atlassian.com/migration/resources/>

Thanks and BR


Answers:
author: Trudy Claspill
body: Hello [@Stefan Wei?](/t5/user/viewprofilepage/user-id/5574054)

Welcome to the Atlassian community.

You can find free, self-paced training at <https://university.atlassian.com> , including training courses for application administration.

Regarding the migration, Atlassian provides a lot of guidance documentation. Here is a starting point:

<https://www.atlassian.com/migration/plan/cloud-guide#atlassian-team>

You may also want to consider engaging an Atlassian Solution Partner to help you plan and execute your migration. You can decide the level of engagement, from just helping you assess your migration needs, to planning the migration, to executing the migration.

There is a directory you can use to locate a partner in your area that specializes in that type of work.

<https://partnerdirectory.atlassian.com/>

Disclosure: I work for [Praecipio](https://Praecipio.com), an Atlassian Platinum Solution Partner. One of our specializations is Cloud migrations.

comments: author: Stefan Wei?
body: thanks for the advice Trudy :-)


author: Iryna Haida
body: You may try to do the migration using the documentation but for 35 projects, that task might be pretty challenging. I've used <https://marketplace.atlassian.com/apps/1231592/consolidate-jira-projects> The team behind the app will help you to transfer everything or you can just use their self-serve tool

comments: author: Stefan Wei?
body: Thank you Iryna :-)


Tags: cloud

jira-cloud
Automate copy single select custom field values from Parent when Child is created?
Asked by Caleb Youngblood:

How do you automate the copying of single select custom field values from Parent when Child is created?

At the moment, this is the JSON I have created, and I'm receiving this error:

*Error while parsing additional fields. Not valid JSON.![Screenshot 2024-08-29 080904.png](/t5/image/serverpage/image-id/344512i93F5614111F5D8DA/image-size/large?v=v2&px=999 "Screenshot 2024-08-29 080904.png")*


Answers:
author: Marc - Devoteam
body: Hi [@Caleb Youngblood](/t5/user/viewprofilepage/user-id/5571637)

The smart value notification is {{issue.parent.customfield_12345.value}}


Tags: cloud

cloud-automation

jira-cloud
Why does Jira send invitation message to different email address
Asked by Shefali Tayade:

Why does Jira send invitation message to other email address while the usersaccess is provided on the different email address.  

The users has two email address one is the organization email address and other is another domain email address.

If we have added the users using the organization email address still the invitation email from JIRA is going to other email address which is a domain email address


Answers:
author: Marc - Devoteam
body: Hi [@Shefali Tayade](/t5/user/viewprofilepage/user-id/5498724)

This would require the configuration on the mail account, server, etc...

There is probably a primary mail address set and routing.

Contact your IT support, in relation to this.


Tags: cloud

jira-cloud
How can I assign a EPIC/STORY/TASK/SUBTASK to a Project Role?
Asked by Mayuri:

How can I assign a EPIC/STORY/TASK/SUBTASK to a Project Role?

I want to be able to assign an EPIC/STORY/TASK/SUBTASK to a Role, so that when I create a New Ticket (EPIC/STORY/TASK/SUBTASK) I can plan in advance which role is going to conduct a particular task.   

Once a Role is assigned... then the relevant Users to the Role can be assigned later.

Please help.


Answers:
author: Shreeja J
body: Hello [@Mayuri](/t5/user/viewprofilepage/user-id/5579697)

Welcome to the Atlassian community!

Currently, Jira does not allow you to directly assign EPICs, Stories, Tasks, or Subtasks to a Project Role out-of-the-box. The assignment functionality in Jira is user-based, meaning that issues can only be assigned to specific users, not roles.

However, there are a few approaches you can take to achieve something similar:

1. **Custom Field for Roles**:

   * You can create a custom field (e.g., Single list) in Jira where you list the project roles (e.g., Developer, QA, etc.). When creating a new ticket, you can select the role responsible for the task. Later, you can manually assign the ticket to a specific user based on the selected role.
2. **Automation Rules**:

   * Using Jira Automation, you can set up rules to automatically assign issues to users who belong to a specific project role. However, this would require defining specific users for the roles in the automation rules, rather than dynamically assigning them based on roles.

If you need help setting up any of these approaches, feel free to reach out!

Thanks,  
Shreeja J


Tags: cloud

jira-cloud

jira-cloud-administration

not-applicable
Not able to add attachment info while resolve an issue(issue transition)
Asked by jay:

How to add attachment information while resolving an issue. That is I am using the issue transition rest API. But I can't include attachment information with it. It shows an error.

<https://developer.atlassian.com/cloud/jira/platform/rest/v3/api-group-issues/#api-rest-api-3-issue-issueidorkey-transitions-post>

url:

/rest/api/3/issue/{issueIdOrKey}/transitions


Answers:
author: Pears Whims
body: Hi again [@jay](/t5/user/viewprofilepage/user-id/5564623) ,

Issue may be due to the attachment field missing on the transition screen.  
Adding the field shall resolve the issue for both UI and REST transitions.

For the details, please check this post <https://community.atlassian.com/t5/Jira-questions/How-to-attach-document-when-resolving-the-issue/qaq-p/1954869>

Cheers,  
Pears.

comments: author: jay
body: [@Pears Whims](/t5/user/viewprofilepage/user-id/5578779) Thank you. It worked.


author: Pears Whims
body: Hi [@jay](/t5/user/viewprofilepage/user-id/5564623) ,

I wanted to check in - did the solution provided help resolve the issue?   
If so, would you consider marking the issue as answered? This helps others who may face a similar problem find the solution more easily.

Let me know if you need any further clarification.

Cheers,  
Pears?

comments: author: jay
body: [@Pears Whims](/t5/user/viewprofilepage/user-id/5578779) Sorry for the delay and it worked. Thank you.


Tags: cloud

jira-cloud
Is it possible to make Epic/Task templates with sub/child Tasks
Asked by Stef?n P_ ??r?arsson:

I'm managing a video game development team and we have come to a point where our pipeline is pretty concrete and task creation/delegation is pretty much consistent every time. Usually the way I make tasks Is this "Create Epic-\>Create tasks for each team-\>teams break them down into child tasks if necessary"  

The first bit of creating the epic and tasks is pretty straight forward but takes a bit of manual work, so is there a way I could make a template for epics that would also make all these tasks at the same time, either through an automation or some kind of app?


Answers:
author: Pavel Pavlovsky_AppLiger_
body: Hi [@Stef?n P_ ??r?arsson](/t5/user/viewprofilepage/user-id/5383060) ,

You may benefit from our [Easy Issue Templates for Jira app](https://marketplace.atlassian.com/apps/1219112/easy-templates-for-jira-issues?hosting=cloud&tab=overview). Easily create templates for complex issue structures like Epic-Tasks-Subtasks template and improve your pipeline that way. Also, try [dynamic variables and forms](https://help.appliger.com/easy-templates-for-jira/variables) to save the team's time while creating repeatable tasks.


author: Luka Hummel - codefortynine
body: Hi [@Stef?n P_ ??r?arsson](/t5/user/viewprofilepage/user-id/5383060) and welcome to the community!

If you're looking to streamline the creation of Epics with predefined tasks and subtasks in Jira, consider using our app [Deep Clone for Jira](https://marketplace.atlassian.com/apps/1218652?utm_source=atlassian&utm_medium=referral&utm_campaign=deepj-new-reach-com-2798052). Deep Clone allows you to create comprehensive templates for Epics, including all associated tasks and subtasks, which can then be cloned easily. You can save a significant amount of time by automating repetitive task creation, ensuring consistency across your projects.

You can also use [Presets](https://documentation.codefortynine.com/deep-clone-for-jira/presets?utm_source=atlassian&utm_medium=referral&utm_campaign=deepj-new-reach-com-2798052) to clone your templates even faster.


author: Kate Pawlak _Appsvio_
body: Hi Stefan,

You can create the template for whole structure using our app [**Issue Templates Agent for Jira**](https://marketplace.atlassian.com/apps/1229162/issue-templates-agent-summary-description-custom-fields?hosting=cloud&tab=overview). We have got a possibility to create single template as well. What it's a pretty cool, that our app works on the native Create issue screen, so you don't have to change your behaviour how you create tickets in Jira.


Tags: cloud

jira-cloud
Project Templates Availability in Jira Premium
Asked by Eduardo:

In my company, we are using Jira Premium, and our administrators have informed us that they cannot enable different **project templates** , as it allegedly incurs **additional costs**.

For example, some templates like those shown in the attached image are not available to us:

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/344481iE235D909ABA283CF/image-dimensions/165x414?v=v2 "image.png")

**Our biggest challenge is that everything is currently set up using Software Development templates**, even though not all teams are involved in software-related work.

This has created some inefficiencies, as teams in other departments are forced to work within a framework that doesn't fit their needs.

Can someone clarify if this is accurate?

**Are there indeed extra charges associated with using these various project templates in Jira Premium, or is this functionality included in the subscription?**

Any insights or documentation references would be greatly appreciated.


Answers:
author: John Funk
body: Hi Eduardo,

The Product Management templates are related to the Jira Product Discover product which is a separate tool and requires additional licenses.   

Why type of template are you wanting to setup? You can create a project and use that as your basis for future projects of that same type and would be, in effect, a template project.

comments: author: Eduardo
body: The issue is that we have administrative, human resources, etc. areas that, for some reason (probably erroneous), have gotten involved in Software Development projects.

Is there a way to access pricing or a list to know which project templates have an extra cost?


author: John Funk
body: It's not based on templates, it is based on project types. Jira Software and Jira Business projects use one type of licenses. Jira Service Management uses a different type of licenses, Jira Product Discovery uses a different type of licenses, and Confluence uses a different type of licenses.


Tags: cloud

jira-cloud
Can't access, control Automation
Asked by Nam Pham Quang:

We've just lost all access to control 'automation,' leading to errors in our system. Please check the cause for us


Answers:
author: shiva kumar Gosul
body: Only the project lead can access to Automation


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

There is an active incident going on right now. You can follow along here:

<https://jira-software.status.atlassian.com/>

comments: author: John Funk
body: What is your question? Yes, only persons with the proper permissions can create/own automation rules.


Tags: cloud

jira-service-management

jira-service-management-cloud
Automate status transition
Asked by Benedikt Heiss:

Hi togehter,

I was wondering how I can automate an status transition that is triggered when all subtasks are "done". I tried it with automations --\> for subtasks, when status is equal to "done" , then transition Status to status xx.... But somehow it doesnt work.

Did anyone of you has had the same problem?

kind regards,

Benedikt


Answers:
author: Tansu Akdeniz
body: Hi [@Benedikt Heiss](/t5/user/viewprofilepage/user-id/5105891)

Could you please share your config?

Here is an example;

![parent sub.png](https://community.atlassian.com/t5/image/serverpage/image-id/252165i59BD76038E3E3ED1/image-size/large?v=v2&px=999 "parent sub.png")

comments: author: Benedikt Heiss
body: Hi [@Tansu Akdeniz](/t5/user/viewprofilepage/user-id/472390) ,

frist of all thanks for your fast response! I now tried your config but it somehow still doesnt work. Honestly I dont unterstand it at all as it all makes sense... Just fyi: the JQL code ect is in german but there is no error..

![Bildschirm?foto 2023-04-17 um 11.53.01.png](https://community.atlassian.com/t5/image/serverpage/image-id/252179i6F03EE034641BE49/image-size/large?v=v2&px=999 "Bildschirm?foto 2023-04-17 um 11.53.01.png")


author: Tansu Akdeniz
body: What is the error in Automation Audit Log section?


Tags: cloud
Correct twice displayed key in the list?
Asked by WOLS:

After changing from Task to Epic, an entry is listed twice:

![jira_green-16.png](https://community.atlassian.com/t5/image/serverpage/image-id/252027i41B71C82E0090909/image-size/large?v=v2&px=999 "jira_green-16.png")

The epic is clear and fully usable, but I'd like to correct the view.

Thank you for every hint!


Answers:
author: Alex Koxaras _Relational_
body: Hi [@WOLS](/t5/user/viewprofilepage/user-id/5192875) and welcome to the community,

The reason this is happening is because there is still a value on the epic link of the Epic (formerly task). So in order to correct it, you have to remove the value of the Epic link.

comments: author: WOLS
body: I understand.

I'm not sure *where* I can remove the value.

I can't add an Epic-\* field to the context fields. For Custom Fields, the Epic-\* are displayed as LOCKED.


Tags: cloud

jira-work-management-cloud
Expert advice
Asked by Greg Brewer:

Hello there,  
I hope this message finds you well. I am the Creative Director at Labx Media Group and run a team of 18 creatives. We use JIRA as our predominant workflow and project triage mechanism system and always look for ways to optimize our processes.

I came across this forum while searching for JIRA experts and was impressed by the extensive knowledge in the field. This expertise could be invaluable to my team, and I invite you to look at our workflows and offer your insights as a consultant.

As a consultant, we would like you to provide your expert advice on how we can better use JIRA to improve our workflows and processes. We are open to discussing compensation for your time and expertise.

Please let me know if this is something that you would be open to discussing further.

I am looking forward to hearing back from you.

Best regards,

Greg Brewer,  
Creative Director, Labx Media Group


Answers:
author: Trudy Claspill
body: Hello [@Greg Brewer](/t5/user/viewprofilepage/user-id/5196298)

Welcome to the Atlassian community!

In this forum the best way to get help is to post a specific question. We are all also users of the Jira products, answering questions and lending assistance for free when we have time.

If your company is interested in hiring a consultant, I encourage you to visit the [Atlassian Partner Directory page](https://partnerdirectory.atlassian.com/) to find one in your area.

(Disclosure: I work for an Atlassian Platinum Solution Partner in North America.)


Tags: cloud

jira-work-management-cloud
When an issue is resolved in JIRA Work Management?
Asked by Adriana Almeida da Cruz:

Even if all the subtasks are completed and the parent item is also completed, the issues do not show up as resolved in the reports.  
When the workflow completes, doesn't it automatically become resolved? Are there any configurations to be done in JIRA Work Management?  
Would anyone know the answer? :)


Answers:
author: Pavel Junek
body: Hi Adriana,

Have a issue and Sub-tasks set Resolution? Most reports work with the Resolution field instead of the Status field.

[What are issue statuses, priorities, and resolutions?](https://support.atlassian.com/jira-cloud-administration/docs/what-are-issue-statuses-priorities-and-resolutions/)

Pavel

comments: author: Adriana Almeida da Cruz
body: That's the problem. I can't set the Resolution field. Let's wait for the update.


author: Trudy Claspill
body: Hello [@Adriana Almeida da Cruz](/t5/user/viewprofilepage/user-id/5196152)

What reports are you looking at, specifically?

Are you working with a Team Managed project or a Company Managed project? That information will show at the bottom of the navigation panel on the left.

If you are looking at reports that rely on the Resolution field, be advised that the workflows for Work Management projects do not automatically set/clear the Resolution field based on the issue Status. This is a documented issue:

<https://jira.atlassian.com/browse/JWMCLOUD-180>

If you are working with a Team Managed project, you can work around this by using an Automation Rule to set the Resolution field when an issue transitions to Done. However, it is not possible to clear the Resolution field with an Automation Rule.

If you are working with a Company Managed project, you can modify the workflow to add Post Functions to the transitions to set and clear the Resolution field as needed.

comments: author: Adriana Almeida da Cruz
body: Hi, Trudy,

I am working with a Team Managed project.

I saw the documented issue and I hope Atlassian solve it. Acctually, if I can't get an issue as resolved, the most reports aren't usefull as the Resolution Time Report or Created X Resolved items report.

For now, I'll try apply the rule to get the resolution results in some level.

Thank you!


author: Fabio Racobaldo _Herzum_
body: Hi [@Adriana Almeida da Cruz](/t5/user/viewprofilepage/user-id/5196152) ,

please verify that Reolution field is set. Usually this field should be mandatory on the resolution screen or automatically updated through a postfunction.

Hope this helps,

Fabio
What's the rule to replicate comments from sub-tasks to parent items in JIRA Work Managament?
Asked by Adriana Almeida da Cruz:

I would like the comments made in the subtasks to automatically replicate in the comments of the parent item so that they would be shown in the reports.

I didn't find any related rule to apply. If you know the way, pleeease help me. :)


Answers:
author: Marco Brundel
body: Hi [@Adriana Almeida da Cruz](/t5/user/viewprofilepage/user-id/5196152) ,  

Welcome to the Atlassian Community.  

With Automation you can create a rule with a trigger "Issue commented" and then use a Branche with related issues = Parent and a action "add comment to issue". See also the screenshot for a example.  

regards, Marco  

![Screenshot 2023-04-14 at 15.14.44.png](https://community.atlassian.com/t5/image/serverpage/image-id/251835iE8B1CBDF4F50A9AE/image-size/large?v=v2&px=999 "Screenshot 2023-04-14 at 15.14.44.png")

comments: author: Adriana Almeida da Cruz
body: Hi Marco!

I just tested and it worked very well!! Thank you soooo much!!!


Tags: cloud
Best practice using a task or a task with subtasks
Asked by Benny:

I have a process, lets say it is a prospecting process.

The prospecting process flow in order sequence:

1. gathering requirement
2. creating proposal
3. proposal presentation
4. po received, preparing contract
5. deal and closed.

Assume that only one person is enough to handle one prospecting process.

I am thinking of two approaches in setting up the Jira:

1. use 1 issue task only and the steps are configured as statuses (create a complete workflow for the task)
2. use 1 task and 5 subtasks represent the steps (simple workflow for each task and subtask).

I understand that the second approach require more administration work. The first approach is obviously much simple compare with second approach.

But what is the best practice for this, pro/cons?

Thanks.


Answers:
author: Jack Brickey
body: Hi [@Benny](/t5/user/viewprofilepage/user-id/5147251) ,

good question and really either can work. For the most part, it comes down to what works best for you and your team. However, I think for me, I would choose the second option. The reason for this is it with allow me to track the progress of each of these subtasks. In other words, when something goes to in progress, and eventually done. So it would give me a little bit more history, and insight into where we are spending more of our time. So I like the idea of creating a story that would be for prospecting, and then subtasks underneath. I would simplify this by using automation, so that if I create a prospecting story, then it would automatically create the sub tasks and assign those to the assignee of the story itself.

comments: author: Benny
body: Thank you [@Jack Brickey](/t5/user/viewprofilepage/user-id/853369) for sharing your thoughts. I will discuss with the team to see which way suitable for them.


Tags: cloud

jira-work-management-cloud
Timeline view - is it possible to keep dependencies below their linked issue when filtering?
Asked by Laura Lee:

When in timeline view, and there are no filters, dependencies show below the issue they're linked to. However, if I apply a filter, all the dependencies go to the bottom of the list, making it harder to see the flow in a timeline.

Without filtering:

![image.png](/t5/image/serverpage/image-id/251058iBB0AA2F6AF05CD23/image-size/large?v=v2&px=999 "image.png")

With the filter applied (status, for example) - all linked issues are at the bottom causing lots of overlapping lines and making it harder to see the dependencies. Also, the expand option is removed.

![image.png](/t5/image/serverpage/image-id/251059iA6E3C8B7D5EF0DFF/image-size/large?v=v2&px=999 "image.png")


Answers:
author: Brant Schroeder
body: [@Laura Lee](/t5/user/viewprofilepage/user-id/4915879) I would suggest submitting a feature request here to see if this can be updated in the future <https://jira.atlassian.com/secure/Dashboard.jspa?selectPageId=10440>


Tags: cloud

jira-work-management-cloud
Automation to fill in day count
Asked by Kelli Keith:

I have two custom date fields in a Jira WM project.

"Job requisition signed" and "Offer Letter Signed."

I am implementing automation to fill in my "Days to fill" field with the number of days. For example:

Job requisition signed = March 1

Offer Letter signed = March 31

Days to fill should show 30.

I have this formula which is not producing the right count:

{{issue.Offer Letter Signed}}-{{issue.Job Requisition Signed}}

How do I need to update this formula to produce the correct count of calendar days?


Answers:
author: Gideon Nolte _Jodocus_
body: Hi [@Kelli Keith](/t5/user/viewprofilepage/user-id/4825700)

Try:

```
{{issue."Offer Letter Signed".diff(issue."Job Requisition Signed").days.abs}}
```

See: [Jira smart values - date and time](https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time)

Hope this helps.   
Greetings  
Gideon  

P.S.: I would suggest using the {{issue.customfield_12345}} syntax over the {{issue.Custom Field Name}} approach to be more robust.

comments: author: Kelli Keith
body: It worked. Thanks so much!!


author: Frank Collazo
body: Can you explain this step by step? I'm unable to get this to work. I'm unable to find the field id for assets attributes.


author: Frank Collazo
body: -


Tags: automation