youngmon/atlassian-qna huggingface dataset:
Remove/modify metadata from outgoing raw mails
Asked by Tore Klevstad:

Hi all,

We have gotten a request from a third party who wants us to remove the following metadata from our outgoing (raw) mails:

"Auto-Submitted: auto-generated"

..as this is making their mail filter ignore these mails.

Are there any options in Jira Service Management/Atlassian for modifying this metadata? From what I see there is only an option to remove/modify the visible footer of outgoing mails.

In advance, thanks.


Answers:
author: Samuel Wilson
body: Hello, [@Tore Klevstad](/t5/user/viewprofilepage/user-id/4775986)   

Unfortunately, Jira Service Management does not provide an option to modify or remove specific metadata headers like "Auto-Submitted: auto-generated" from outgoing emails1. The platform primarily allows customization of the visible content in email notifications, such as the footer, but not the underlying metadata.

Here are a couple of alternative approaches you might consider:

Email Gateway:  
Use an email gateway or relay server that can intercept and modify outgoing emails from Jira before they reach the recipient. This way, you can strip or alter the metadata headers as needed.  
Custom Email Integration:  
Develop a custom integration that handles email sending outside of Jira Service Management. This would give you full control over the email headers and content.  
Third-Party Tools:  
Explore third-party tools or plugins that might offer more advanced email customization options.  

Hope this work for you.

<br />

Best Regard,  
Samuel Wilson  
[choiceadvantage](https://www-choiceadvantage.com)

comments: author: Tore Klevstad
body: Hi Samuel,

Many thanks for the reply. We'll look into the options.

Wish you a good day.


Tags: cloud

email

jira-service-management

jira-service-management-cloud

metadata
Is it possible to get EXACTLY 25% of tickets as a sample for QA in JIRA?
Asked by Manav Shah:

I have a board called "Production" where research tickets are available. I have another board called "QA" where the team checks quality of the production team.

Since both are in JIRA, I want an automation rule, which pushed EXACTLY 25% of the production tickets to the QA board for checks.

Currently, I use the "create variable" function and then compare it with a value to get the 25% probability. But, the problem in my current automation rule is that, it is not giving me exactly 25% of the population, more like random, sometimes 20, then 15/25/30/35%.

![jira rule probab.png](https://community.atlassian.com/t5/image/serverpage/image-id/332085i692150C25985321B/image-size/large?v=v2&px=999 "jira rule probab.png")


Answers:
author: Joseph Chung Yin
body: [@Manav Shah](/t5/user/viewprofilepage/user-id/5464803) -

What is your logic on the population of your local variable "RandomNumber" in the rule? By default, there is no process that I know of which will get you 25% of your production tickets for identification need.

Again, do you have any metadata tagging of your production issues where they should be consider as a population that you wanted?

Lastly, why are you trying to create issues for the QA team in a different project?

Please provide more clarification/information, so we can assist you better.

Best, Joseph Chung Yin


Tags: cloud

jira-service-management

jira-service-management-cloud
User adding
Asked by shankar_r:

I need your support I am not able to add the user to the user account for the guest getting the error (Mohit.Bhutani@bain.com) I am not sending an invite to that user kindly let me on it to fix this issue Regards,


Answers:
author: Lisa Forstberg
body: Are you trying to invite a user to the customer role (ie portal use only) or invite a user to the agent role (ie be able to assign and work on tickets?)

Screenshots are always good to have in order to circle in the problem.

comments: author: Trudy Claspill
body: The OP has posted an image related to his in another post:

<https://community.atlassian.com/t5/Jira-Service-Management/I-am-not-add-active-user/qaq-p/2738916>


author: Lisa Forstberg
body: Ah seems like the user is perhaps deactivated? Please use this article for support: <https://confluence.atlassian.com/cloudkb/enabling-a-deactivated-account-to-provide-site-access-1005792657.html>


Tags: cloud

jira-service-management

jira-service-management-cloud
Unable to see JIRA default statuses and priorities in any issue. Already configured it in settings.
Asked by Tej Shah:

I just installed JIRA and relatively new to setting up for using it. I am not able to see fields status or priority in any of the issues. Please guide.


Answers:
author: Stephen_Lugton
body: [@Tej Shah](/t5/user/viewprofilepage/user-id/5530516) please provide a screenshot of what you can see to help us help you


Tags: cloud

jira-cloud-administration

jira-service-management

jira-service-management-cloud

not-applicable
I have a problem with an AQL in an automation
Asked by Adrien Riccardo:

Hello, In a jira automation, I'd like to retrieve the "Language" attribute via an AQL in order to send an automatic comment in either French or English. I've tried 3 times but it doesn't work. Here are the logs:![Capture d??cran 2024-06-27 090732.png](/t5/image/serverpage/image-id/332031iCE043C10C2663729/image-dimensions/852x147?v=v2 "Capture d??cran 2024-06-27 090732.png")![Capture d??cran 2024-06-27 090732.png](/t5/image/serverpage/image-id/332033i09D2350A71082EB1/image-size/large?v=v2&px=999 "Capture d??cran 2024-06-27 090732.png")


Answers:
author: Lisa Forstberg
body: I just tested this on my site and it seems like you should be alright with inputting this in your query: Language = FR

See my example where I have a field called Service Catalogue in which I have objects with different urgency attributes.

The Validate syntax is giving me errors but the automation works.

![Screenshot 2024-06-27 at 16.48.30.png](https://community.atlassian.com/t5/image/serverpage/image-id/332153i043D6465F0494B22/image-size/large?v=v2&px=999 "Screenshot 2024-06-27 at 16.48.30.png")

A workaround is to use the JQL condition instead of the AQL condition in your automation and form the JQL like this:

"Reporter information" IN aqlFunction("Language = FR")


Tags: cloud

jira-service-management

jira-service-management-cloud
Issue with some Connected Emails not all being imported
Asked by jnguyen:

We have a Jira Service Management Project that we have been using for a while. Starting about a week ago, some of the email messages that the project is connected to have not been imported into the project. These messages are in the Inbox of the email account, but are not being imported into the project. Missing Messages do not appear in the 'Incoming Email Logs'. The issue is intermittent and it's unpredictable when messages are not imported.

Can you help us troubleshoot.


Answers:
author: Bradley Hartman
body: What E-Mail Service are you connecting from. It could be as simple as a password expiring on the account or some security settings on your e-mail system. If you provide more details i might be able to guide you further.


Tags: cloud

jira-service-management

jira-service-management-cloud
How to automate a checklist or Tasks field with smart values?
Asked by Julia:

I am trying to automate a checklist style list in the description section of a Jira ticket. Or, automate tasks to populate in the ticket. The end goal is to automate a checklist of tasks that can physically be checked off.

Any ideas would be welcome! Thank you.


Answers:
author: Tom Williams
body: Another option could be to use; [https://marketplace.atlassian.com/apps/1220209/issue-checklist-for-jira-free?hosting=cloud\&tab=overview](https://marketplace.atlassian.com/apps/1220209/issue-checklist-for-jira-free?hosting=cloud&tab=overview?)

A little more complicated to automate but the checklist values are exposed in Jira's RESt API.


author: Curt Holley
body: Easiest way would be to create a set of sub-tasks that can be physically moved to "Done".

Either via a manual trigger/Create Sub-task or at the start of each Sprint etc...whatever suits your situation.


author: Julia
body: I ended up using Tasklist for Jira because that is what we have in our instance. It worked by using automation to create the task itself, then in the description I used

{tasklist}INSERT NAME OF TASKLIST{tasklist}

this did the trick, thanks everyone


Tags: checklist

cloud

jira

smart-value

task
How do you link multiple issues together on issue creation?
Asked by Ellen O_Leary:

We have an automation set up where creating a certain type of issue triggers the creation of multiple other issues. The "trigger" issue is linked to all subsequent issues. That works great.

However, the subsequent issues are only linked to the original "trigger" issue. We want them subsequent issues to be linked to each other as well. How do we do that?

Example:

1. Creation of Issue1 triggers creation of Issue2 and 3. Issue1 is linked to Issue2 and Issue3.
2. However, Issue2 is only linked to Issue1. Issue3 is only linked to Issue1.
3. We want Issue2 to link to both Issue1 and Issue3. And Issue3 should be linked to Issue1 and Issue2.


Answers:
author: Tom Williams
body: Hi [@Ellen O_Leary](/t5/user/viewprofilepage/user-id/1149740)

The below will work if you are creating 2 new issues and trying to link all 3.

![Screenshot 2020-10-20 101908.png](https://community.atlassian.com/t5/image/serverpage/image-id/114889iD6C1F5F279987680/image-size/large?v=v2&px=999 "Screenshot 2020-10-20 101908.png")![Screenshot 2020-10-20 101953.png](https://community.atlassian.com/t5/image/serverpage/image-id/114890iD7C0D734D2D73CB4/image-size/large?v=v2&px=999 "Screenshot 2020-10-20 101953.png")

For the Branched Rule tick the box for "Only include issues that have changed since the last time this rule executed", and in the Link issues Action select "Most recently created issue".![Screenshot 2020-10-20 102259.png](https://community.atlassian.com/t5/image/serverpage/image-id/114892iF00D2B20BBD4F38D/image-size/large?v=v2&px=999 "Screenshot 2020-10-20 102259.png")

comments: author: Ellen O_Leary
body: This is lovely! Thank you!!!


Tags: cloud
Is there a Limit on the amount of automation Rules
Asked by daniel:

I am trying to Automate linking an issue to another issue based on what customer creates the ticket.

This will mean there will be quite a lot of automation rules. Is there a limit to how many we can have?


Answers:
author: Tom Williams
body: Hi [@daniel](/t5/user/viewprofilepage/user-id/4129216)

No limit on single project automation, for global automations you get 100 free usage per month and then can pay for more.

You can find this info from the global admin console.

For your use case, I'd suggest you look into IF/Else conditions to capture the variations in a single rule.

comments: author: daniel
body: Ahh ok so within a single project no limit. These won't be used globally.

Yeah ideally would want it to loop through the customer list and match to what ever one created the ticket Not sure what the best way would be and don't even know if you can loop automation. That would but down the if else statements
Automation Rule
Asked by Ashwin Malhotra:

I am new to JIRA and needing help in creating an automation rule that will automatically change status of all sub tasks to the parent task status, when any parent task status is changed within a project.


Answers:
author: Marco Brundel
body: Hi [@Ashwin Malhotra](/t5/user/viewprofilepage/user-id/4117415) ,

with Automation for Jira you can create a rule that if an issue changes status the sub-tasks also change status. See enclosed screen print.  

Is this enough information to get it done?

Greetings, Marco

![Screenshot 2020-10-16 at 08.17.19.png](https://community.atlassian.com/t5/image/serverpage/image-id/114544iC54C9AF61B26BCEE/image-size/large?v=v2&px=999 "Screenshot 2020-10-16 at 08.17.19.png")

comments: author: Ashwin Malhotra
body: Thanks Marco, I've made it more generalized.

When : Issue Transitioned

For Sub-tasks

Then: Transition the issue

to

Copy from parent

This solved my purpose whenever I moved parent task to any status, all the sub tasks will flow automatically.
Can I create a variable that is a mix of a string and a smart variable?
Asked by Conor Carey:

Do you mind confirming this is set up correctly? I'm having a hard time finding documentation of exactly how to set this up.

The branch substring after - should be some like "1.0.0" and I want to add a V to it so it comes out to "V1.0.0".

I set my smart value up in the image attached.![Screen Shot 2020-09-29 at 6.10.21 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/112503i8A9C04075F0740FD/image-size/large?v=1.0&px=999 "Screen Shot 2020-09-29 at 6.10.21 PM.png")


Answers:
author: Jane Yeoh
body: Hi Conor,

Thanks so much for reaching out! To answer your question in the title around using strings and smart values in our Create variable action, yes you can!

If you're wanting to if pull the 1.0.0 out of the branch name though, there is just a minor tweak in the smart value that you are using:

```
V{{pullRequest.destinationBranch.name.substringAfter("-")}}
```

Hope that helps!

Kind regards,

Jane


author: Tom Williams
body: Not tried this before but this might work for you.

{{("V").concat(pullRequest.destinationBranch.substringAfter("-"))}}
How to disable jira users from jira automation
Asked by Jonathan Gonzalez:

Hi community,

I think I was askinging in the wrong place about automations in Jira

<https://community.atlassian.com/t5/Jira-Service-Desk-questions/How-to-give-access-to-user-management/qaq-p/1505145#U1507125>

Basically, I don't know how to integrate automation in Jira with the option to disable users mentioned in the thread above.

I will receive a main ticket about the departure employee which will trigger other sub-tickets, and I am wondering if one of those will be able to disable the account in Jira.


Answers:
author: Sam Harding
body: Hi,

Unfortunately, this is not something that Automation for Jira supports. Whilst you could theoretically use outgoing webhook requests to do this, you would need to configure the rule to store the relevant credentials to authenticate the request in your rule configuration, as we don't provide the functionality to make webhook requests to Jira as an authenticated app request. This is strongly advised against.

Maybe have a look at Script Runner for Jira, and reach out to the community there. They may have a solution that will suit your problem.  

Thanks

comments: author: Jonathan Gonzalez
body: Thank you Sam.


author: Curt Holley
body: Interesting Use case.....it probably can be done (via API) but is it the best way to go about it?

How big is the company? how many of these requests do you get?

I can recommend using Atlassian access in conjunction with AD group membership to manage both on and off boarding of staff. but that does come with a cost and level of complexity.

*Will be interested to see what others suggest.*

comments: author: Jonathan Gonzalez
body: The company has around 3000 users and maybe every month we have 10 or 20 offboarding but it depends I guess. The IT team is quite small ( only 4 ).

Onboarding it's generated with SSO but offboarding stay if we don't manually disable them. So we don't want to pay extra licenses for users who are not in the company anymore.

The main reason because I am looking for this solution is because there is no way to give access to user management only, to somebody. So we cannot delegate this task to one of our contractors because he will get full site access only for that small piece of administration.

Is there any way to trigger the API with a webhook through automation?


author: Curt Holley
body: I think you would need some intermediary code to get such a trick to happen..... And you would want to test it for quality and security.

Sorry i can't be of more assistance, hopefully someone else can help you out.
Automation for Jira - Update Insight Attribute via Web Request - Errors - Send Web Request 405
Asked by Daniel Smith:

Hi there,

Reaching out to the community as we seeing some errors in our Automation for Jira configuration that doesn't provide a great deal of context!

Hope the community can help!

++**Our use case**++

We are attempting to use the Send Web Request action of Automation for Jira in order to add / remove users to a particular Insight attribute (i.e. for maintaining who has access to a particular IT system of our asset manager)

++**The error we see when A4J runs the automation**++

#### Send web request {#toc-hId--600758225}

Error publishing webhook. Response HTTP status:405

Error response HTTP body:{"errorMessages":\[\],"errors":{}}

![Insight web request.png](/t5/image/serverpage/image-id/114017iE33FB56226933950/image-dimensions/204x182?v=v2 "Insight web request.png")![insight web request two.png](/t5/image/serverpage/image-id/114019iAA66EF1A6A1801D3/image-dimensions/449x97?v=v2 "insight web request two.png")

Does anyone have any context about what we should look to check?

We believe our json is correct, we are running the request through https as expected, the authorization is correct.

Thanks in advance


Answers:
author: Hana Ku?erov?
body: Hi [@Daniel Smith](/t5/user/viewprofilepage/user-id/3676838) ,

your request seems right and according to the [documentation](https://insight-javadoc.riada.io/insight-javadoc-8.6/insight-rest/#object) it should be possible to send PUT requests to /rest/insight/1.0/object/{objectId}

I think the problem is in the url you are creating with the usage of your custom field. If {{issue.customfield_14607}} is empty, you end up sending PUT request to /rest/insight/1.0/object/, which could result in error 405 - method not allowed.


Tags: insight
Remembering original associate
Asked by Krzysztof Adamski:

Hi,

We have In Progress and In Review columns in project. Developer is moving tickete from In Progress to In Review. I want to store current assignee as issue property and then when ticket is rejected In Review - when moving back, automatically assign it to original assignee.

I've created rule that stores current assignee "{{issue.assignee.accountId}}" in "developerAccountId" when moving to "In Review"

And another rule when moving back to assign issue to "Smart value" with value "{{issue.properties.developerAccountId}}"

But that throws an error

" (Specified user does not exist or you do not have required permissions)"

Can you help me?


Answers:
author: Krzysztof Adamski
body: Can you explain why it should work? I'm setting {{developerAccountId}} property and in logs when I print out {{issue.properties.developerAccountId}} it prints out correct value. Just assigning doesn't work.

comments: author: Tom Williams
body: Sounds like a permission issue then.

Under Rule Details Who do you have as the Actor is it "Automation for Jira"? Try setting this to a user you know has the required permissions.


author: Krzysztof Adamski
body: I tried that already - but didn't help. Also - I have rules to assign to specific people (i.e. when moving to "QA" column) and that works.


author: Tom Williams
body: Typo on the Action Smart Value?

{{developer**.**AccountId}} including the "."


author: Krzysztof Adamski
body: Here's where I'm setting this property and then where I'm trying to use this. I don't think it's the typo because I can print out this value and it looks ok.

![Screenshot 2020-10-14 at 16.56.31.png](https://community.atlassian.com/t5/image/serverpage/image-id/114273i2085D718BE6E3890/image-size/large?v=v2&px=999 "Screenshot 2020-10-14 at 16.56.31.png")![Screenshot 2020-10-14 at 16.58.47.png](https://community.atlassian.com/t5/image/serverpage/image-id/114274iAEB9FA9A9ED2F7C1/image-size/large?v=v2&px=999 "Screenshot 2020-10-14 at 16.58.47.png")


author: Tom Williams
body: Ah, sorry I hadn't realised you were setting this data as an entity. We have a similar use case but we capture the assignee in a custom field called "Developer" so others can see who had developed the Story in the future.

Your issue is a simple fix :)

In the Set entity property - Entity type - you currently have "Issue" set should be "User".


author: Krzysztof Adamski
body: But I want this property to be set on Issue not User.


author: Tom Williams
body: Hey [@Krzysztof Adamski](/t5/user/viewprofilepage/user-id/2045069)

This should work for you.

{{developer.accountId}}

OR

if it is a custom field {{customfield_XXXXX.accountId}}

![Reassign Rule.png](https://community.atlassian.com/t5/image/serverpage/image-id/114264iF206983BCADFFF22/image-size/large?v=v2&px=999 "Reassign Rule.png")
Automation for Jira - Update Insight Attribute via Web Request - Errors - Send Web Request 405
Asked by Daniel Smith:

Hi there,

Reaching out to the community as we seeing some errors in our Automation for Jira configuration that doesn't provide a great deal of context!

Hope the community can help!

++**Our use case**++

We are attempting to use the Send Web Request action of Automation for Jira in order to add / remove users to a particular Insight attribute (i.e. for maintaining who has access to a particular IT system of our asset manager)

++**The error we see when A4J runs the automation**++

#### Send web request {#toc-hId--600758226}

Error publishing webhook. Response HTTP status:405

Error response HTTP body:{"errorMessages":\[\],"errors":{}}

![Insight web request.png](/t5/image/serverpage/image-id/114017iE33FB56226933950/image-dimensions/204x182?v=v2 "Insight web request.png")![insight web request two.png](/t5/image/serverpage/image-id/114019iAA66EF1A6A1801D3/image-dimensions/449x97?v=v2 "insight web request two.png")

Does anyone have any context about what we should look to check?

We believe our json is correct, we are running the request through https as expected, the authorization is correct.


Answers:
author: Hana Ku?erov?
body: This is duplicite to <https://community.atlassian.com/t5/Automation-questions/Automation-for-Jira-Update-Insight-Attribute-via-Web-Request/qaq-p/1504841>


Tags: cloud

insight
Is admin privilege required?
Asked by rick fleischer:

There are lots of features and add-ins for Jira. I'm sure the list can be searched or browsed.

Can you filter **out** any that **can only be performed by administrators** ?  
I don't know the ratio of users to administrators, but I'm confident it's *much* greater than 1.  
Admin-only capabilities are *useless* to the vast vast majority of your users.  
Universal capability to create and use add-ins, would open the floodgates of user innovation.  
Would you need to mitigate risk?

Any cost of doing so is *trivial* compared the increased value of Atlassian products.


Answers:
author: Mark Chaimungkalanont
body: > There are lots of features and add-ins for Jira. I'm sure the list can be searched or browsed. Can you filter **out** any that **can only be performed by administrators** ?

What do you want to filter out here?

For Add-ons, most add-ons would have an impact on both admins and non-admins. e.g. for a Tempo time tracking add on, an admin would configure the field but a non-admin user would use the Tempo fields to fill in time.

For features, I'm not 100% sure what you want to filter here? Are you referring to the docs?