Automation rule for the below details

[Ayush Lawania]

Can we get that automation setup for the following? or any better approach would be appriciated

• A manual action in Jira for IHD items called "Move to Dev Hub Production Support"

• It migrates the item from IHD to DH

• It puts the item on the currently active sprint (Q2 Sprint 1)

• It maps the team to the Production Support Team

• It maps the status accordingly:

  • To Do = To Do

  • In Progress = In Progress

  • Waiting On Vendor/Shipping = On Hold

  • Cancelled = Cancelled

  • Done = Done

• The assignee on the ticket remains

• An automated email is triggered to the requestor saying "The Helpdesk request you entered for {{issue title}} has been identified as a Production Support item and been migrated to the Development Hub project.  You can now see this item at {{link with issue number}}.  Thank You"

Am not able to create above rule in jira.

[John Funk]

Hi Ayush - Can you post a screenshot of the actual rule that you have so far. And then what is not working with it?

[Ayush Lawania]

I am not able to send email notification as mentioned in the request and also the status mapping as mentioned above.

[John Funk]

Have you configured the Rule Details to be a Multi-project rule? You need to include the Project from the Manual trigger and the Project where the Story is getting created. Or it needs to be a Global rule. Let's start with that first. 

[Ayush Lawania]

No this is not a global rule but yes in the create issue action I have added different project and this rule works though but am not sure how to do status mapping and email.

[John Funk]

But is the rule a multi project rule in the rule details, with both projects selected?  Or is it a single project rule? 

[Ayush Lawania]

Its a single project rule.

[John Funk]

Okay, thought so. Change it to Multiproject and include both the current project and the project for the story (Development Hub) and then run it again and see what happens. 

[Ayush Lawania]

Okay but what do we do to map statuses, both project has different statuses, automation requirements mentioned in the question is not developed yet, its an idea which we want to execute and we are not sure how to achieve that, if you could take some similar examples and share how the automation would look like for my requirement that would be helpful.

[John Funk]

So step 2 says: 

• It migrates the item from IHD to DH

You can't use automation to "migrate" an issue. So based on your rule so far, it looks like you are creating a second issue in the other project (Development Hub). So far so good. 

In the creation of the Story, add the Linked Issues field and select to link it to the Trigger issue. 

Then add an IF/ELSE Condition after the Story create. For the first condition use Issue Fields Condition. Then use Status for the field and "is one of". Then put all of the statuses where the status exists in the workflows for both projects. 

Then add a Branch under the IF Condition and use Most recently created issue.

Move the Transition Issue action under the branch and select the Copy from trigger issue. 

Move the Email action under the Transition Issue. 

Then click on the Add else at the bottom. Again select Issue Fields Condition and Status but select Waiting On Vendor/Shipping

Again add a Branch under the Else just like above. 

Add another Transition Issue action under the second branch but select the On Hold status. 

Copy the Email action above and put the copy version under this last Transition Issue action. 

[Trudy Claspill]

Hello @Ayush Lawania 

Are IHD and DH projects or work items types within the same project?

If projects, what types of projects?

1. Company Managed or Team Managed?
2. Software, Service Management, or Business?

Automation Rules do not currently have a Move Work Item action because moving work items can be complex. The destination project/work item type may have different required fields, different permissions, different workflows, etc. Generally the work around is to instead clone the work item, link it to the original, and then "close" the original.

What is the root problem you are trying to solve by moving the work item? Can the problem be solved by using the work around of clone/link/close?

[Ayush Lawania]

IHD is a service desk project and DH is a software project and yes cloning would work but how to clone the issue with same assignee and how to map statuses?

[Trudy Claspill]

Are the projects Company Managed or Team Managed?

Is the Assignee in the source project a user that has the Assignable User permission in the destination project? Does that Assignee have access to the destination project and permission to work with work items in that project?

Are there any conditions, rules, or transition screens in the workflow for the work item created in the destination project?

Are you familiar with Automation Rules functionality?

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

There is also a free, on-demand course on Automation available through the Atlassian Community Learning:

https://community.atlassian.com/learning/course/streamline-software-projects-with-jira-automation-and-integrations

[Ayush Lawania]

All are company managed projects and none have transition or any kinda rule.

Can you provide me the automation steps for this?