I want to map checklist items to comment through Automtion

[Ayush Pathak]

Currently, we are utilizing 41,000 checklist items in our project, but starting from October 1st, they will be limiting the usage to 10,000 items. Additionally, we no longer rely on checklist items as we primarily use comments now. However, we can't afford to lose data for older tickets. Is there a way to automate the process of mapping the checklist items to comments?

[Adaeze_Jude_HEROCODERS]

Hello @Ayush Pathak

I understand that due to the limited number of items that can be created on the free version, you would like to move the Checklist to the comments.

You can do this with the Checklist Text field. When the "save local checklists to Jira custom field" option is enabled, the Checklist is synced with the Checklist text custom field, as seen,

The Checklist Text field is not locked and can be used in an automation rule.

You can then create an automation to copy the content of this custom field tp the comments.

Let me know if you have questions.

[Ayush Pathak]

Thankyou @Adaeze_Jude_HEROCODERS This will solve the problem for old issues too?

[Adaeze_Jude_HEROCODERS]

@Ayush Pathak Yes, this automation will work for all issues.

[Humashankar VJ]

Hi @Ayush Pathak 

Thanks for adding more insight and this helps.

I see the complication here. It looks like the checklist items are indeed part of a custom field created by an add-on, which might be locked. I will try to find what other options we have for this to fix.

Best Regards

[Ayush Pathak]

@Humashankar VJ Can we not Unlock the fields to fetch the values please let me know.

[Humashankar VJ]

@Ayush Pathak -Unlocking fields is generally not recommended due to potential risks and limitations.

[Ayush Pathak]

Any suggestion apart from this? We just dont want to loose the data

[Humashankar VJ]

Am also looking into other possibilities, will keep you posted.

[Humashankar VJ]

Hi @Ayush Pathak 

Start by creating a new automation rule - choose a trigger that suits your needs, such as Issue Updated or Scheduled for periodic runs

Optionally, add a condition to limit the automation to specific issues. For example, use the Issue Fields Condition to check for the presence of checklist items

Then, add an action to map checklist items to comments. Select New Action -> Edit Issue, and within the Edit Issue action, choose Comment. Utilize smart values to map the checklist items to comments, which will iterate over each item and add it as a comment then save and enable the rule will help convert checklist in to comments at the same time preserve the data for older tickets.

To learn more on this, please make use of the help article

How to automatically add checklists to your Jira i... - Atlassian Community

2 ways to automatically add checklists to your Jir... - Atlassian Community

Hope this helps - Happy to help further!!
Thank you very much and have a great one!
Warm regards

[Ayush Pathak]

Thank you, Himanshu. I’m following the steps as you mentioned, but I'm having trouble fetching the checklist items using smart values. Could you please guide me on how to do that?

[Ayush Pathak]

@Humashankar VJ 

[Humashankar VJ]

@Ayush Pathak 

After you navigate to Jira Administration -> Issues -> Custom Fields and locate your checklist field.

Next, create an automation rule using smart values to fetch and format the checklist items. In the Edit Issue action, choose Comment and utilize the following smart value syntax: {{#issue.customfield_XXXXX}} - {{name}}: {{status}} {{/issue.customfield_XXXXX}}. Replace customfield_XXXXX with the actual ID of your checklist field.

For instance, your automation rule should include:

Trigger: Issue Updated

Condition: Issue Fields Condition (to check for checklist items)

Action: Edit Issue > Comment

Checklist items: {{#issue.customfield_XXXXX}} - {{name}}: {{status}} {{/issue.customfield_XXXXX}}

Finally, save and enable your rule

• To learn more on Smart value: - Smart values - syntax and formatting | Automation for Jira Cloud and Data Center | Atlassian Documentation
• Smart values in Atlassian Automation | Cloud automation Cloud | Atlassian Support
• Smart values in Jira automation | Automation for Jira Cloud and Data Center | Atlassian Documentation

Regards

[Ayush Pathak]

@Humashankar VJ Thank you, Himanshu. However, the issue seems to be that this field was likely created by a checklist add-on and is locked. I don’t think I can fetch the data if it’s locked. I’ve also tried checking the data through the REST API, but couldn’t find it there either. Also I am inserting image for the customfield info and what data actually I wanted to fetch for your reference.