Allow Sprint field to be modified only by certain users

[Varun Modi]

Hello,

We want to only allow certain users to modify the Sprint field i.e. add/remove a issue to/from a Sprint and restrict it for other users.

I know it can be solved by just communicating internally b/w the different departments, but since that is not working and users are changing the Sprint field however they like; I want to allow editing of Sprint field only to certain users.

Hence, I set up an automation as below:

However, I keep getting the below error

I went through a lot of articles in the Community and tried everything I could find. Could someone help me with fixing this?

[Trudy Claspill]

Hello @Varun Modi 

Are you working with a Team Managed project or Company Managed project?

In a Company Managed project you can limit editing of the sprint field through permissions. To be able to add issues to and remove issues from Sprint a user must have the Schedule Issues and Edit Issues permissions. Schedule Issues is also required to change the Rank of an issue. 

There does not seem to be a comparable permission in Team Managed projects.

In your Automation you appear to be trying to revert a change to the Sprint field. Is that correct?

The way you have the rule written, if the Initiator of the rule (the person who edited the Sprint field) matches to a list then you are only logging information into the rule's audit log. Otherwise, the Initiator doesn't match your list and you are editing the issue to change the Sprint field.

My first suggestion is that you put the Log action before the step checking the Initiator. That way you get the data into the log regardless of whether or not you will try to edit it later.

Second, you don't need an If-Else. You could use just an IF and say "if Initiator does not match" the list of users that are allowed to change the Sprint field.

Third, in order to edit the Sprint field in a rule the Sprint field needs to be on the Edit Screen/Layout for that type of issue, and the Actor of the rule must have sufficient permissions to edit the field.

Lastly, the Sprint field is a multi-value field. I don't think it is going to be as simple as trying to reset the field to the "from" value before it was changed. But we'll know more about that after you move the Log action so that the information is always being printed with each run of the rule.

[Varun Modi]

"Are you working with a Team Managed project or Company Managed project?"

I am using a Company managed project.

"In a Company Managed project you can limit editing of the sprint field through permissions. To be able to add issues to and remove issues from Sprint a user must have the Schedule Issues and Edit Issues permissions. Schedule Issues is also required to change the Rank of an issue."

How can I do that? If I remove the Schedule Issues permissions for certain users, would that affect anything else?

"In your Automation you appear to be trying to revert a change to the Sprint field. Is that correct?"

Yes, that is correct, I am trying to revert the field if someone who is not supposed to is modifying the Sprint field.

"The way you have the rule written, if the Initiator of the rule (the person who edited the Sprint field) matches to a list then you are only logging information into the rule's audit log. Otherwise, the Initiator doesn't match your list and you are editing the issue to change the Sprint field.

My first suggestion is that you put the Log action before the step checking the Initiator. That way you get the data into the log regardless of whether or not you will try to edit it later.

Second, you don't need an If-Else. You could use just an IF and say "if Initiator does not match" the list of users that are allowed to change the Sprint field."

Yes, I made both the above changes (screenshot below).

"Third, in order to edit the Sprint field in a rule the Sprint field needs to be on the Edit Screen/Layout for that type of issue, and the Actor of the rule must have sufficient permissions to edit the field."

Currently, everyone has access to this field, we don't have any field based restrictions, I am not sure if we can add that. Also, I couldn't find any documentation to put field level restrictions.

"Lastly, the Sprint field is a multi-value field. I don't think it is going to be as simple as trying to reset the field to the "from" value before it was changed. But we'll know more about that after you move the Log action so that the information is always being printed with each run of the rule."

Yes, totally agree, which is way I am fixing this issue with both "Sprint" and "Fix versions" field.