Jira Automation To Create New Issue Based On Field Value - Suggestions?

[Gail]

Hi Community!

I have 4 custom fields that are multi-select list.    I need to be able to automate creation of a task (name of new task is based on custom field value selected), linking the newly create task to its "parent" and assigning the task.

My rule currently works only when a SINGLE VALUE is selected in one of my 4 custom fields.   The rule also has over 65 components so I have to split it into multiple rules..  I want to make sure I am doing it the most optimal way.    

USE CASE

We have a JWM project with a form for customers to submit an issue.   That form has 4 custom fields that are multi-select list.   There are a total of 27 values that can be selected from these 4 fields.

Based on the value(s) selected in the form for these 4 custom fields I need to:

• Create a new task (one task for each form value selected) with a specific name
• Link that new task to the original form issue 
• Assign the new task to a person

RULE NOW

• TRIGGER = when new issue is created
• CONDITIONS
  • labels = business-form (JWM creates this when a form is used to create an issue)

IF BLOCK

• CONDITION = JQL Condition (Example: "Marketing Content Development Support[Select List (multiple choices)]" = "Content Creation - Webinar")
• ACTION = Create issue named "ABCD"
• ACTION = Link newly created issue to original form issue
• ACTION = Assign newly created issue.

This is just the very first section as too long for print screen!

How do I write a rule that works when one or many values are selected in one of my 4 custom fields?

Thanks in advance!   

[Mark Segall · Accepted solution]

Hi @Gail - So, it would help to have an understanding of the full context of the rule.  This one can go down a rabbit hole really quick.

1. What is the rule doing besides spawning new rules that requires 60+ components or is that what it's come to as you've tried to capture every possible permutation?
2. What are each of the 4 fields intended to do? 
   1. Are all 4 fields contributing to the summary of the target issue (e.g. Summary is "Field1 Field2 Field3 Field4")?
      or
   2. Are each of the fields a source for separate issues (Issue 1 summary = Field1, Issue 2 summary = Field2, etc.)?

This will help in understanding how to proceed.

[Gail]

Thanks Mark.

The 4 custom fields are created to capture the type of work that a customer can request from this team.   They wanted 4 vs 1 because they have 4 business areas.  The fields are all multi-select list.   We had thought about using components for this too, but that field can't be used on the JWM form.

To answer your #1 - These custom field values are "mapped" to a specific dev task name that goes into summary.   EX:  field value Design Activation - Social needs a new dev task created named Design:  Social asset. 

The fields are not specific to any issue to answer your #2.

Their ultimate goal was to have the customer complete the JWM form requesting work and have that form create an epic; however, this is not possible with JWM per Atlassian Support.    They are OK with having the form create just a task.   

That form created task represents their "project" so they need to create one development task and link that new dev task to the original form-created task.

The difficulty is that each potential custom field value a custom can select needs to have a set "linked dev task" name.   We also have to put that set task name in the description as it is a required field.

I don't know if using variables is the route to take or what is best.    As a callout - we don't have any Marketplace add-ons, and unfortunately we cannot install any so any scripting won't work.

Thanks in advance!

[Mark Segall]

Thanks, can you please confirm my understanding?

• Each field can have its own series of tasks
• For every new form submitted, you will have anywhere from
  • 4 different tasks (user selected one value from each field)
    to
  • 27 different tasks (user selected every possible value)

If this is correct, you could do something like this:

• TRIGGER: Issue created
• BRANCH (Advanced) varField1

  • {{issue.field1.value}}

  • ACTION: Create Issue
    • Summary = {{varField1}}
    • Linked Issues YOURLINKTYPE - Trigger Issue
• BRANCH (Advanced) varField2

  • {{issue.field2.value}}

  • ACTION: Create Issue
    • Summary = {{varField2}}
    • Linked Issues YOURLINKTYPE - Trigger Issue
• BRANCH (Advanced) varField3

  • {{issue.field3.value}}

  • ACTION: Create Issue
    • Summary = {{varField3}}
    • Linked Issues YOURLINKTYPE - Trigger Issue
• BRANCH (Advanced) varField4

  • {{issue.field4.value}}

  • ACTION: Create Issue
    • Summary = {{varField4}}
    • Linked Issues YOURLINKTYPE - Trigger Issue

This branches on each of the four fields.  For each field, you're iterating through the selected value, creating a new issue, setting the summary to the current iteration and linking the newly created issue to the trigger issue.

[Gail]

sorry for the confusion -- this one is ugly.

On the form the user can select 1 or many values from one custom field OR all custom fields.   

4 custom fields + their values:  (( See below for screenshot of fields on our form ))

CUSTOM FIELD	Values	Task Names
Marketing Content Development Support[Select List (multiple choices)]	Content Creation - Blog/Press release	Content: Blog/Press release
	Content Creation - Webinar	Content: Webinar
	Content Creation - Content download	Content: Content download
	Content Creation - Video	Content: Video
	Enablement - External/internal resource	Content: Enablement resource
Marketing Design Support[Select List (multiple choices)]	Design Activation - Short doc	Design: Short doc
	Design Activation - Long doc	Design: Long doc
	Design Activation - Illustration	Design: Illustration
	Design Activation - Infographic	Design: Infographic
	Design Activation - Ads/Paid media	Design: Ads/paid media
	Design Activation - Social	Design: Social asset
	Design Activation - Video	Design: Video asset
	Design Activation - Website	Design: Website asset
	Design Activation - Events	Design: Events asset
	Design Activation - Printed materials	Design: Printed materials
	Design Activation - Swag	Design: Swag
	Design Planning - Creative concept/wrapper	Design: Creative concept/wrapper
	Design Support - Canva	Design: Canva support
Marketing Ops Support[Select List (multiple choices)]	Mops Activation - Ads/Digital	Mops: Ads/Digital
	Mops Activation - Content download	Mops: Content download
	Mops Activation - Direct mail	Mops: Direct mail
	Mops Activation - Email(s)	Mops: Email asset
	Mops Activation - Webpage	Mops: Webpage
	Mops Activation - Webinar/Virtual event	Mops: Webinar
	Mops Activation - List import	Mops: List import
	Reporting - Analysis/QA	Mops: Reporting/QA
Marketing Social Support[Select List (multiple choices)]	Social Activation	Social: Activation

_____________________________________________________________________

[Mark Segall]

What I proposed should hopefully handle that. If they, say only select something for Field1, the other branches will quickly exit because there's nothing to iterate against.

[Gail]

I will give it a go.  Thanks!

[Gail]

Hi @Mark Segall hopefully last question.....    

How does the advanced branching work with a custom field?    I tried the code below, and it failed.    Sorry -- I have never used variables and advanced branching before.   

[Mark Segall]

Can you please either copy/paste the error or share a screenshot of the rule log? 

[Gail]

The provided smart value was unable to be resolved to an object.

[Mark Segall]

Can you try just using this for the smart value?

{{issue.customfield_10357}}

[Gail]

same error - The provided smart value was unable to be resolved to an object.

[Gail]

I think it is {{customfield_10357.value}}

That worked.

[Gail]

@Mark Segall now my next dilemma......

ACTIONS:

• used form to create new task - selected 2 values from the first custom field (10357)
• In my create new issue action I could only give ONE summary.   I used This is the test - ds branching spawned issue" below. 
  • I need each spawned task name to be different based on the values selected.

SPAWNED TASK NAMING:

In custom field 10357 - if user selects value

• Content Creation - Blog/Press release then the task summary should be Content: Blog/Press release
• Enablement - External/internal resource then the task summary should be Content: Enablement resource

Is something like this even possible?

[Mark Segall]

Your summary is static.  If you want it to dynamic capture the current iteration of the field value, you'll need to use {{DS}} in your summary line.

[Gail]

that is exactly what I did in my last test.   It is still generic BUT it is closer than the previous attempt.   Thanks so much for all your help!!

[Bill Sheboy]

Hi @Gail 

Adding to Mark's answer...One easy way to add the extra, conditional text to your summary is with conditional logic.  For example:

{{DS}} - some static text, as needed - {{#if(equals(DS, "Content Creation"))}}Blog/Press Release{{/}}{{#if(equals(DS, "Enablement"))}}Enablement Resource{{/}}

Just add this pattern to the end for each one you need:

{{#if(equals(DS, "value to check"))}}value to add in summary{{/}}

You would need to maintain this as your values change, but it is a quick solution to the need.

Kind regards,
Bill