automation rule for making Teams available in Dashboard pie-chart

[jeroen_wilmes]

We use the newly added functionality of teams in company managed projects in Jira.

A great added value functionality, except for the integration with Dashboards.

I would like to make dashboards with pie-chart and two dimensional filter statistics using teams as one "statistic types". This is unfortunately not possible. Atlassian acknowledge that this is not possible for now,  but has not yet a resolution time for it.

It is possible to use custom fields as statistic type.

Can anyone help me (and many others that have the same request) with an automation rule to populate a value (the team number) to a customfield (created for this purpose) at the time that a team is added to a work item, but it should also keep track of changes.

I than can use that customfield in my dashboards.

[Bill Sheboy · Accepted solution]

Hi @jeroen_wilmes 

As you appear to be on a Premium license level, perhaps talk to your Jira Site Admin about trying the new Home Dashboards from Atlassian to learn if those support the Teams fields in the new gadgets:

https://community.atlassian.com/forums/Atlassian-Home-articles/Home-Dashboards-available-in-open-beta/ba-p/3009544

Kind regards,
Bill

[Jordan Dowdy · Accepted solution]

Hey Jeroen, what is the team number you're referring to? Is this the team ID associated by the system?

[jeroen_wilmes]

yes, that is what I was thinking about. My idea is to give a custom field the value of the team, and then make a pie chart using that custom field. But I don't know how to make that automation rule to "copy" the Team ID into the custom field (single select type)

 with the matching team ID's  

[Jordan Dowdy]

There isn't a custom field of type "Team Picker" and I'm not sure if it would be helpful to have a field populated with the ID, as it's not a friendly view and users wouldn't know which team it is based on ID alone. You may be able to use a smart value in automation to extract the Team field value name from the work item and then store the name in a text or single select custom field. Otherwise, you'd need to make an API call to do the same. 
Hope this helps!

Jordan

[Jordan Dowdy]

Hey Jeroen, 

You can use a smart value to extract the team name and set a single select custom field. This can be done in the "Edit work item" component via option picker or JSON

It is important to note that the team name must exactly match the single picker field value for this to work. 

regards,

Jordan

[jeroen_wilmes]

Hi @Jordan Dowdy ,

I think this sets me in the right direction. I will try to make it work and will feedback my results (or following questions)

Thanks so much for helping.

[jeroen_wilmes]

Hi Jordan,

I tried using your rule. For me it did not work with the "update" and "set" , but it did for the combined JSON "field".  So thank you for helping.

There is one point to keep in mind. It is not the name of the team that you need to map, but the team number. (in background Jira gives all teams a unique number and you have to map on that specific number.

With that I run in the "ugly" situation that if I want to use the team in a "pie chart" on dashboards, I get as results the ugly and long numbers, not telling anything about the teams. Which makes a fool of Atlassian on how they integrated teams in Jira.

It is also not possible to do it hard coded  by replacing the number by a name as the field team cannot be used in "if' statements. 

It comes back to what  @Bill Sheboy  mentioned, wait until Atlassian is releasing the new Dashboards and trusting they do a good job on that.

thanks Atlassian for this bad integration of the Teams in Jira Premium.

[Jordan Dowdy]

Hey Jeroen, 

I apologize for the mistake on the JSON example. I just pulled a screenshot from the Atlassian documentation. For it to work you would have to replace "value" with "name" so that was an oversight on my part. 
As far as using the team name (or ID) and not being able to hard code, could you share the logic you're trying to accomplish and how you want to set it up? I feel like there still may be a way to solution this. Thanks!

[jeroen_wilmes]

No problem at all, it put me in the right direction, that was most important.

The final goal for me is to have a dashboard in which I can show Work items per Team.

In Pie-charts and in two dimensional filter statistics.

For each work item we add a Team (the company teams from Jira). We have as assignee who owns the work item and we have a Team that works on the item.

I already created a custom field (single select) with the names of the teams (we have 6 teams).

Wat I tried to build in automation rule, is that when there is a change in the Field "Team"

the automation rule listens to the value and depending on the value it changes the value of my custom field to the value corresponding to the Team ID.

So if my Team is called "Team A"  and it has the ID 567789. 

If created in my custom field a select value "Team A"

If the field "Team" changes, I tried to create 6  x if statements checking the value and if ID is correspond 567789 it changes the value in my custom field to "Team A" and repeat this for all the six teams

Repeating this for every Team  ID.  What is hard coded is that I have to map the Team ID to the correct name of the Team in my custom field.

With that I can create the required dashboards.

Where I got stuck was by the fact that I could not select the field Team for an "if" statement it is not in the list. Probably because Atlassian forgot to add it after the integration of the Teams app.  Assignee works the same it has a name but in the background Jira works with a number. Assignee can be used. 

[Jordan Dowdy]

Hey Jeroen, is this about what you're looking for? The chart is built on a single select custom field that is synced via automation with the actual team field from the work items. When the team is changed, so is the custom field and the chart is updated as well. 

[jeroen_wilmes]

Hi Jordan, that is exactly what I'm looking for.  Wonder how you made the automation rule, because that is where I got stuck.

[Jordan Dowdy]

Hey Jeroen, the rule just listens for changes in the default Team field and then sets the picker field with a smart value like I showed previously. You want the options to exactly match the team names, then just use the set field value component with a smart value such as {{issue.customfield_10001.name}}. In this case the customfield_10001 is the actual “Team” field. You can verify what the field is in your instance with the Jira issue API. 

[jeroen_wilmes]

Hi Jordan,

This did the job. I have it now running! Thanks a lot.

There was one thing that I had to add.

In our situation it is possible to delete an allocated team and leave Team empty "None".

For that I added a rule to listen when the value in the field Team gets deleted, "None", then I set the value of my custom-field to "None".

[jeroen_wilmes]

If you don't mind I want to link to this question in a ticket that was raised by Atlassian for future developments https://jira.atlassian.com/browse/JRACLOUD-87800 

[jeroen_wilmes]

Still one problem that I encounter. I suffer from "timing" conditions. I have now two roles.

one for changes to field Team, one for when value has been deleted.

completely random the rules sometime give "none' as result. Probably because a change is a delete and an add.

I can not use "if" for making difference between the two situations.

Making the delete rule triggered by the add rule doesn't stop it from happening.

Is there a way to build in a sequence of add a time delay?

[Jordan Dowdy]

Hey Jeroen, just wanted to follow up back here. I apologize for the delay; I've been away for a week and a half and trying to catch up on everything. The automation rule trigger is able to listen to all change conditions so you shouldn't need multiple rules. You can have a check right after the trigger -> if team field is empty... set to none -> else set custom picker field with team name. Does this help?

[jeroen_wilmes]

Thanks Jordan, I'm also just returning from my holidays and just before that I finished to get this work with also help from Atlassian Support Engineers. They were really helpful and completed the automation rule. @Arek Fedorowicz  and @Illia B .

I will link here to the two tickets that helped me in combination of all the support from @Jordan Dowdy above.

https://support.atlassian.com/requests/PCS-408439/

[Arek Fedorowicz]

Hello Jeroen,

Following your request, I'm sharing the details of the automation rule (as screenshots) for anyone else looking for a workaround. The field used as a replacement for the Team field should be a single-select field.

Articles that you might want/need to review in order to adjust the rule, respectively:

• Get custom field contexts - First web request in the rule (can be skipped if you know the contextId)
• Get custom field options (context) - Second web request in the rule
• Create custom field options (context) - Web request used in the ELSE-IF block to add an option (given that the name of the given Team doesn't exist in the custom field.
• Automation for Jira - Send web request using Jira REST API - for authorizing all web requests. It comes down to encrypting your user API token with base64 using the below format.

emailAddress:yourAPItoken

Automation rule:

The JSON (rule) can be found in the workaround section of the related feature request - https://jira.atlassian.com/browse/JRACLOUD-87800.

Hope this helps!

Sincerely,

Arek