Automation not showing on Board and Calendar

[André Siopa]

Hi all, 

I didn´t find any solution so maybe you can help.

I´m trying to make an automation rule, on xx day of each month I receive an email and want that rule to show on Board + Calendar. 

Based on what I find, I created a Schedule, then create a new task and finally the send email (print 1). The problem is that this automation is now showing in the board/calendar (print 2)

I already check, I have no filters and everything is suppose to be "right" so I don´t understand why this is not showing, is there something missing? I have a lot of additional automations to made but want and need to be visible.

Thanks in advance!

[Bill Sheboy]

Hi @André Siopa -- Welcome to the Atlassian Community!

Jira boards are a view of issues based upon the board's filter.  Did you ensure your created issue matches the filter so it can display on the board?

Next, there are two additional criteria for displaying issues on the board:

• For a Scrum board, the issues must be in the sprint.  That does not appear to be the case as you have a Kanban board, correct?
• What is your project type: company-managed or team-managed?
  • For team-managed projects, issues must be explicitly added to the board from the backlog.  For automation created issues, there is an action to Move Issue to Board for this situation.  Remember to branch to the most-recently-created-issue before that action.

Kind regards,
Bill

[André Siopa]

Hi Bill, first of all thanks for the help :)

I will try to answer since I´m not very good with Jira

Regarding to your first question: 

Jira boards are a view of issues based upon the board's filter.  Did you ensure your created issue matches the filter so it can display on the board?  Do I need to create anything? I thought if I create a simple recurring rule it will show on the board. In my case I create a task inside the project, so I´m assuming I don´t need to create anything else, or am I missing something?

For a Scrum board, the issues must be in the sprint.  That does not appear to be the case as you have a Kanban board, correct? You are correct

What is your project type: company-managed or team-managed? Is team managed

For team-managed projects, issues must be explicitly added to the board from the backlog.  For automation created issues, there is an action to Move Issue to Board for this situation.  Remember to branch to the most-recently-created-issue before that action. It´s a team manager project so I need to add to the board, the problem is I don´t have the backlog option available, I didn´t find in the settings so I´m assuming it will be impossible to add manually right?

KR,
André 

[Trudy Claspill]

Hello @André Siopa 

Welcome to the Atlassian community.

Adding to what @Bill Sheboy said...

Can you navigate to the View All Projects page under the Projects menu and find your project listed there? When you do, what does it say in the Type column for your project.

If you are working with a Team Managed Business project there is not a Backlog option. All issues in scope of the project will display on the board (within the limitations of the board's functionality).

Based on the screen image you provided, specifically to option shown where it says "Group by: Status", I believe you are using a Business project. That option does not appear for other project types' boards.

My next suggestion is for you to review the information generated in the Audit Log for the rule when it executed. The Audit Log screen is accessed by clicking on the Audit Log link at the top of the rule on the right.

Does the audit log have any entries indicating that the rule executed? If so, expand the entry (click Show More), and click all the right-pointing arrows on the right side to expand all the details. Then provide a screen image of what is displayed.

If an issue was actually created the issue key will be shown within those details.

You have specified that the rule run on the 16th of each month. We have not reached the 16th of March yet. Did you run this rule manually?

[Bill Sheboy]

Thanks for that information.  As this is for a team-managed project, you cannot change the filter...which makes a rule like this simpler, although the Move Issue action is still needed to add to the board.

• trigger: scheduled
• action: create issue, for the new Task
• branch: to most recently created issue
  • action: move issue, selecting your board
  • action: send email

[André Siopa]

Hi @Bill Sheboy

I just run a test and now everything is working perfectly. Maybe it´s my lack of experience with Jira but I thought when I make an automation that will immediately shows on the Board/list/calendar, but it seems only after the trigger event that task will show there.

I try to due what you said (so automation shows on the Board) a branch with action: move issue, selecting your board but my board is not showing on the options, maybe because is a team managed project

[Trudy Claspill]

Hello @André Siopa 

As I mentioned in my addition to @Bill Sheboy 's answer, if you are using a Business type of project there is not a Backlog screen so there is no need to move the issue to the board. In Business projects all issues display on the board, within the limitations of the functionality of Business project boards.

As you discovered, the rule does not run if the Trigger event does not occur. Since your rule is set to run on a schedule, it would only execute based on that schedule. No issues would be created until the scheduled date/time occurs. That aligns with my suggestion to check the Audit Log to confirm that the rule had actually executed.

[André Siopa]

Hi @Trudy Claspill 

Apologize for didn´t reply to you, indeed I try to replied but this was giving me several errors when I press reply and after a while I gave up, and then when this was working I only replied to Bill.

My previous reply to you

"Hi Trudy Thanks for the welcomes and the help. Please see below my answers: Can you navigate to the View All Projects page under the Projects menu and find your project listed there? When you do, what does it say in the Type column for your project. Is a team-managed Business, so you it seems there is not a Backlog option You have specified that the rule run on the 16th of each month. We have not reached the 16th of March yet. Did you run this rule manually? I just run a test and now everything is working perfectly. Maybe it´s my lack of experience with Jira but I thought when I make an automation that will immediately shows on the Board/list/calendar, but it seems only after the trigger event that task will show there. Is there a way to make an automation first and immediately shows on board?"

My reply for your latest question: It seems that is the case, i.e., the automation only shows on the board after is executed, until there will always be in the automation, so we need to do manually, first include in the Board all events and then create a rule to receive notifications.

If you know any other way I will be happy to learn, thanks :)

[Trudy Claspill]

Hello @André Siopa 

Please describe what you want the automation to do, and when you want those events to happen.

The automation you have shown in the images is designed to create an issue on the 16th of each month and send an email. Because you have used a Schedule trigger, those events will happen only as you have specified in the Schedule - on the 16th of each month.

An issue will show on the board and in the calendar in a Business project only if the issue exists. The issue doesn't exist until it is created.

If having the issue created on the 16th of the month and then appearing on the board on that same day is not fulfilling your requirement, please describe your requirement in more detail.

[Bill Sheboy]

Hi @André Siopa 

Just checking if the suggestions resolved your question.  If so, please consider marking them as "answered" to help others with similar needs find solutions faster in the future.

If not, please respond with additional details so the community can help.  Thanks!

Kind regards,
Bill