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Notice: Automation, Jira Filters and workflows on archiving fields might break

UPDATE: June 18, 2025

All Jira Product Discovery projects will now exclusively use global system fields. If you have been using system field keys in your automation or JQL, you may need to update them to ensure they continue functioning correctly as explained below. If you are using field names, everything should continue to work as expected.

We apologize for any inconvenience this may have caused and are available to assist you with any issues.

 


 

As announced previously in this community post, we are making JPD system fields global, in 2 stages:

  • Stage 1: any new JPD project created since Mar 14, 2025 has system fields that are global.

  • Stage 2: all existing JPD projects' system fields will be made global. We're targeting to start on May 31, 2025 for this change. (edited: clarify that date is the starting date)

We recently identified an issue that affected a small number of customers, due to the roll-out of the first stage: some automation rules, Jira filters and workflow rules using the fields used to “archive” ideas today stopped working. If this impacted your site, this post explains how to fix it.

We do apologize for this: the team tested every possible scenario many times over - or so we thought - but this issue was missed. Thankfully, this only impacted a small number of customers. We will run a post-mortem and ensure this does not happen again.

Context

Amongst the set of JPD system fields, we have 3 fields related to the archiving capability, called archiving fields, that we are making global:

  • Idea archived: flag to denote that an idea is archived

  • Idea archived by: user who archived the idea

  • Idea archived on: date when an idea was archived

image-20250425-103709.png

Some of you are using these fields in your automations today, to automatically archive ideas that are done for example, as depicted below. 

image-20250429-064732.png

This automation rule sets the Idea Archived field to Yes on DONE ideas.

 

Impact of the issue

Until we complete Stage 2, currently scheduled for the end of May, all existing Jira filters, workflows and automations which use the project-level archived fields may stop working as expected. 

To fix them, read on.

How to fix it

The actions below are only necessary for your older projects created before Mar 14, 2025.

You can verify if your project dates back to before Mar 14, 2025

  1. Go to Project settingsFields

  2. Check if the list contains a field called “Atlas project

  3. If it does, it is an older project.

  4. If it contains “Atlassian project” field instead, this is a newer project and you don’t have to follow any of the actions below for this project.

JQL and Jira filters using archiving fields via their field id

If you are using archiving fields in any JQL query or Jira filters via their field id, you will need to update them to use the global system field via their name instead.

Example below uses the Idea archived field id.

image-20250428-125438.png

In the example below, we use the name instead. If you see ideas from other projects, this is expected as you will need to add a project condition such as project = BDM as shown in the screenshot.

image-20250428-125501.png

 

Workflow rules using archiving fields

If you have a workflow rule that uses archived fields, you may encounter issues when attempting to change the status of your ideas. You have 2 options:

  • Remove the rule and wait for us to complete the full migration before adding it back. Your workflow will just work again.

  • Create an automation rule to do what the workflow does, by following the steps below.

Automation rules using archiving fields

If you are fetching or editing archiving fields in your automation rules today using Edit Work Item Fields or the Create Work Item or Edit Work Item actions, we kindly ask you to update your automation rules to now leverage the global archiving fields instead of the project-level archiving fields.

Here are the step-by-step instructions:

  1. Open the automation rule that leverage archiving fields

  2. Delete the Edit Work Item Fields or the Create Work Item or Edit Work Item action that reads/write any of the archiving fields

  3. Insert the same action

  4. Click More options

Now we need to fetch the identifier for the global archiving field you want to read/write via the automation rule

  1. Open a new browser tab

  2. Fetch the key of your project where the automation rule lives

    1. Go to your Project Settings

    2. Click on the Details menu

    3. Copy the string of text inside of the Project Key form input, e.g.

      PLAYG
  3. From the same browser tab

    1. delete the URI to keep only your Atlassian site, the address bar now reads

      https://playgroundsite1.atlassian.net
    2. append the following URIs in your site domain to see the archiving fields

      /gateway/api/polaris/rest/system-fields/
    3. paste the project key from the previous step at the end of the URI. For the example PLAYG project, your address bar would show:

      https://playgroundsite1.atlassian.net/gateway/api/polaris/rest/system-fields/PLAYG
    4. Hit the Enter key on your keyboard. You will see a response on screen that looks like the below.

      {
          "Idea archived": {
              "Project": "customfield_10423",
              "Global": "customfield_10643"
          },
          "Idea archived by": {
              "Project": "customfield_10424",
              "Global": "customfield_10644"
          },
          "Idea archived on": {
              "Project": "customfield_10425",
              "Global": "customfield_10645"
          }
      }

      If you're using "Idea archived" field in automation, you can simply copy below JSON.

      Global field
      {
          "fields": {
              "customfield_10643": {
                  "id": "10603"
              }
          }
      }

      Project field
      {
          "fields": {
              "customfield_10423": {
                  "id": "10333"
              }
          }
      }

This shows the existing archiving fields in the JPD project added in the URL.

  • The “Project field” refers to the older project-level system field.

  • The “Global field” refers to the new global system field that we created for you.

In the second part of the output, you will notice JSON for your “Idea archived” field which you can copy paste into your automation action.

In the example above, the global Idea Archived field is called customfield_10643. The identifier is set to “10603”: it means the Idea Archived global field is set to “Yes”.

  1. Copy the “Global field” JSON object

  2. Go back to the automation rule builder

  3. Expand “More options”

  4. Paste the JSON object into Additional Fields 

image-20250425-132839.png

 

  1. Hit Next and Update the rule

The action in your automation rule now sets the global Idea Archived field to “yes” instead of the project-level Idea Archived field.

  1. Optional step: Create a new automation rule, duplicate your trigger. Following the steps above, now use the project field to set up your action. Notice that this rule will have the “Project field” JSON object in “Additional fields” section.

image-20250428-131822.png

If you skip this step, you may see your newly archived ideas not marked as archived - temporarily. We will soon switch your project to use global fields, and your ideas will correctly be marked as archived, as the global field will be controlling the archival state of your ideas.

If you decide to follow this step, kindly delete this temporary rule using the project-level Idea archived field after your project is switched to global fields.

 

 


We apologize for the inconvenience this change is causing. Thank you for your patience as we improve Jira Product Discovery so it’s even easier to manage at scale. We remain available to answer any questions. If you have any issue, please contact support so we can get you the help as fast as possible.

Cheers,

The JPD team

8 comments

Bill Sheboy
Rising Star
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April 29, 2025

Hi @Sedat Sert 

Thanks for this information!

And well done explaining the use of the REST API endpoint to confirm the changes to the custom field ID values for these fields.  I recall other articles suggesting using the internal documentation feature to identify the custom field IDs (from a rule's action with the { } feature), but those values would likely be incorrect and based upon the incorrect scope.

Kind regards,
Bill

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Sedat Sert
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
April 30, 2025

Thank you @Bill Sheboy Since this is a breaking change, we aimed to make it as easy as possible to set up automation rules for everyone by creating a temporary API. Glad to hear that you find it helpful!

Dominik
Contributor
June 4, 2025

@Sedat Sert Can you confirm if Stage 2 has been released on May 31, 2025?

Sedat Sert
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
June 4, 2025

Hello @Dominik 

At Atlassian, we always employ a progressive rollout strategy, so the changes are fully released over the course of at least several days.

As of today, all customers should begin to notice global system fields appearing in their JPD projects instead of the project-level system fields. You can confirm this change by checking if the "Goals" field is visible in your field list.

Best regards,
Sedat

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Gary Spross
Community Champion
June 12, 2025

@Sedat Sert 

Our JPD projects now have the "Goals" field, so based on your last comment, I believe that means the migration is complete (Stage 2)?

I assumed this would mean that our automation rule that sets the "Idea archived" field via the "Edit issues" component (see screenshot below) would work, however it still errors (2nd screenshot).

Screenshot 2025-06-12 215306.pngScreenshot 2025-06-12 215404.png

Sedat Sert
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
June 17, 2025

Hi @Gary Spross

Indeed, if you started seeing "Goals", your automation rules start to function correctly based on the screenshot you provided. However, please be aware that there might be a slight delay as we are cleaning up projects to remove the project scoped "Idea archived" field from your project.

Could you please try again and see if the issue persists? If the error continues, I would be happy to investigate further. Please share your Jira instance name or cloud ID, either by posting it here or by emailing me at ssert@atlassian.com.

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Dominik
Contributor
June 17, 2025

Dear @Sedat Sert 

My "Idea archived“field is a custom field, and it’s locked.
Field „Atlassian project“ is also locked.
Reading the instructions, I assumed that I didn't have to build the workaround as I had the Atlassian project field.
But at the end, I was successful with the workaround.
Cheers
Dominik
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Gary Spross
Community Champion
June 20, 2025

@Sedat Sert, I can confirm that the rule we have in place, setting the Idea archived field by field name (not by the field Id), is now running successfully.

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