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.
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
Some of you are using these fields in your automations today, to automatically archive ideas that are done for example, as depicted below.
This automation rule sets the Idea Archived field to Yes on DONE ideas.
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.
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
Go to Project settings → Fields
Check if the list contains a field called “Atlas project”
If it does, it is an older project.
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.
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.
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.
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.
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:
Open the automation rule that leverage archiving fields
Delete the Edit Work Item Fields or the Create Work Item or Edit Work Item action that reads/write any of the archiving fields
Insert the same action
Click More options
Now we need to fetch the identifier for the global archiving field you want to read/write via the automation rule
Open a new browser tab
Fetch the key of your project where the automation rule lives
Go to your Project Settings
Click on the Details menu
Copy the string of text inside of the Project Key form input, e.g.
PLAYG
From the same browser tab
delete the URI to keep only your Atlassian site, the address bar now reads
https://playgroundsite1.atlassian.net
append the following URIs in your site domain to see the archiving fields
/gateway/api/polaris/rest/system-fields/
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
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”.
Copy the “Global field” JSON object
Go back to the automation rule builder
Expand “More options”
Paste the JSON object into Additional Fields
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.
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.
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
Sedat Sert
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