Automating On hold on Sub Tasks based on a Start Date

[Michelle Kirk]

We are currently building our JML and looking to put the following process in place 

When a Joiner ticket is raised, we would like the sub tasks go on hold until 10 days prior to the Joiners start date.

If the Joiner form arrives within 5 days of the start date there is no requirement for the sub tasks to go on hold.

Is this possible as we can only find a delay function but that is in minutes ?

[Sam Okell · Accepted solution]

Hi @Michelle Kirk 

When you say go on hold, do you mean hold off the creation of the sub-tasks, or a status?

There are ways to achieve both, but helpful to know which one!

Thanks,

Sam

[Michelle Kirk]

Hi Sam

Thanks for replying, its placing the sub tasks that will be generated from the Joiner Form in a state of On Hold to work from the users Start Date.(which will have its own field)

So its the sub ticket Statuses

Ie - Line Manager raises a new starter 1st Dec, user not starting until 18th Jan 

Sub Tasks go into a status of On Hold until say the 10th Jan, where the task then automatically comes off On Hold on the 10th day and into In Progress.

Hope that helps 

[Sam Okell]

Hi @Michelle Kirk 

Perfect!

The way I would do this is having the automation rule that creates your sub-tickets do some extra checks.

Once the sub-tickets are created, then you would need to check the number of days between now and the start date, this should work for that:

{{now.diff(Start Date).days.abs}} - this will give you a number.

Another condition should then check that is this number greater than or equal to 10.

If so, then in a branch, find your sub-tickets (there are child tickets and linked tickets branches to use) and transition them to On Hold Status.

If not, then transition them to In Progress.

To then wake things back up, you would be best tracking the 'wake up date' in a field.

So you would then need this {{Start Date.minusDays(10)}}. Store this value in a field, and then you'd need a scheduled automation rule checking this on a daily basis.

JQL would be something like this:

"Wake up date" <= endOfDay() - this would find anything with a Wake up date before the end of day 'today'.

Then it just needs to transition them out of On Hold and into In Progress.

Hopefully that makes sense, it's a little automation heavy! We have a very similar process that works in virtually the same way as this!

Thanks,

Sam