Automation rule "Create Work Item" can copy summary and such, but not assignee and approvers

[KC Wong]

If I create the work item manually, both assignee and approver fields are on the create screen and I can set their values.

My automation rule is triggered on schedule with a JQL. For each matching work item, I create a new work item and copy some fields over. 

I tried using the COPY option for Assignee and Approvers at first. Summary and Description are copied, but Assignee and Approvers remain blank.

Then I tried setting a fixed value as above. Still blank. 

No error in the audit log, it simply lists the work items created.

[Trudy Claspill]

Hello @KC Wong 

Welcome to the Atlassian community.

Sometimes problems relate to the context of the step within the rule.

Can you please show us the entire rule?

Also show us how you had the fields set when you tried to Copy data into them.

Can you also show us the details in the rule execution log file for the execution of the rule when configured to copy data into those fields?

Are you using the More Options feature of the Create operation with JSON code to set any fields? If so, make sure that none of the fields you selected in the Choose fields to set list are included in the JSON code.

Have you confirmed that the source issue actually has values in the Assignee and Approvers fields? Prior to the Create Item step can you add a Log action to print into the rule execution log the values for the Assignee and Approvers fields to confirm that they have values at the time the Create Item action executes?

[KC Wong]

The entire rule is: 

1. Scheduled to run a JQL "Status = Active", then process each and every one of those issues. 

2. A IF block to decide to create new work item or not.

3. The above Create Work Item step. The JSON section is empty. 

The audit log just reports success and this: 

As said, if I create a work item manually, the Assignee and Approvers fields are seen on screen and I can set the same value as the rule into it. 

The rule does copy Summary and Description successfully, while leaving Assignee and Approvers empty. 

I tried making the rule actor myself, no difference, so this isn't a permission issue with the automation account.

[KC Wong]

> Have you confirmed that the source issue actually has values in the Assignee and Approvers fields

The source has values, and that doesn't matter at all when I use a fixed value in the rule and still not work. 

[Trudy Claspill]

Hello @KC Wong 

Thank you for the additional information.

Can you please provide a screen image showing the entire rule. Sometimes there is something visible in the image that is missed when simply describing the rule.

Please also provide a screen image that shows all the details of the Create Item action. If that includes confidential information, blur that portion of the information.

You did not indicate if you are using the More Options area in the Create Item action to set fields with JSON code. Are you?

Please provide the complete details produced in the rule execution audit log, not just the information for the Create Item step.

You said:

when I use a fixed value in the rule and still not work. 

You didn't mention that in your original post. Do I understand correctly that when you specify a user explicitly in those fields in the automation rule then the fields are also not getting set in the created items?

Who is specified as the Actor of the Rule? Does that user have the required permissions to set those fields in that project?

I created a simple rule with a Scheduled trigger to run a JQL to get a specific item and Create a new item copying the Summary and Assignee from the item returned by JQL. The Assignee is being set correctly in the newly created item. Automation for Jira is the Actor for my rule.

[KC Wong]

Jira Cloud is not laptop friendly. Screen elements frequently get clipped out of sight and I have to fiddle around with the zoom level to get things visible again. Showing the whole thing as an image is simply not possible.

I'll just export the JSON instead:

{
"cloud": true,
"rules": [
{
"id": 2419494,
"clientKey": "f62f6502-2dde-3dea-8c3a-1a1124dc35b0",
"name": "Create new domains for domains to be expired",
"state": "ENABLED",
"description": "",
"authorAccountId": "62a037af954f50006fcbfef6",
"actor": {
"type": "ACCOUNT_ID",
"value": "557058:f58131cb-b67d-43c7-b30d-6b58d40bd077"
},
"created": 1773804948010,
"updated": 1774492712754,
"trigger": {
"id": "a9069c1e-88bc-4c31-9b57-4b5b646519fd",
"parentId": null,
"conditionParentId": null,
"component": "TRIGGER",
"type": "jira.jql.scheduled",
"value": {
"schedule": {
"cronExpression": "",
"method": "BASIC",
"rate": 0,
"rateInterval": 86400,
"rRule": "BEGIN:VEVENT\nDTSTART;TZID=Asia/Hong_Kong:20260317T000000\nRRULE:FREQ=MONTHLY;INTERVAL=4;BYHOUR=0;BYMINUTE=0;BYSECOND=0;BYMONTHDAY=1\nEND:VEVENT\n"
},
"jql": "Status = Active",
"executionMode": "jql",
"onlyUpdatedIssues": false
},
"conditions": [],
"children": [],
"schemaVersion": 1,
"connectionId": null,
"checksum": null
},
"components": [
{
"id": "4b8853fa-ac2e-4e37-a9f1-0bc56ef46e76",
"parentId": null,
"conditionParentId": null,
"component": "ACTION",
"type": "jira.create.variable",
"value": {
"id": "_customsmartvalue_id_1773804798568",
"name": {
"type": "FREE",
"value": "ThresholdDays"
},
"type": "SMART",
"query": {
"type": "SMART",
"value": "90"
},
"lazy": false
},
"conditions": [],
"children": [],
"schemaVersion": 1,
"connectionId": null,
"checksum": null
},
{
"id": "c88e9438-4757-4eb2-8ad8-e7711938104a",
"parentId": null,
"conditionParentId": null,
"component": "ACTION",
"type": "jira.create.variable",
"value": {
"id": "_customsmartvalue_id_1773715342611",
"name": {
"type": "FREE",
"value": "RemainingDays"
},
"type": "SMART",
"query": {
"type": "SMART",
"value": "{{today().diff(issue.\"Renewal End Date\").days}}"
},
"lazy": false
},
"conditions": [],
"children": [],
"schemaVersion": 1,
"connectionId": null,
"checksum": null
},
{
"id": "51edb17e-5731-4197-a6de-115b290d001c",
"parentId": null,
"conditionParentId": null,
"component": "CONDITION",
"type": "jira.comparator.condition",
"value": {
"first": "{{RemainingDays}}",
"second": "{{ThresholdDays}}",
"operator": "LESS_THAN"
},
"conditions": [],
"children": [],
"schemaVersion": 1,
"connectionId": null,
"checksum": null
},
{
"id": "c0a09539-ebc2-4c16-bb38-607b2d1e1179",
"parentId": null,
"conditionParentId": null,
"component": "ACTION",
"type": "codebarrel.action.log",
"value": "Expiring: {{issue.key}}, remaining {{RemainingDays}} day(s)",
"conditions": [],
"children": [],
"schemaVersion": 1,
"connectionId": null,
"checksum": null
},
{
"id": "124600e2-63af-4a86-8c99-99309b6c2349",
"parentId": null,
"conditionParentId": null,
"component": "ACTION",
"type": "jira.issue.create",
"value": {
"operations": [
{
"field": {
"type": "ID",
"value": "summary"
},
"fieldType": "summary",
"type": "COPY",
"value": {
"copyOptions": [],
"sourceIssue": "current",
"sourceField": {
"type": "ID",
"value": "summary",
"fieldType": "summary"
}
}
},
{
"field": {
"type": "ID",
"value": "description"
},
"fieldType": "description",
"type": "COPY",
"value": {
"copyOptions": [],
"sourceIssue": "current",
"sourceField": {
"type": "ID",
"value": "description",
"fieldType": "description"
}
}
},
{
"field": {
"type": "ID",
"value": "project"
},
"fieldType": "project",
"type": "SET",
"value": {
"type": "COPY",
"value": "current"
}
},
{
"field": {
"type": "ID",
"value": "issuetype"
},
"fieldType": "issuetype",
"type": "SET",
"value": {
"type": "COPY",
"value": "current"
}
},
{
"field": {
"type": "ID",
"value": "issuelinks"
},
"fieldType": "issuelinks",
"type": "SET",
"value": {
"issue": {
"type": "COPY",
"value": "trigger"
},
"linkType": "outward:10094"
}
},
{
"field": {
"type": "ID",
"value": "reporter"
},
"fieldType": "reporter",
"type": "COPY",
"value": {
"copyOptions": [],
"sourceIssue": "current",
"sourceField": {
"type": "ID",
"value": "reporter",
"fieldType": "reporter"
}
}
},
{
"field": {
"type": "NAME",
"value": "[SINO] Vendor"
},
"fieldType": "com.atlassian.jira.plugin.system.customfieldtypes:textfield",
"type": "COPY",
"value": {
"copyOptions": [],
"sourceIssue": "current",
"sourceField": {
"type": "NAME",
"value": "[SINO] Vendor",
"fieldType": "com.atlassian.jira.plugin.system.customfieldtypes:textfield"
}
}
}
],
"advancedFields": "",
"sendNotifications": false
},
"conditions": [],
"children": [],
"schemaVersion": 12,
"connectionId": null,
"checksum": null
}
],
"canOtherRuleTrigger": false,
"notifyOnError": "NEVER",
"projects": [],
"labels": [
50986,
50988,
50989
],
"tags": [
{
"id": 4646872,
"ruleIdUuid": "019cff03-8a2a-718b-8549-3c40b77cd8f1",
"tagType": "IS_RULE_UPDATED",
"tagValue": "true"
}
],
"ruleScope": {
"resources": [
"ari:cloud:jira:9efd41bb-e20c-4099-b00d-ce0f426dc95d:project/11235"
]
},
"ruleHome": {
"ruleLifecycleHome": {
"locationARI": "ari:cloud:jira:9efd41bb-e20c-4099-b00d-ce0f426dc95d:project/11235"
},
"ruleBillingHome": {
"locationARI": "ari:cloud:jira-servicedesk::site/9efd41bb-e20c-4099-b00d-ce0f426dc95d"
}
},
"writeAccessType": "OWNER_ONLY",
"collaborators": [],
"billingType": "NORMAL",
"idUuid": "019cff03-8a2a-718b-8549-3c40b77cd8f1",
"partitionId": "de0d7d02-3639-432c-a558-96eee08e265b",
"checksum": {
"version": 3,
"value": "abc5e2597b1cf20b692e04b612ba73027b3a9a4fb72f7b7f22f2291fb21d3ec1"
},
"currentVersionId": null
}
]
}

[Trudy Claspill]

The JSON you provided shows 7 fields being set during the Create action:

1. Summary
2. Description
3. Project
4. Issue type
5. Issue Links
6. Reporter
7. [SINO] Vendor

The JSON does not support your statement that the Create action is trying to set the Assignee and Approvers fields.

Please consider getting multiple screen images and sharing them in order to show the settings of your Create Item action.

I don't see anything in the structure of the rule otherwise that would affect the fields being set during the Create action.

If you could provide the other information I asked about, that would also enable me to more effectively and efficiently help you debug this scenario.

1. The rule actor, as I cannot tell from the ID in the JSON if the actor is Automation for Jira.
2. Confirmation that the rule actor has access to set the specified fields in the specified project.
   1. Related to this, are you working with a Team-managed or Company-managed project? And can you confirm that it is a Service project? You did post in the JSM forum, but sometimes people post in the wrong forum.
3. A copy of the rule with the Assignee and Approvers fields being set in the Create action
4. A copy of the output in the rule execution log for an instance when the rule, with the settings for setting those fields, has been executed.

Thank you for helping me to help you.