How to auto populate custom field applying a set of rules once the ticket is closed

[Patricia Nora]

Hello,

When a month ends, we must write a report where one of the things we analyze is the number of tickets created in relation of a the number of items fabricated.

To do so, at the beginning of each month we update fill for each type of item, the total of fabricated items the previous month and the total of the year until that month.

What we would need is to select the item type and the month and then populate the custom fields with the number of items, so we would only have to do it once for every item.

The only way I found is with massive change, but we have a large number of items and it would take as longer to fill up all the data on Jira than exporting it to excel and doing the calculations there, as we are doing now.

Is there a faster way to populate those fields?

Thank you,

[Trudy Claspill · Accepted solution]

Hello @Patricia Nora 

I'm not sure I have truly grasped your use case.

You talk about "tickets" vs. "items". I assume that "tickets" are Jira issues. What relationship does "items" have to Jira? Are "items" also Jira issues?

Where is the information about "items" currently tracked?

How do tickets relate to items?

Automation rules may be a faster way to update Jira issues, but without a better understanding of the location of the source data and the relationships I can't hypothesize on a solution.

[Patricia Nora]

Hello @Trudy Claspill 

In our case the tickets (on Jira) are about items or products of our company. Each month what we would do is divide the number of tickets (Jira) by the number of items/products fabricated.

The number of items/products is not on Jira, and we don't have them until the month has ended and the tickets are closed. We would have an excel with 2 columns:

name of the product - nº items fabricated

product 1 - 123.123

product 2 - 231.231

product 3 - 132.132

...

I created a custom field, that appears in each ticket, where to put the number of items fabricated for the product of that ticket. And then and automation takes this number, does the calculations and fills another custom field.

We have more than 50 different products and for each product we can have several tickets each month. 

What I would need is a fast and easy way (if there is so) to say to the program: "for the tickets that fulfill this set of rules (which would be the name of the product, the month, etc.), put this number (which we would manually introduce) on that field"

Regardless of the number of tickets we have for that product, it would apply to all the tickets that fulfill the rules.

I hope I've explained myself better this time.

Thanks for the help!

[Trudy Claspill]

Hello @Patricia Nora 

Thank you for that explanation. That was very helpful.

I can think of at least one way to handle this with automation that might work.

There is a Create Lookup Table action. This is a table of key/value pairs. You would create an entry for each product. Each month you would manually update this table with the number of items fabricated for that product.

You make this part of a rule triggered on a Schedule. The Scheduled trigger would include a JQL for retrieving the tickets for that month. Assuming there is something consistent in each ticket that identifies the product you could then look up the corresponding row in the Lookup Table to get the number of items fabricated for the product, and edit the ticket to update your custom field with that value. It would be ideal if the product name was in its own field in the ticket, and the keys (names) you used in the lookup table were a match to the product name in the tickets. Then in your Edit Issue action where you want to set your custom field you would use a smart value like this:

{{tableName.get(issue.productNameField)}}

Let me know if that is enough information to get you started on constructing the rule. If you have questions, post back here.

[Patricia Nora]

Hi @Trudy Claspill  Thank you for your reply. I will try the Lookup Table to see if it works.