Automation won't create subtasks/child tasks

[Pannha Griff]

Hi, 

I am trying to create an automation that runs every month (yes, I know I can have the trigger be scheduled, but I am doing a manual trigger now so I can easily test) that creates an EPIC, with multiple Stories/Task under it, and nested under specific stories, there are tasks under that. For example Epic "X", has 3 stories, in Story 1, there are 2 tasks under it; Story 2, there are 3 tasks under it, etc. 

I am having trouble getting the linkage/hierarchy right. The Stories get created no problem, but the (sub) Tasks never do. I always get an error "given parent work item does not belong to a appropriate hierarchy" no matter how I structured it or what type I change it too. 

I've even created just a simple automation where it creates 1 single sub-task and that never works either. What am I doing wrong? This seems so simple. 

[Bill Sheboy · Accepted solution]

Hi @Pannha Griff -- Welcome to the Atlassian Community!

For the current rule you are showing, when you create the Subtask please set the parent field to the smart value for its just-created, parent story.

For example:

• action: create work item (for the Story)
• action: create work item (for the Subtask), setting the parent to
  • {{createdIssue.key}}

When creating multiple Subtasks, the rule will need to save the Story key for later use in a created variable.  For example:

• action: create work item (for the Story)
• action: create variable
  • name: varStoryKey
  • value: {{createdIssue.key}}
• action: create work item (for the Subtask), setting the parent to
  • {{varStoryKey}}
• action: create work item (for another Subtask), setting the parent to
  • {{varStoryKey}}
• ...

You do not show the creation of the Epic in your rule, and that would likely need to save the Epic's key in a variable for later use in the rule, or branch to it first

• action: create work item (for the Epic)
• branch: to most recently created Issue
  • action: create work item (for the Story), setting the parent to
    • Current work item
  • action: create work item (for the Subtask), setting the parent to
    • {{createdIssue.key}}

Kind regards,
Bill

[VLTKIM]

I actually have a field "Parent Work Item". Dont know whether to select Trigger work Item or Current work item.

Not sure if it's relevant because it doesnt work anyway. 

[Bill Sheboy]

Hi @VLTKIM 

As this is an older thread, I recommend creating a new question with the "Ask a question" button at the top of the page.  That will help focus the discussion on your specific scenario.

When creating your question, please include:

• explain the problem / "the why" you are trying to solve with the rule
• an image of your complete rule in one single image for continuity
• images of any relevant rule actions / conditions / branches
• an image of the audit log details showing the rule execution
• explain what is not working as you expected, and why you believe that to be the case
• perhaps add a link back to this thread for context

Thanks, and kind regards,
Bill

[Viktoriia Golovtseva _TitanApps_]

Hi @Pannha Griff 

Welcome to the community. 

It sounds like you're running into a common challenge with Jira’s native automation. Typically it handles work item creation well, but it often struggles when you're trying to automatically nest tasks or sub-tasks under parent issues, specially across multiple levels like Epic → Story → Sub-task. The hierarchy enforcement in Jira Cloud (especially for sub-tasks) can be tricky and unforgiving with automation rules.

If you’re open to using a Marketplace app, I’d suggest trying  

Smart Templates: Issue (Work) Templates & Scheduler for Jira by the company TitanApps, which I'm happy to represent.

Why it might help:

• You can predefine the full hierarchy of issues (Epics, Stories, Tasks, Sub-tasks) once, then reuse it as a template.

• Add dynamic variables for due dates, assignees, summaries, etc. to make it flexible for different months or teams.

• Trigger creation from a manual button, Automation for Jira, or set up a recurring schedule, whichever works best for your workflow.

• All linkages (parent-child relationships) are handled automatically based on your template.

We use it for everything from onboarding to monthly planning and sprint kickoffs, and it saves a ton of time (and automation headaches).

[SilkeS]

Hi @Viktoriia Golovtseva _TitanApps_ , when you're part of an Atlassian Partner team, we kindly ask that you also include text in your comment stating you work for the company that built the app, per our  Partner Rules of Engagement . Thanks!

[Viktoriia Golovtseva _TitanApps_]

Hi @SilkeS,

Thank you for noting this, sure I've corrected the answer to mention this information.