Convert global automation rules to project-level

[Esther Strom]

We had started using the Automation for Jira plugin before it became native. Now we've run into Atlassian's lovely executions per month limit. I have a feeling that some of my rules could be converted to project-level (which is unlimited) rather than global, but am not sure how to manage that. 

Here's an example:

The upshot is: if an issue in any one of a group of projects (TFM, BFM, LM, CDT, AM) is transitioned to Closed with a Resolution of anything other than Failed Production, it should transition any linked tickets in the SEC project to Fixed.

This is one of the simpler ones; we have several rules where the JQL target for triggering issues is in any of 25 or 30 projects. Do I really need to create a separate rule in every one of those projects? Maintenance is going to be a nightmare if so.

[Sourabh Verma]

I would suggest to create a global rule or convert the project rule to a global rule if there are not much project specific changes to the rules.

[Esther Strom]

Thank you, but the problem I'm having is with rules that are already global. Jira Standard only gives you so many global rule executions per month, and I was looking for a way around that. There is none.

[Angélica Luz]

Hello Esther,

Thanks for reaching out to Community!

It's possible to select which projects to apply the automation rules without adding them to the JQL.

For each automation, click on "Rule details". On this page, you can find the Scope and select if you want it to run for one project or multiple.

Do I really need to create a separate rule in every one of those projects?

No, you can access all the automation on Jira settings > System > Automation rules.

Select All rules to list rules created globally and rules created directly in projects.

Regards,
Angélica

[Esther Strom]

Thank you. So just to clarify, if I create the rule as indicated above, even though it runs on multiple projects it won't be considered global and will be covered by the "unlimited project level executions"?

As to the second part, my concern isn't that I have to go into each project to see the rules; it's that if I have to do this project by project to avoid hitting the global execution limit, I will need to create dozens of essentially duplicate rules, one for each project. Again, it's not about how easy or difficult it is to find them - if I need to make a change, that change would have to be made in multiple rules instead of just in one.

[Angélica Luz]

Hi Esther, 

No, only automation created for a single project will have unlimited executions. 

If an automation rule is applied to more than one project, it will be considered as global. See on the screenshot below that for Global and Multiple projects it shows the same icon:

In this case, you will have to make a copy from the automation and add it to each project and the same will happen when you change some rule, you will have to change it one by one.

[Esther Strom]

So, basically, the answer is yes - I will need to create the same rule in 20+ projects (and update those same rules) in order to avoid the limit on global executions. That really feels like Atlassian is price-goudging. It would be nice if we could pay a flat fee per month for unlimited global executions without having to upgrade our entire instance to the very expensive Premium level.

[Esther Strom]

@Angélica Luz here's the issue I have with project-level rules. Maybe it's not an issue. My rules need to run in one project and do something in another. So if an issue in Project A transitions, then I need to also transition a linked issue in Project B. Will that still work if the rule is a "single project" rule that lives in Project A, or would it only be able to affect linked issues that are also in Project A?

[Angélica Luz]

Thank you for the details. I tested on my local site and indeed it will run only for one project. 

On my test, I created an automation to run when an issue is transitioned on a Service Desk project, it will edit the field Assignee on a linked issue from a Software project.

Here is the message that appears on the Audit log:

This rule was configured with a project restriction. You can change this restriction in the 'Rule details' section. Only issues from the following projects or project types will be considered: IT

With that said, you will need to apply the rule to both projects and it will be considered as a global rule.

[Esther Strom]

Which means we can't actually use them, since we are hitting our global cap. We're not even that large a company; I'm betting there are going to be a lot of complaints about this restriction.

[wouter de wit]

Yes Esther, but what can we do? We are but ants.

A giant like Atlassian will do what it wills.