Create automation to add labels to an issue type if field is duplicated on different issue

[Monica Mesiha]

How do I go about creating an automation for the following:

• When a Contract issue-type is edited
  • Check if the custom field Contract # entry already exists (duplicated on another issue)
    • If YES, add a label “duplicate_contract#”
    • If NO, remove the label “duplicate_contract#”
  • Check if the custom field G# entry already exists (duplicated on another issue)
    • If YES, add a label “duplicate_G#”
    • If NO, remove the label “duplicate_G#”

Contract # and G # are text field (single line) custom fields 

(I am not very technical/tech savvy and do not know how to code, so any help would be appreciated!) Thanks!

[Trudy Claspill · Accepted solution]

Hello @Monica Mesiha 

Welcome to the Atlassian community.

Your tags indicate you are using Jira Data Center. What version are you using? Click on the Help button near your avatar in the upper right corner of the Jira screen, then select About Jira. A version number should display.

What is your level of access for the Jira instance? Are you an end user with no admin permissions, an Administrator for your project, or an Administrator for the Jira application?

Are you asking what features you can use to accomplish your goal, or have you already picked a feature and need help using it?

If you have not picked a feature, have you checked with your Jira Administrators to see what features are available that could be useful?

Depending on the version of Jira and your level of access, you may have access to the  Automation for Jira feature.

https://confluence.atlassian.com/automation/

That is the feature I would recommend for this task.

[Monica Mesiha]

Hi, Trudy!
 Jira Data Center 10.3.10, I am a Jira administrator, I am trying to use Automations to accomplish this. 

[Trudy Claspill]

Thank you for that additional information.

Do you need help figuring out the automation? If so, provide us with screen images showing us the entire rule (what you have so far) and tell us about the part with which you need help.

[Monica Mesiha]

[Trudy Claspill]

Hello @Monica Mesiha 

Thank you for that additional information.

I recommend you try to create the JQL statement through the UI search feature first. Click the Issues menu and then select Search for issues create your search statement there first to make sure you have the syntax correct and then copy it to your Lookup Issues action in your automation rule.

If the field name is Contract # then the JQL you need is probably something like this:

project=TCT and issuetype = Contract and "Contract #" like {{issue."Contract #"}}

In the Search screen you won't be able to use the smart value in the example I provided above. In the Search screen you will have to provide an actual value like:

project=TCT and issuetype = Contract and "Contract #" like "some value here"

The Search screen will give you the proper syntax to use where I have placed "Contract #" like . You need to be providing the actual name of the field where I have specified "Contract #".

Also do I understand your requirement correctly that you want to handle each check separately? The evaluation of the Contract # field and the change to the labels for that should not be affected by the evaluation of the G# field and the change to labels for that. Is that correct? If so, you are going to need two separate steps for finding other issues that have the same value as the newly created issue.

Also, for which issues do you want the labels updated? Do you want the labels updated on the newly created issue that triggered the rule, or the other issues that exist with duplicated information?

Answers to the above will likely require restructuring the rule, or potentially having two separate rules.

[Kathy Dickason]

Hey @Trudy Claspill , I'm working with Monica and trying to help with this.  I think it's easiest if we break this down a little.   Let's just take the first part to start. 

We have a field named "Contract #" 

The trigger will be if the Contract issue type is updated.

The requestor wants the automation to check if the entry in "Contract #" of the ticket being updated is entered in the "Contract #" field in any other Contract issue type on the project.  If it is, the requestor wants to add a label "duplicate_contract#" on the issue being updated.  If it is not, they want to remove the label "duplicate_contract# if it has been added to the issue already.

I see you are recommending using Lookup Issues in the automation.  We need help with the JQL that needs to go in that field then the subsequent actions in the automation.  Thank you in advance for anything you can do!

[Kathy Dickason]

I think figured it out @Trudy Claspill using other posts I found you made!

[Trudy Claspill]

That's great @Kathy Dickason !

It would be lovely if you posted your solution here, and have @Monica Mesiha click the Accept Answer button to mark this question as Solved. You can even start a separate Answer thread on this Question so that your answer can be the one accepted.

[Monica Mesiha]

Hi, @Trudy Claspill

I have marked the answer as accepted, thank you for your help!

[Kathy Dickason]

Made 1 automation to add and 1 to remove the label. Here's the one to add:

[Monica Mesiha · Accepted solution]

Made 1 automation to add and 1 to remove the label. Here's the one to add:

From: @Kathy Dickason