Creating multiple Issues/Tasks from a single automation

[Marcus Burnett]

We currently have an integration between JIRA and Manage Engine's Global Service Desk (GSD) Plus application. From within GSD tickets we are able to create and link JIRA issues within any of our JIRA business projects. 

What I'm hoping to be able to achieve is, when I use the 'Associated JIRA Issues' option in GSD, I want to trigger the creation of multiple Issues/Tasks within a JIRA project. The JIRA project in question has 5 different Issue Type options ('Task' and 4 custom options). I've attempted to use an automation, so that when a Task is created in the project then 4 additional Issues/Tasks are created (1 for each of the custom Issue Type options) but get the message in the audit log saying "Given parent work item does not belong to the appropriate hierarchy". 

Does anyone know if it's possible at all to create multiple Issues/Tasks using one automation, or if there is any other way I can approach this? 

[Trudy Claspill · Accepted solution]

Hello @Marcus Burnett 

The message that you are getting in the automation implies that you are trying to set the Parent field some issue when creating the new issues, and the issue you have specified in the Parent field cannot be used as a parent for the issues you are creating.

The Jira issue hierarchy is:

Level 1: Epics
|-- Level 0: "standard" issue types; Task, Bug, Story, etc.
    |-- Level -1: subtasks issue types

An issue's Parent must be of an issue type in the level directly above it. An issue type in Level -1 can have as its Parent only issues of types from Level 0. An issue type in Level 0 can have as its Parent only issue types from Level 1.

It sounds like in your automation rule you may be trying to create issues using types from Level 0 (i.e. Tasks) and set their parent to the the issue that triggered the rule which is also a Task. That is not allowed.

Instead you could use the Linked Issues field to create a generic link between the original issue that triggered the rule and the new issues you are creating.

Or you can create the new issues as Subtasks under you trigger issue. That has other ramifications to the way you manage that work, though.

[Marcus Burnett]

Hi @Trudy Claspill 

Thank you for your help. Yes, this is definitely the issue. My understanding of automations is currently quite basic, so I wasn't sure if there was a way to trigger another Level 0 even when the initial creation was also a Level 0. 

I did initially use Sub-tasks, which I was able to get working. However, the team using the project confirmed that they required Sub-tasks within the 4 custom Issue Types, so I had to come back around to Issue Types.

I've only previously used Linked Issues manually and don't really understand the JIRA help. I've now tried to create an automation to handle this, but I'm seeing the same message. Presumably because I've not configured it correctly (see screenshot););

After seeing @Marc -Devoteam- reply below, I've included some further info and screenshots to show where I've got to so far;

1. this is a company-managed business project

2. 

3. I have included a screenshot of the box that we complete from GSD, which triggers the creation of the JIRA Issue; 

4/5. The audit log is showing the message 'Given parent work item does not belong to the appropriate hierarchy', and this is where the issue is;

Thank you so much for your help with this. I'm still very much a novice when it comes to figuring these things out!

[Marc -Devoteam-]

Hi @Marcus Burnett 

What are the details of the create action in a branch?

Where is the link action mentioned?

As you can't set a parent in this action, as you are linking.

[Trudy Claspill]

Hello @Marcus Burnett 

Is New Application/Vendor Request the same project where the original Task is created?

You do not need the Branch components. You can link a new item being created to the trigger item directly within the Create Work Item step.

Example

To link items you are creating to the one that triggered the automation, in the Create Work Item action use the Choose fields button to select the Linked Issues field.

You will see the Linked Issues field appear (at the bottom of my next screen image). It shows the type of link relationship in the first pull down. You can change that as needed. The second pull down indicates which item the new item will be linked to. This defaults to Trigger work item which doesn't need to be changed in your case.

Make sure that you do not have the Parent field selected. If you do, de-select it.

[Marcus Burnett]

Hi @Trudy Claspill 

Yes the New Application/Vendor request was the same project as where the original Task was created. So I went ahead, configured the automation as you detailed above and completed a test of the process with success! 

Thanks so much for your help.

[Marc -Devoteam-]

Hi @Marcus Burnett 

Whenever you ask for help with an Automation Rule it will help us to help you if you provide:

1. what type of project is this (e.g., company-managed, team-managed, etc.), 

2. images that show your complete rule.

3. images showing the details of any relevant actions/conditions/branches.

4. images showing the Audit Log details for the rule execution.

5. Explain where the issue is.

These questions are not for not willing to help, but to have community members understand on how automation works.