Having a story (assignee) populate an epic parent (staheolders - custom field)

[philipf]

Cloud server.

Looking for a solution:

I have a legal holds board. Which contains an epic with the legal hold documentation, and then each story (ticket type) is a legal hold custodian.

The user has to go into their ticket and switch status to acknowledge the legal hold.

This works great.

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What I need is for users to only see where they are assigned to. And this I can do with a security scheme setting, and that works.  However, the users can only see their tickets that they are assigned to and not the parent epic ticket. 

What I need is for those users to see the parent ticket so they can access the legal hold documentation.

I thought to create a rule to take the assignee from the story level ticket and then populate a custom field in epic called stakeholders, and would then give those people permission to view epics tickets they are in the ticket of? But I don't see how I can get jira to do that. 

[Trudy Claspill · Accepted solution]

Hello @philipf 

You can use an Automation Rule to take the Assignee from a child issue and add it to a multiple select User Picker field in the parent Epic.

The rule would look like this:

To get to the options I show in the Edit Issue action, select your Stakeholders field as the one you want to Edit, then click the ... and select COPY.

That will initially fill in the field like below. Click in the field to get the pop-up shown in my first image.

Something else to consider is what to do if the Assignee is changed. Should the original Assignee be removed from the Epic Stakeholders field?

[philipf]

amazing, thank you so much

[philipf]

If the assignee changes then yes they should be removed,

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I am also having issues finding 'add multiple user picker from current issue"

Does that mean I need to have it also on regular ticket. I don't think so I see it as

child tickets populate the multiple user picker field in the epic.

The nultiple user picker field is "Legal Hold Custodians", I just created it. 

Screenshot below

[Trudy Claspill]

Multiple User Picker was the name of my custom field that I wanted to update, in my system. You will need to select your own field that you use in the Epics for your multiple user picker list.

If you want to remove a user from the stakeholder list in the Epic, that is a more complex automation, as you have to identify who was the previous assignee on the issue. I don't have time to dive into that at this moment, but I'll try to come back later to provide some info on that.

[philipf]

Thank you, I got it to work.

It was hitting the copy button that I was missing.

Works perfect, you are the best.

10 thumbs up.

[Eman Amir]

1. Story 

[Eman Amir]

Assignment