Jira Automation: Sync status to cloned issue

[Moritz Spiller]

Hi,
I have read a lot and tried different solutions for solving my issue, but I could not get it working.

I have one board "project overview" and multiple sub boards, let's call one of them "software engineering". I have done the general project planning in "project overview" and cloned the tasks to "software engineering", where the team will perform the tasks and move it from TO DO, to IN PROGRESS, to DONE (workflows on both boards are identical).

I have created a rule which is triggered when an issue on the "software engineering" board is updated, editing multiple fields on the issue it is cloned from (see below).

This rule works, however, transitioning to the identical status does not work. We are using team-managed projects in jira software, and I understand that the problem is caused by different status IDs (as, up to my knowledge, I cannot create global statuses(?)).

So far, I could not find a solution to that problem. Has anybody experienced a similar problem and/ or has an idea how to solve it?

Any help/ hint is appreciated.

[Jerrold - Empyra]

Hi, sorry for the late reply. What you have observed is correct. I recreated the automation in my instance and it showed the same error. However, this error only occurs for team-managed projects. When I tried it in a company-managed project, it worked perfectly.

Another thing I noticed is that the automation throws this error only when we give "Copy from trigger issue" in the "Transition issue" action. If we give the name of the status, it works fine in team-managed projects.

So what I have done is made some changes in the automation where I added an if-else condition for all three statuses as you mentioned in your first comment: To do, In progress, and Done.

Now when an issue is updated, it will check for links and update fields accordingly. After that, I added an if-else condition to check if the issue is in "To do" status and has a linked issue of type "clone". If so, it will transition to "To do". The same logic follows for "In progress" and "Done" statuses.

I checked in my instance and everything was working as expected. Can you please try this automation to see if it suits your requirements?

Automation rule - 

Thank you.

[Bill Sheboy]

Hi @Moritz Spiller 

What is the purpose of your "project overview" board?

If it is to view the status of issues across multiple projects and boards, cloning is not necessary.  (Indeed, cloning creates the synchronization and other problems you note.)  Instead a filter spanning the different projects can be created and saved, then create a Kanban board in a company-managed project to view the issues.  The different status values will need to be mapped to the columns for alignment.

Please note well: for this approach, the overview board should be treated as read-only.  This allows the teams' source board to manage their work...without intervention from the observers.

Kind regards,
Bill

[Jerrold - Empyra]

Hi

This issue may be caused by a lack of permissions. Please check if the rule actor has the "Transition Issue" permission in the project. If you are the rule actor, you can add yourself to this permission. If the rule actor is Automation for Jira, please give  the atlassian-addons-project-access role for the "Transition Issue" permission. If these steps do not resolve the issue, could you please provide a screenshot of the audit log for further reference?

Thank you.

[Moritz Spiller]

Thanks for the recommendation. The user was Automation for Jira, so I explicitly granted permissions to transition issues. I also changed the acting user to myself, I'm an Admin, and should have all permissions.

In both cases the error remains the same, screenshot below:

I think that the "Done" or "In Progress" status in the two projects that should be synced, have the same name, but different IDs (since they are team-managed projects and do not share an identical, globally defined workflow). If that would be the root cause for this error, is there a possibility to change that or is there any workaround?

[Jerrold - Empyra]

Hi, instead of replying here, I accidentally posted my reply as another answer. I am not able to remove that, so can you please check the answer I posted.

Thank you