Jira automation: Add label when issue is older than X amount of monhts

[Diana Dvorska]

Hi all,

I'd like to be able to see all my backlog issues that are older than 6months (from the date of creation of the ticket) and thought that might be solved with a label being automatically assigned. However I do not see such automation. Has anyone else tried to set up something similar?

Thanks!
Diana

[Ste Wright · Accepted solution]

Hi @Diana Dvorska 

Whilst this is possible, I don't think it's necessarily the best solution - I would either...

1. Set the Card Colour to red (or similar) - this adds a red stripe to the front of those issues
2. Use a Quick Filter, so you can limit your Backlog to show only issues created over 6 months ago
3. Add a flag using Automation (if the above two options aren't ideal). Flags turn the issues yellow, making them easier to see.

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JQL - Board Options

You'll need JQL for (1) and (2) - I'd recommend something like this:

created < 180d AND (Sprint is EMPTY OR Sprint not in openSprints() AND sprint not in futureSprints())

^ This JQL finds issues that are over 180 days old, and either have not been in a Sprint, or are not in an active/future Sprint - therefore are on the Backlog.

You could further limit results by excluding closed issues - for example:

created < 180d AND (Sprint is EMPTY OR Sprint not in openSprints() AND sprint not in futureSprints()) AND resolution is EMPTY

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Option 1 - Card Colour

1. On your Board, select the breadcrumbs (...) in the top-right
2. From the list, select Configure Board / Board Settings
3. Next, from the left-hand menu select Card Colours
4. Choose the method Queries
5. Choose a colour, and enter the JQL from above

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Option 2 - Quick Filter

1. On your Board, select the breadcrumbs (...) in the top-right
2. From the list, select Configure Board / Board Settings
3. Next, from the left-hand menu select Quick Filters
4. Create a new quick filter, give it a name, and enter the JQL from above

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Option 3 - Automation:

• Trigger: Scheduled
  • Run rule every = 1 Days
  • Run a JQL search... = TRUE (check box)
  • JQL - created < 180d AND (Sprint is EMPTY OR Sprint not in openSprints() AND sprint not in futureSprints()) AND resolution is EMPTY AND "Flagged" is EMPTY
  • Only include issues that have changed... = FALSE (uncheck box)
• Action: Edit Issue
  • Field = Flagged
    • Value = Impediment

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Option 4 - Automation Labels:

If you did want to use your option, you could do this:

• Trigger: Scheduled
  • Run rule every = 1 Days
  • Run a JQL search... = TRUE (check box)
  • JQL - created < 180d AND (Sprint is EMPTY OR Sprint not in openSprints() AND sprint not in futureSprints()) AND resolution is EMPTY
  • Only include issues that have changed... = FALSE (uncheck box)
• Condition: Issue Fields Condition
  • Field = Labels
  • Condition = contains none of
  • Value = Label Here
• Action: Edit Issue
  • Field = Labels
    • Value = Label Here

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Notes:

• (3) includes checking Flagged is empty in the JQL, as there's only two options - populated or not
• (4) uses a Condition to check the Label isn't present already - which is an alternative method than adding to the JQL
• If using Automation, consider an additional rule to remove the Flag/Label once an issue is added to a Sprint or closed as not needed

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Let us know which option is right for you!

Ste

[Diana Dvorska]

that's awesome! thank you so much Stephen

[Diana Dvorska]

I've went for option 4 and for some reason newer tickets created Feb 2024 are being labeled. Trying to troubleshoot why that's the case.

[Ste Wright]

Hi @Diana Dvorska 

What is the JQL you've used for the rule?

Ste

[Diana Dvorska]

I've used:

created < 180d AND (Sprint is EMPTY OR Sprint not in openSprints() AND sprint not in futureSprints()) AND resolution is EMPTY

And the results are only new/to do items which is right but items from 2020-2022 as well. I wonder whether I need an extra rule because all issues older than 180d have been edited.

[Bill Sheboy · Accepted solution]

Hi @Diana Dvorska 

What purpose / value does the label provide?  For example, is it meant to be a visual indicator when the labels field is added to the backlog view?

Instead, have you tried using a quick filter with JQL to just view the older issues:

created <= startOfDay(-180)

Kind regards,
Bill

[Dan Breyen · Accepted solution]

There is a Template Automation called 'Resolve issues due to inactivity' which is very similar to what @Alex Koxaras _Relational_ provided.  You're basically building off of that and by adjusting the criteria, should be able to get exactly what you're looking for.

[Alex Koxaras _Relational_ · Accepted solution]

Hi @Diana Dvorska 

You could have a rule like the following:

Where on the "Edit Issue" you just add the label.

Let me know if that helps!