automation of backlog to let stories created stays when board filter via component

[AnthonioD]

How do I Automate story created at the backog and it stays  without vanishing or  assigning the board filter component  OR 

When I create stories at the backlog if vanishes because my baord filter via component.How can I automate it to let stories created at the back log stays on the board in which backlog is being created eventhough it filters via component

[Bill Sheboy]

Hi @AnthonioD 

From what you are describing, I hypothesize you are using a company-managed space / project, and thus set the board / backlog filter.  Is that correct?

If so, the filter determines what is displayed.  When creating a work item which does not match the filter, it will not appear in the backlog or board.

Kind regards,
Bill

[AnthonioD]

yes but can you set jira automation to let stories created at the backlog to stay or inherit the board filter component ?

[Bill Sheboy]

For just the component value, yes that may be possible.  If you know the Component value, that could be added with a rule using the Work Item Created trigger and a Edit Work Item action.

For any other filter needs, it is likely not possible for a non-trivial filter.  One would need to:

• read the board's filter using the REST API endpoints using the Send Web Request action
• analyze the JQL to somehow interpret the values
  • that is, one would essentially need to re-invent the JQL parser to identify all the possible things being filtered 
  • and then re-implement that in an automation rule
• add / update the work item values such that it matches the filter

[AnthonioD]

Thank you,for the first stanza of component value do you know how it can be configured or with screenshot to aid me?

[Bill Sheboy]

What have you tried thus far to solve this?

If you have a rule that is not working as expected, please post the following for context so the community can help:

• an image of your complete rule in a single image for continuity
• images of any relevant trigger, actions, conditions, and branches
• an image of the audit log showing the rule execution
• explain what is not working as expected, and why you believe that to be the case

If you have not started a rule yet, I encourage you to try to do so.  Successfully using automation rules requires learning and experimentation.  To help you get started, and referencing my earlier suggestion, please see:

• https://www.atlassian.com/software/jira/guides/automation/overview#what-is-automation
• https://support.atlassian.com/cloud-automation/docs/jira-automation-triggers/#Work-item-created
• https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Edit-work-item

[AnthonioD]

That’s helpful thank you. I’ll share what I have so far (I’m a bit stuck). I’m not sure what the next step is to select the correct Component for this board’s backlog so that stories created in the backlog stay there and don’t disappear.

[Bill Sheboy]

That is a good start, and I have a couple of suggested improvements...

What is the filter for your board / backlog?  If you look at that filter, you will find which Component value to select in the rule.

Next, the Work Item Created trigger can have timing problems and so the rule can start so quickly some data may be missing.  The fix for that is to add the Re-fetch Work Item Data action immediately after the trigger.  This will slow the rule slightly, reloading the data before the steps proceed.

Putting those together, you would get:

• trigger: Work Item Created
• action: Re-fetch Work Item Data
• field condition: Issue type equals Story
• action: Edit Work Item
  • setting the Components to your value found in the filter

Please note well: this rule will replace the Components value.  If instead you want to add to any existing ones in the work item, the rule would use a JSON expression instead of selecting the field from the dropdown list.

[AnthonioD]

It worked thank you. The current challenge is that I have multiple components mapped to different boards. With the rule above, when I create stories in the backlog, it automatically selects that specific component value even if the story belongs to a different board. I’m not sure if I’m explaining this clearly, but that’s the issue I’m running into.

[Bill Sheboy]

I believe the behavior you describe is a by-design, Jira feature where it interprets the Component value based on the filter: it helps keep your work where it was created.

It appears your scenario is something like this:

GIVEN two (or more) Jira boards filtered by component-A, component-B, etc.
AND I am viewing the backlog for component-A board
WHEN I create a work item and want it to go to the other board
THEN *the magic happens here* it goes to the correct board

I do not believe there is a way to disable the built-in Jira behavior.

When you want to select the specific destination board, your two options are:

• Navigate to the correct board / backlog and then create the work item
• Create a special board / backlog with no component filtering.  When on that board and a work item is created with any component, it will both display on that special backlog and on the specific one for that component.

[AnthonioD]

GIVEN two (or more) Jira boards filtered by component-A, component-B, etc.
AND I am viewing the backlog for component-A board
WHEN I create a work item and want it to go to the other board
THEN *the magic happens here* it goes to the correct board

Correct Logic or intent is this instead(you go the first two rgiht )

GIVEN two (or more) Jira boards filtered by component-A, component-B, etc.
AND I am viewing the backlog for component-A board
WHEN I create a work item  on Component -A Board)
THEN *the magic happens here* on Component -A board or Backlog(correct baord)

[Bill Sheboy]

Are you indicating when creating a work item on backlog for Component-A using the +Create at the bottom of the view it does not get added to that backlog?