How can I create an automatic issue with related assigned subtasks via a sent email?

Question

In a process of automating the onboarding process. The HR has to send an email with the required information about the new joiner. This has to create an master ticket (task) with this information in the description section. In addition, a number of subtasks have to be created automatically and assigned to certain groups of people, based on departments classification (Department members has to be grouped together). And when closing all the subtasks, the master ticket has to be closed automatically.

Is there a way to achieve that?

Thank you and best,

Samer

Petter Gonçalves · Answer

Hello Samer,

It's is possible to create an issue and use an automation rule from JIRA SD to design the field values to be equal to the template you created, however, there is no way to automatically create the sub-tasks together with the main issue in the template as you need.

For this matter, I would still recommend using the automation app suggested before, where you can create an automation rule to:

- Automatically create sub-tasks when an issue is created from the custom portal

- Automatically set the field values of both parent and sub-tasks the way you want, like in the template created

About your second request, the assignee field is a single user picker field, so it can not be selected for multiple persons but only a single user. That been said, I can suggest two options:

1 - As mentioned before, create a queue for the responsible team, where the issue will be moved based on the labels it has

2 - Use a single user to be the dispatcher of the RH tickets in each department.

Let me know if this information helps.

Samer Awada · Answer

Hello @Petter Gonçalves ,

Thank you for the reply.

At the moment, the approach has changed a bit. What I did so far, it that I was able to save a template with multiple sub-tasks and create an issue manually from this template. But now I'm trying to trigger this template and create an issue by sending a New employee request from the customer portal. Because my goal is to achieve the highest automation possible for creating the related tickets, in order to reduce the errors as much as possible.

And yes, I trying to assign the master and the sub-tasks to a group of people, because I want the issue to be received by the department, rather than a specific person.

So can this be achieved?

Petter Gonçalves · Answer

Hello Samer,

Welcome to the Atlassian community!

Unfortunately, JIRA post functions are not able to perform such complex situations you described, like checking if all subtasks are closed to automatically close the parent issue or automatically create sub-tasks once a ticket is created.

That been said, there are some third-party apps that can perform these tasks automatically, like Automation for JIRA.

Using the mentioned add-on, you can easily achieve the functionalities you want with the automation rules below.

1 - Automatically create sub-tasks and assignee it to someone:

Per your description, it seems you are not trying to assign the issue to someone specifically, but to a group of people where they should decide who will be the specific assignee. Have I understood it correctly?

You can use labels to define a queue (JQL filter) for them, using a specific field (Labels, for example) where they can be tracked and select in the filter:

2 - Automatically close the parent issue when its sub-tasks are all closed:

You can use the Related Issues Condition to check if all the parent issues are in the Done status and update the parent status:

Let me know if you still have any questions.