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Sub-tasks that have been marked as "Done" automatically change to "To-do" impacting ticket tracking

Jerin Geevarghese

I have configured a series of sub-tasks which auto-populate when a ticket is created and match a certain criteria. These sub-tasks are marked as "To-do" by default when opened. After working on one of them and setting the status as "Done", I proceed to work on the next sub-task which is also completed and marked as "Done". Here is where the problem starts:

After moving the second sub-task to done, the first sub-task that has been set to "done" automatically moves to "To-do", when the page is refreshed. And the series continues with random status' of done and "to-do".

Attaching screenshots for reference, please let me know what can be done to help stop this unnecessary sub-task status changes.

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Bill Sheboy

Hi @Jerin Geevarghese

In your branch of sub-tasks, have you considered adding a condition to check if the issue is (or is not) in a particular status before transitioning to "to do"?

For example, you could add a check that the status is not equal to done.

Kind regards,
Bill

Jerin Geevarghese

Hello Bill! Thanks for prompt response.

No I did not consider this as I wanted the sub-tasks to be viewed as "To do" first and then worked on, how can it help though?

where do you suggest I place this - in 1 or 2 (image attached) to do.PNG

Bill Sheboy

In each location where you branch on sub-tasks and try to transition them, please try this:

branch: on sub-tasks
- condition: status not equal to done
- condition: status not equal to "to do"
- action: transition to "to do"

Mykenna Cepek

I'm having doubts that this rule is the one causing the problem, which you said was:

After moving the second sub-task to done, the first sub-task that has been set to "done" automatically moves to "To-do", when the page is refreshed. And the series continues with random status' of done and "to-do".

The rule you posted has an "Issue assigned" trigger, meaning this rule will only execute when the Assignee field is updated.

So if the problem you're seeing occurs when transitioning issues, then this rule is not causing the problem.

To investigate which rules might be in play, look at one of the sub-tasks which have been moved into the wrong status. In the Detail Pane of the sub-task (on the right side), click on "Automation - Rule Executions" and review the "Recent rule executions". From there you can click through to see rules which have been recently run against that specific issue.

My guess is that some other rule is triggering to change the status.

For example, we have rules set up to help keep the status of Stories and their Subtasks in sync. Those kinds of rules could easily explain the symptom you're seeing (if you have such rules enabled for the project of interest).

Bill Sheboy

Thanks, @Mykenna Cepek ! I missed that part regarding the trigger.

__Bill

Jerin Geevarghese

Hi @Mykenna Cepek

Thank you for your detailed response. I am trying to follow your advise and look at which automation rules have run, but I cannot find the said "Automation - Rule Executions" and the "Recent rule executions". Could you please redirect me where to look correctly?

Attaching screenshot of the details tab for the wrong status sub-task

Mykenna Cepek

Hmm, my guess is you're not using Jira Cloud (tip: it helps if you tag your questions here with Jira Cloud, Jira Data Center, or Jira Server).

I haven't used the latter two in many, many years; sorry. Maybe under the "More" menu, or hiding elsewhere in an issue (three-dots menu, suppressed by permissions, or not exposed as a "field" on the "screen", etc)? A little help from my DC/Server community colleagues?

Another option (at least under Jira Cloud) is on the Automation Administration screen, where there are tabs to view things like automation "Usage" and "Audit Log" (see screenshot below).

The latter is NOT a rule-based log, but an automation-wide log of what rules have recently run. If you have that, you can make the problem occur, then quickly check that automation-wide Audit Log to see which rules most recently ran.

Screen Shot 2021-12-09 at 3.13.04 PM.png

Jerin Geevarghese

Hi Bill,

Thank you for your response. I tried to branch the sub-task out by adding condition: status not equal to done

But this does not reflect for the old tickets. Is it only applicable for the new tickets or is it that this solution does not help?

Thanks,

Jerin

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