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Automation rule- Issue opened under an already closed Epic

Jayme Burkhalter

I am working on writing an automation that will notify me if an issue has been linked to an epic that has already been marked DONE.

I have already written an automation rule that will auto-close a Parent-Epic if all the children meet the following criteria:

Status = DONE or Cancelled
FixVersion is not Empty

What I want to do is create an automation rule that will notify me if something changes on an already DONE epic, like:

Child issue is reopened
New issue linked as a child

So far, I cannot find a way to write the rule for an issue that has been epic-linked. The only links that are available to choose are things like "deploys, relates to, etc..."

A) is there another way to write this?

Is there a way to write an automation rule that prevents changes to issues in an EPIC that has been marked DONE?

Accepted answers

Trudy P Claspill

Hello @Jayme Burkhalter

Can you show us the Rule(s) you have already tried?

Are you working with a Company Managed project or a Team Managed project?

You cannot use a Rule to block a Status change. That can be done only through the workflow transitions.

I'll do some experimenting on creating a rule that would send an alert in the circumstances you specify, and get back to you (if somebody else doesn't beat me to it).

Mykenna Cepek

There is a different approach to this. Do you truly need to be notified in real-time that something has been added to a closed Epic? If not, then I might suggest a simpler solution.

Use a Scheduled trigger that runs, say, at 9am and 2pm weekdays. It runs through all the Epics which are Done in the configured projects, and uses a Branch to scan the children of those Epics for anything that is not Done.

A further suggestion (regardless of the approach used) is to rely on the "Status Category" field, not the "Status" field.

All comments

Trudy P Claspill

Hello @Jayme Burkhalter

Can you show us the Rule(s) you have already tried?

Are you working with a Company Managed project or a Team Managed project?

You cannot use a Rule to block a Status change. That can be done only through the workflow transitions.

I'll do some experimenting on creating a rule that would send an alert in the circumstances you specify, and get back to you (if somebody else doesn't beat me to it).

Trudy P Claspill

I think you have multiple scenarios to address:

1. When an issue is created and simultaneously (during issue creation) made a child of an epic.

2. For an already existing issue, when it is linked to an epic.

3. For an existing issue that is already linked to an epic and the child issue status is changed. -- This one could potentially be handled by a workflow transition condition blocking re-opening the child issue if the parent epic is in a Done status.

This rule satisfies #1.

Screen Shot 2022-08-05 at 12.10.30 PM.png

Jayme Burkhalter

@Trudy P Claspill The top image is an example of a rule I tried to write for a new issue that gets created and has an Epic Parent but it didnt work.

The bottom two images are the automation rules I wrote to auto-close the epic when the children have all been marked DONE and assigned Fix Versions

Its not so much the creation of the new issue, its when it is epic-linked to a closed Epic

At the very least, I just want to be notified if anything changes on an epic that has already been marked DONE. If a new issue is added, or put back into a state other than DONE, I need to know to follow up with the team on what's going on.

If I am creating a rule that auto-closes the Epic based on all child stories being DONE and having FixVersions, then I need to know that there is nothing that will compromise the integrity of the DONE status of the Epic. Checks and Balances

Trudy P Claspill

Our responses crossed in the ether.

I posted a rule that will handle the scenario of a new issue being added to an Epic that is marked as done. Now here is one that handles a child issue being reopened when its parent Epic is already set to Done. You would replace the Log Action with a Send Mail action.

Screen Shot 2022-08-05 at 12.23.14 PM.png

Mykenna Cepek

There is a different approach to this. Do you truly need to be notified in real-time that something has been added to a closed Epic? If not, then I might suggest a simpler solution.

A further suggestion (regardless of the approach used) is to rely on the "Status Category" field, not the "Status" field.

Jayme Burkhalter

@Mykenna Cepek I do not need to necessarily run real time, but pretty soon after so I can check it. A scheduled trigger may be helpful. Is there an example of how I might write this rule to check for any open issues on DONE epics?

Trudy P Claspill

@Mykenna Cepek made an excellent point about Status vs. Status Category.

Note, though, that Status Category is not in the list of fields that you can choose from in an Issue Fields Condition in a Rule. You could use a JQL Condition instead.

Mykenna Cepek

You're right, @Trudy P Claspill, it's not an option.

Please, everyone, take a moment and vote for these enhancement requests:

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