How to setup automation to track empty fields when new sprint starts or issues added to open sprint?

Question

Looking to setup an automation rule that will execute under the following scenarios.

(1) When a new sprint is started, and following fields are empty, then an email should get sent out to a specific person.

epic link
type of work
description
acceptance criteria
story points

(2) When new issues are added to an open sprint, and following fields are empty, then an email should get sent out to a specific person.

epic link
type of work
description
acceptance criteria
story points

Any help would be appreciated. Thank you.

Sakina · Answer

@SHEHZADALI ISMAILY

1.for your first request, you can do this

Insert as many field conditions as you want

2. you can check when the sprint value changes for an issue and if sprint is in the open state then check your field condition and send the email. Replace sprint with the smart value of the sprint

Walter Buggenhout · Answer

Hi @SHEHZADALI ISMAILY,

Assuming that you want to keep an eye on data completeness/consistency of the issues that are being added to your sprints, I would suggest an alternative approach to automation.

As you basically want a list of issues that do not match the criteria, you could set up a JQL filter like this:

Project = <your project> AND sprint in OpenSprints() AND ("Epic link" is empty
OR "type of work" is empty OR description is empty OR "acceptance criteria" is
empty OR "story points is empty")

Save the filter and from the filter details set up a filter subscription to send e.g. a daily digest of the filter results. To avoid emailing all the time and motivate your users to use Jira more actively, you can even add the list of issues to a Jira Dashboard with a filter results gadget. Then the data are always accessible in real time.

This method still is reactive: you get a list of things that are not in line with expectations after the facts. You could also consider adding a workflow validator to the workflow your issues go through and make sure that these fields are required before your issues move into a status that is on your sprint board. That would allow you to ensure data consistency before you move issues into a sprint.

Hope this helps!