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How do you setup automation for when subtasks are signed off?

tbundy

I am looking for an automation setup for when subtasks are signed off to a certain status then sending an email notification. This would only apply on certain issue type and requiring validation on a certain field in the parent issue before looking into the subtask fields to validate. Any info is much appreciated!

Below is what I am looking to do but it doesn't seem to run when I change the status of subtasks:

Screenshot 2023-02-10 at 11.43.56 AM.png

Accepted answers

Trudy P Claspill

Hello @tbundy

Is the issue type for your subtask "Feature Launch Tracker"? The rule will continue to run only if the status was changed on an issue of type "Feature Launch Tracker".

Can you explain to us in words what you want to happen? For example...

When I change the status on a Subtask to "Launch Signed Off" and the Key Launch Org field for the subtask is one of these values (A, B, C), and the subtask's parent issue field for Launch Approval Status is "Needed" then I want to to send an email to ..."

All comments

Trudy P Claspill

Hello @tbundy

Is the issue type for your subtask "Feature Launch Tracker"? The rule will continue to run only if the status was changed on an issue of type "Feature Launch Tracker".

Can you explain to us in words what you want to happen? For example...

tbundy

Hi Trudy,

Launch Tracker is the project type with the parent issue being "Launch-12345" with subtasks attached to it.

You had the right example above but in my own words:

After both the status of the Eng and QE subtasks get moved into "Launched Signed Off" and the subtask's parent issue field for Launch Approval Status is "Not Ready for Review" then I want to send an email or slack message to someone specific.

I hope that brings more clarity to what I looking to do.

Trudy P Claspill

You subtask issues have an issue type. This might be named Subtask, or something else. What is the name of the issue type for your subtask issues? When you are viewing the details for one of these Subtasks and you hover over the icon that shows for subtasks, what text is displayed?

Screen Shot 2023-02-10 at 4.07.20 PM.png

The basic outline for the rule would be

TRIGGER: Issue Transitioned

- To Status: "Launch Signed Off"

CONDITION: Issue Field Condition

- Issue Type: <the name of your subtask issue type>

(This says only keep going if the type of issues that changed status was your subtask.)

CONDITION: Related Issues / Parent

- condition: Matches JQL

- JQL: "Launch Approval Status" = "Not Ready for Review"

(This says only keep going if the parent of the subtask is returned in a JQL search for issues where the Launch Approval Status field is set to Not Ready for Review.)

ACTION: Lookup Issues

- JQL:

parent = {{issue.parent}} and status != "Launched Signed Off" and "Key Launch Org" in ("QA","Engineering")

(This action looks for any subtasks under the same parent where the status is not "Launched Signed Off" and the Key Launch field contains one of the specified values.)

CONDITION: Advanced Compare

- first value: {{lookupIssues.size}}

- condition: equals

- second value: 0

(This condition checks the number of results returned in the Lookup Issues action. If the targeted subtasks are all set to "Launched Signed Off" then there will be 0 issues returned. The rule will continue only when there were 0 issues returned.)

ACTION: Send email

tbundy

Hey Trudy, that didn't seem to work. The subtask issue type is called "Sub-task"

The Launch Approval Status is a field on the parent issue, not within the subtasks themselves so I am not sure if that needs to be place somewhere else?

The status change will come when both subtasks are placed into "Launched Signed Off," not the status of the parent issue.

Here is the audit log on the first try:

Screenshot 2023-02-14 at 2.36.55 PM.png

Am I missing something here?

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