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Use of group picker (single group) in jira automation

Manju_eelc2d

Hi,

Is there an option to use the group picker (single group) in a for each loop of a jira automation? Did anyone already try this out?

I would like to iterate through the jira users of a group in a for loop in an automation rule, but I don't seem to get access to the single users of this group.

Can anybody help or has an idea?

Accepted answers

All comments

Frederik Vantroys

I think you will need Advanced Field Editing for that.

This might get you started : https://support.atlassian.com/cloud-automation/docs/advanced-field-editing-using-json/

No time to make a working example now but I'll try to come back to this :-)

Bill Sheboy

Hi @Manju

What problem are you trying to solve by doing this? Knowing that will help the community provide more focused suggestions.

Until we learn that...

There is no build-in branching on users...beyond the scope of their association to issues. One possible work-around would be to get the users with the REST API and branch over them. For example:

trigger: some trigger
action: web request to call the REST API to get the users for your group
advanced branch: parse out the users from the web response
- action: some action for the user

Kind regards,
Bill

Manju_eelc2d

Hi @Bill Sheboy and @Frederik Vantroys ,

thank you for your quick response!

I quickly outline our usecase:
we set up a rule to create feedback issues for a number of Jira users in our company to receive certain information (like newly employed members to receive feedback regarding the onboarding, for example).

In the beginning, I used a smart value variable within my automation rule to list all the employee-email addresses, which were used in a foreach-loop to go through each user entry to create a feedback issue (and put this person as an assignee of the issue). We use a manual trigger, and the content for the feedback issue comes from the issue the automation rule is started from, which has to be an epic issue. Summary- and description fields from the epic issue are getting copied to the newly created feedback issue.

Later on I moved the email list from the smartvalue to a custom user-picker field (in the epic issue), to avoid errors when we try to edit the smart value within the automation rule and accidentally mistype the email addresses. So we used a user picker-custom field (AssigneeList) to add all jira users, which then was used in our foreach loop to iterate through our target group.

The problem is, that we have feedback issues every now and then that concern the whole company, so we would be forced to add hundreds of Jira users to our AssigneeList field (user picker custom field). To avoid this hassle, I tried to use Jira groups instead since these once depict a collection of Jira users and are complete/up-to-date.

But when I tried to access the group picker custom field (single group), I only could access the name and non of the items contained in this group. I am surprised that Atlassian didn’t make this group-field available for the automation process.

Bill, is there any example of the REST-API approach. I can check and learn from?

best regards,

Manju

Bill Sheboy

Thanks for that information. With your additional details I do not believe my suggestion will work for you...There is a limit of 100 issues/items for a branch to process, and so you would not be able to process all of the users found in the group with a rule.

Manju_eelc2d

oh ok, does this "100 issues limit" apply to branch processing in general (also for retrieving the user list from a user picker field) or only with the approach you suggested using the REST-Api? Is this limitation documented somewhere?

Bill Sheboy

The answer to that is a bit complicated...in general the limits are related to the processing SLAs. It appears they have changed since I last looked so I suggest reviewing this information below, look at your rule structure, and then determine if there will be problems: https://support.atlassian.com/cloud-automation/docs/automation-service-limits/

In general, the limit now appears higher than the original 100 issues (or things like an advanced branch on users), and the amount of processing in the rule impacts processing time and limits. I recommend doing the math to determine what you expect before starting.

Jar Lady

Where do you configure the advanced branch? I don't see it in jira automation rule

Bill Sheboy

Advanced Branching is one of the types when you select to add a branch to the rule for Jira Cloud.

Screenshot 2024-04-04 085230.png

https://support.atlassian.com/cloud-automation/docs/jira-automation-branches/#Advanced-branching

This is not available for Jira Server or Data Center versions of automation. Here is the suggestion to add that feature: https://jira.atlassian.com/browse/JIRAAUTOSERVER-749

s_gridnevskii

Actually there is. Kindof. You make a REST API call to

/rest/api/3/group

and then use workload.users.items as a list in smart variables.

But yes, it can only output text, e.g. list all users in one comment.

s_gridnevskii

An example of such a loop is when team lead wants to automatically create tasks for his employees once per month. I was looking for solution and came across this one.

I am thinking of something like a JQL:

created > startofmonth(-1) and label="monthly:tasks"

Then for each found issue I will create a new one with same description, assignee and will only change the summary so it fits current month.

If boss wants to add a new team member all he needs to do is create a task for the employee manually. From next month tasks will be created automatically.

And vice versa - if team member leaves team we delete last task assigned to him and we are good.

SilkeS

This topic is now closed as the discussion has become outdated. If you have more questions or want to continue the conversation, feel free to start a new topic. For more details on why we close older threads, check out our Rules of engagement - Atlassian Community .

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