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How do edit Epics through automation from one project board to another?

Sandi Slavko

Hello,

I have two separate project boards, and I am using workflow automations to copy stories from one project to another based on the department responsible for completing the story. And I cannot seem to figure out how to code/automate the update of the Epic Links from one project to another.

Ex. Project A has a story that they need help from Project B to complete.

So the story on Project A has all fields assigned and coded to a particular Epic (SFSD-2) (Assignee/Epic/Reporter/Description/Dept resp/etc) - and we have it coded when status is transitioned to 'x', a new story is created on Project B board with all pertinent information copied over.

But Project B board has a different Epic Link assigned for them (SL-2093) and the product owner would like all stories on Project B board to reflect their own Epics automatically - and not have to reassign them if possible. (Epics have the same name, just diff Epic Links)

I cannot seem to figure out in the automation rules, what triggers and coding I should use to ensure this happens correctly.

I would expect that Project A Epic "Rev.io Go-Live" (SFSD-2) would be able to be edited through automation to update on Project B to Epic "Rev.io Go-Live" (SL-2093).

Any thoughts on how to properly accomplish this? I'm open to all suggestions.

Thanks in Advance!

Accepted answers

Mark Segall

Hi @Sandi Slavko

If your Epics indeed share the same name, you could do something like this with automation:

TRIGGER: Issue Transitioned (To Status X)

ACTION: Lookup Issues

Key != {{issue.Epic Link}} AND summary ~"\"{{issue.epic.summary}}\""

IF CONDITION (Advanced)
If one and only one Epic is returned then link it to the Epic
- {{lookupIssues.size}}
  Equals
  1
- ACTION: Create Issue
  - Epic Link
    - {{lookupIssues.key}}
ELSE CONDITION
More or less than 1 Epic was identified. This will simply create the issue and force you to manually set the Epic
- ACTION: Create Issue

NOTE - The lookup action for this rule would require a multi-project scope so you need to be a Jira Admin to make it work.

All comments

Mark Segall

Hi @Sandi Slavko

If your Epics indeed share the same name, you could do something like this with automation:

TRIGGER: Issue Transitioned (To Status X)

ACTION: Lookup Issues

Key != {{issue.Epic Link}} AND summary ~"\"{{issue.epic.summary}}\""

IF CONDITION (Advanced)
If one and only one Epic is returned then link it to the Epic
- {{lookupIssues.size}}
  Equals
  1
- ACTION: Create Issue
  - Epic Link
    - {{lookupIssues.key}}
ELSE CONDITION
More or less than 1 Epic was identified. This will simply create the issue and force you to manually set the Epic
- ACTION: Create Issue

NOTE - The lookup action for this rule would require a multi-project scope so you need to be a Jira Admin to make it work.

Sandi Slavko

Thanks @Mark Segall

Please see the automation steps setup based on your suggestion above, does that looks correct?

Also, it appears to have created a 2ndary issue, but did not edit/update the epic link on originally transitioned/created story.

Sandi Slavko

can i not attach screenshots or attachments here so you can see anymore?

Mark Segall

That rule was intended for the whole thing, replacing how you currently create the issue on issue transition and adding the Epic Link in that same step.

You should be able to attach screenshots still. It's the 3rd option from the right in the editor menu

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