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Fix all the wrong Initiative# field values

Jiten Khanna_14n4n0

I want to create an Automation rule in which all the issues which has the Parent (Initiative issuetype) Initiative# field value should make the child (Epic, Story issuetype) Initiative# field value same especially the ones which are wrong. So for example in the below snip the Parent has the correct value but the child doesn't show the right value. So it should be RIT-337 but Epic & Story is showing PMO-442 Parent Intiative#.JPG Story Initiative#.JPG

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Bill Sheboy

Hi @Jiten Khanna

First thing, have you investigated why those child (and grandchild) issues' values for the field are different? Were these entry errors, planned differences, or has the issue hierarchy changed in a way to make them incorrect? Knowing this will help guide the scope of your change...because using an automation rule for this type of change will not be easily reversible if done incorrectly.

Next...some questions may help the community to offer solution approaches:

Are you using Jira Cloud or Server / Data Center version?
What is the scope of this change: one Jira project, or multiple projects?
What is your plan to keep these values synchronized over time?

Until we learn those answers...I believe you could do this with multiple rules to initially fix the condition (one for each parent/child level pairing), and then several more rules to keep the values in synch over time.

If you have already started your rules, please post images of them and the audit log details showing the rule execution. Those will provide more context for the community to help. Thanks!

Kind regards,
Bill

Jiten Khanna_14n4n0

Hello @Bill Sheboy ,

So what I can see is that there is an Automation which did the trigger on June 17 from Blank to PMO-442 for Child issues and Parent one happened last month by Automation as well from PMO-442 to RIT-337. I have added the snip below for the 2 automations currently exists

It's for JIRA Cloud
Multiple Projects/ Globally
Don't know what to answer for your 3rd point but it should always be as per the issuetype- Initiative which is a Parent

Bill Sheboy

From the information you provided, I infer you have the Premium license level of Jira Cloud:

Otherwise the function portfolioChildIssuesOf() would not work
And, running a global automation rule on this scale may only be practical for a Premium license; otherwise the site would use up its automation limit for global rule execution.

You show two rules, and now I wonder what is not working as you expect?

Synchronizing a field across this many issue type levels can require either several rules (to update as changes occur), or a single, scheduled trigger rule to do this periodically (e.g., daily).

A better approach may be to consider: which issue type level "owns" this information, and to only store the value at that level.

For your question's scenario, I anticipate you will need rules covering at least these use cases:

When the value changes for Initiative #, and the issue type is Initiative, then update all of the child issues using a branch on portfolioChildIssuesOf()
When the value changes for Initiative #, and the issue type is Epic, then reset the value back to the parent value. This handles any manual edit/overrides of the field.
When the value changes for Initiative #, and the issue type is Story, Task, or Bug, then reset the value back to the parent value (assuming the parent Epic is correct). This handles any manual edit/overrides of the field.
When an issue is created, and the issue type is Epic, and there is a parent Initiative, then set the field to the parent value
Repeat #4 for created Story, Task, or Bug issues, setting to Epic field value
When the parent changes, and the issue type is Epic, then update the field value and the value for all of the Epic's children
When the parent changes, and the issue type is Story, Task, or Bug, then update the field value to match the new parent
UNKNOWN: what should happen to your field value when an issue is deleted from the hierarchy? For example, when an Epic has child Stories and an Initiative parent, and the Epic is deleted.
...other scenarios I missed...

None of these rules should enable the "Allow rule trigger" option, or they would quickly create a cascade of looped processing, and halt automation execution. It may be possible to do this with fewer rules using that option, although that will be harder to maintain and diagnose problems.

Jiten Khanna_14n4n0

Hello @Bill Sheboy ,

Thank you for your inputs so you want me to create 7 Automation rules but I quite didn't understand your Point 8 & 9 what you meant, could you elaborate please.