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How to create Automation rule to check whether a particular sub-task is Done

Rupa Kamat

I have created an automation rule where once the issue goes to a particular status, 5 subtasks are created where each is assigned to different people.

I want to send a notification email when a particular sub-task is completed.

How do I identify the sub-task?

Accepted answers

Jack Brickey

Consider adding a label to the specific subtask in you current rule (or some other unique marker) and then create another rule to test for it...

trigger - issue transitions to done

condition - type = subtask

condition - labels = xxxx

action - email

Kian Stack Mumo Systems

@Rupa Kamat,

If you are creating the subtasks using the automation rule, you should know in advance some unique value that you can use to filter for the issue later. Then, as @Jack Brickey said, you'll want to create a new rule that fires when the subtask is completed and use that value in your condition.

You could use the summary of the subtask or a label. The only potential issue with those is that users could change them without understanding the impact it would have on your rules.

One thing you could do is use your current automation rule to set an entity property on the specific sub-task you've created and write a condition that your send email automation rule can only fire if the specific entity property is on a ticket. Users are basically guaranteed to not change an entity property on you as there is no way to do that through the UI.

Thanks,

Kian

All comments

Jack Brickey

Consider adding a label to the specific subtask in you current rule (or some other unique marker) and then create another rule to test for it...

trigger - issue transitions to done

condition - type = subtask

condition - labels = xxxx

action - email

Kian Stack Mumo Systems

@Rupa Kamat,

Thanks,

Kian

Rupa Kamat

Thanks @Kian Stack Mumo Systems

I do not know what entity properties are. Could you please help me with setting the entity property?

-- Rupa

Kian Stack Mumo Systems

There is an action you can run inside of automation for Jira called "set entity property".

After you create the subtask you want to trigger the email, do a branching on the most recently created issue and set the entity property your subtask.

Screen Shot 2023-09-06 at 9.33.45 AM.png

Then, in the rule you want to send the email, you can check for the entity property.

Screen Shot 2023-09-06 at 9.36.23 AM.png

Rupa Kamat

@Kian Stack Mumo Systems , @Jack Brickey

Thank you for your support

I used a slightly different method, based on input from both of you.

I could identify the sub-task based on the Summary. I added a field, the status of which I updated when the transition moved from InProgress to Done.

I added a rule which checked the status of this field and sent an email.

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