Automation Rules

Question

Hey guys.

We are just starting to work intensively with JIRA Cloud. We came up with the idea of running our bi-annual document reviews via a JIRA board.

The idea was concretely as follows:
1 location = 1 task
If the document has been legally checked and updated, the editor closes the task. After 6 months, a new task should be generated automatically, based on the closed task, with the same header (+ date). The board owner is then regularly informed about the new task by e-mail.

Somehow I am totally stupid to set this up. Is that possible at all?

Thank you for your help.

Aron Gombas _Midori_ · Answer

What I mean above is why don't you manage each document to review as a Confluence page? I mean Confluence allow rich formatting and is more natural for unstructured content than Jira.

If you followed that approach, then the problem turns into: how can we implement periodic reviews for Confluence pages? And, there are out-of-the-box solutions (apps) for that problem.

Josephine Ibe · Answer

Hm. I described it a little incomprehensibly. First, it is a document review process, which happens in a time-controlled manner. In our company, quality documents should be reviewed again at intervals of 6 months after the last review to ensure that they are up to date.

If the last review was carried out successfully, the task is closed. After 6 months, a clone of the closed task should be created.

Now the question is how to create a time-controlled clone of the closed task in the automation of JIRA. Ideally, also with a connection to the closed task.

Aron Gombas _Midori_ · Answer

It would be totally possible using a custom workflow and and a Jira automation rule that detects the issues that have been closed more than 6 months ago, and re-opens them.

But! I don't know about the complexity of your documents, but if they are longer, rich formatted, etc., then managing them in Confluence sounds more natural to me.