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Use automation to create a sub-task for each user that is added to a custom field.

Brandon Fritcher_uy7f5c

I have an issue type that must be approved by a set of reviewers, before transitioning to the next status. Because the amount of reviewers varies for each individual issue, I have a lead reviewer designated as the assignee when in review status. All additional reviewers are identified in a single custom field, and are assigned as watchers. I need a way to have the lead reviewer know when the additional reviewers have reviewed and approved/denied the progression of the issue.

My thought is to have automation create a sub-task for each user that is added to the custom "additional reviewer" field. This can vary between 0 - 5 reviewers for each issue.

Unless there is a better solution, how would I write an automation rule that creates sub-tasks for a field that can have any number of users?

Accepted answers

Bill Sheboy

Hi @Brandon Fritcher -- Welcome to the Atlassian Community!

You could do this with an Advanced Branch, iterating over the users selected in your custom field: https://community.atlassian.com/t5/Automation-articles/Branching-over-smart-values-in-Jira-Automation/ba-p/1741935

To prevent timing problems in the rule, I suggest making this a manually triggered rule.

If instead you want this to fire whenever the user field is changed, that is a more complicated rule as it will need to check for the issues (to prevent duplication) and potentially remove ones if the user list changes.

Kind regards,
Bill

All comments

Bill Sheboy

Hi @Brandon Fritcher -- Welcome to the Atlassian Community!

To prevent timing problems in the rule, I suggest making this a manually triggered rule.

Kind regards,
Bill

Brandon Fritcher_uy7f5c

Hi @Bill Sheboy , thank you for your response.

I feel like this is the correct answer, but I don't know how exactly to implement this. At a high level, I understand the logic, but I do not know how to extract the users from the custom field and create a sub-task assigned to them. I am newer to Jira automation.

Thank you,

Brandon

Bill Sheboy

Let's assume you have a single issue, and your multiple-select user field, additional reviewer. To drive the advanced branch, try using:

smart value: {{issue.yourFieldName}}
name: varReviewer

Then inside of the branch, you may reference the fields as needed from the branch:

and so on...

Before starting, confirm the smart value using the how-to article below. Smart values are name, spacing, and case-sensitive, and so if the values are incorrect they will not work.

https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/

Please try writing a basic rule which just uses the branch to iterate over the field and writes each value to the audit log. Once that works, the other steps can be added.

Brandon Fritcher_uy7f5c

Thank you, Bill. This is starting to work.

I am able to write a simple rule that will create a sub-task for each reviewer. However, if an additional reviewer is later added, and the rule is run again, duplicate sub-tasks are created for the previously existing reviewers. I assume I need to add in a condition that looks for existing sub-tasks, before creating new ones.

I'll keep plugging away, but I appreciate any additional guidance.

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