* Hello. I am new to Jira Automation. Each month a task needs to be created, hence I thought of automating it. However this task needs to be assigned to an existing epic and in that epic name the month is always changing to the current one. This is the epic name in March: Epic name Mar 2024. Next month it will be: Epic name Apr 2024. Do you have some ideas how to link these epics automatically to the newly created task each month?

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Jira Automation: How can I link a existing epic to a newly created issue

unknown

Hello. I am new to Jira Automation. Each month a task needs to be created, hence I thought of automating it. However this task needs to be assigned to an existing epic and in that epic name the month is always changing to the current one. This is the epic name in March: Epic name Mar 2024. Next month it will be: Epic name Apr 2024. Do you have some ideas how to link these epics automatically to the newly created task each month?

Accepted answers

Trudy P Claspill

Hello @[deleted]

Welcome to the Atlassian community.

Is the month always 3 letters and the year always 4 numbers in the Epic?

Referencing the documentation for Smart Values for date and time fields:

https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time/

...at the bottom of the table of built in formats is a link to another document for additional formatting options.

https://docs.oracle.com/javase/8/docs/api/java/time/format/DateTimeFormatter.html

Using that information you can extract the three-letter month code and 4-digit year code for the current date thus:

3-letter month code: {{now.format("MMM")}}

4-digit year: {{now.format("yyyy")}}

In your Automation Rule where you create the task you could do the following.

Add a Lookup Issues action to search for an Epic where the Epic Name contains the above values:

Screenshot 2024-03-27 at 4.39.03 PM.png

JQL:

issuetype=Epic and 'Epic Name'~'{{now.format("MMM")}}' and 'Epic Name'~'{{now.format("yyyy")}}'

Add a Condition to confirm that you got exactly one issue from that lookup:

Screenshot 2024-03-27 at 4.41.16 PM.png

Add an Edit action to set the Parent field from the issue key of the issue in the lookup results:

Screenshot 2024-03-27 at 4.43.02 PM.png

All comments

Trudy P Claspill

Hello @[deleted]

Welcome to the Atlassian community.

Is the month always 3 letters and the year always 4 numbers in the Epic?

Referencing the documentation for Smart Values for date and time fields:

https://support.atlassian.com/cloud-automation/docs/jira-smart-values-date-and-time/

...at the bottom of the table of built in formats is a link to another document for additional formatting options.

https://docs.oracle.com/javase/8/docs/api/java/time/format/DateTimeFormatter.html

Using that information you can extract the three-letter month code and 4-digit year code for the current date thus:

3-letter month code: {{now.format("MMM")}}

4-digit year: {{now.format("yyyy")}}

In your Automation Rule where you create the task you could do the following.

Add a Lookup Issues action to search for an Epic where the Epic Name contains the above values:

Screenshot 2024-03-27 at 4.39.03 PM.png

JQL:

issuetype=Epic and 'Epic Name'~'{{now.format("MMM")}}' and 'Epic Name'~'{{now.format("yyyy")}}'

Add a Condition to confirm that you got exactly one issue from that lookup:

Screenshot 2024-03-27 at 4.41.16 PM.png

Add an Edit action to set the Parent field from the issue key of the issue in the lookup results:

Screenshot 2024-03-27 at 4.43.02 PM.png

unknown

Hi Trudy, thank you so much for your detailed reply.

The problem is, I cannot find the 'Lookup Issues' action, I believe it is not available for the Jira version I am using. Is there any workaround that I can try instead of the Lookup Issues action? I see that 'JQL condition' is available under Conditions, can I create something similar with this option?

Trudy P Claspill

The problem is, I cannot find the 'Lookup Issues' action, I believe it is not available for the Jira version I am using.

Are you using Jira Server, Jira Data Center, or Jira Cloud?

If you are using one of the first two, there will be version information displayed at the bottom of some screens, like Dashboard screens, and under the Help option in the About Jira pop-up. What version are you using?

Are you a Jira Administrator? It would be helpful to know what version of the Automation plugin you are using. That can be found from the Settings > Manage Apps screen.

When we know the version of Jira and Automation that you are using, then we can look to see what functions are available.

unknown

I am using Jira Software Data Center and Server v9.4.9.

Trudy P Claspill

And what version of Automation are you using? That information can be obtained by a Jira Admin.

To find that information the admin would click on the gear icon next to their avatar, select Manage Apps, click Manage Apps again in the panel on the left, find the Automation for Jira app in the list, and expand the entry to get the installed version information.

Screenshot 2024-03-28 at 10.18.43 AM.png

unknown

I cannot provide screenshot unfortunately. When I am searching for Lookup I get the following "No matching rule components".

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