Need advice for managing recurring tasks

Question

I need your advice on how to do this in the best way in Jira.

I am creating a software project for recurring and regular maintenance tasks and access reviews for systems. First I though of creating a Main issue that described what needs to be done and in what frequency and then add subtasks per occurance, with and assignee and a due date. The idea was then to send a notification to the assignee in connection to the due date. The goal is to have the tasks planned, notified and with a record of it being done, when and by who?

Now my problem is that some of these tasks need to be done every month which means we then need to create 12 subtasks per year for that specific Issue. And we probably have quite a lot of monthly tasks. More than I thought. So now I am looking for a better way on how to do this. (specially since I cant clone the sub tasks as I understand)

Do you know a better approach to this?

I was thinking about using checklists somehow but I am not sure that will work.  I still need to make sure that every recurring task (or at least the task next up) is assigned to someone. And all the recurring tasks need to have a due date and status.

I need to make this happen quite quick so please give me you best suggestions? I am open for any ideas.

John Funk · Answer

Hi Linda,

Take a look at this article that will walk you through how to create flexible recurring issues:

https://community.atlassian.com/t5/Jira-articles/Creating-a-Flexible-Recurring-Task-Issue/ba-p/2040862

Collista Lewingdon · Answer

Good morning @Linda Korpås ! I also have a lot of monthly recurring tasks. I created a few automations rules that work together to get the system to do what I wanted. I have a scheduled rule that runs on the first of every month that creates the epic for that months monthly tasks, the due date for the epic is the last of the month. The pictures below show how I exactly did it.

Once that epic has been created I have another automation rule that creates the monthly task list and is able to be triggered by the first rule. It creates seven tasks that will be nested under the monthly tasks epic.

The picture you will see below shows what that will look like on the board.

In the image above you will notice that there are some tasks that have sub-tasks. Some of those are generated by another scheduled automation rule weekly with their own set of parameters. And some of those are created manually when new tickets are entered into another system.

The reason that we did this was to be able to clear the board at the end of every month when everything gets done.  And start fresh. Let me know if you have any additional questions regarding my process and if my answer helps you find a resolution to your question please click accept answer.

Tudor Tofan_8wfgzs · Answer

Hi Linda!

You could try using Automations. There is a trigger called "Scheduled" and you could use it to create new tasks, based on your required frequency, pre-assign them to someone and set due dynamic due dates using smart values.