Count of subtasks in different status and update in parent fields

Question

Hi,

I am using cloud JIRA.

Scenario: I have parent stories having fields "Open", "Completed", "Exception", "NA". Each story has few subtasks that can remain in status "Open", "Completed", "Exception", "NA". I want to dynamically (may be using a periodic job) update the respective story fields with the count of subtasks in "Open", "Completed", "Exception", "NA" statuses.

Later I want to show this in a dashboard. Note, that I don't want to use any plugin that comes with a price. Any help for doing this? Thanks in advance.

Best/Saby

Max - SwiftSprint dev · Accepted Answer

Hi @Sabyasachi Nath ,

it can be achieved by an automation rule:

* Use scheduled trigger with JQL to search all Parent Issues
* Use Branch for Current Issues, to iterate through all Parent Issues
* Use Issues Look action to search all linked issues in a particular status
* Define a variable where store result count for a particular status
* Repeat Issues Lookup + Variable for all statuses
* Edit issue using variables with results of all lookups

Bill Sheboy · Accepted Answer

Hi @Sabyasachi Nath -- Welcome to the Atlassian Community!

As you appear to be on a Jira Cloud, standard license level, I recommend discussing this need with your Jira Site Admin.  They may know of tools / apps your company already has that could help, such as JQL or dashboard addons from the marketplace.

Until you check with them...

You could set those counts using Jira Automation rules, however you should check with your Jira Site Admin to confirm the rules will not exceed your company's monthly usage limits.

Next, how accurately do you need the counts to be?  If once per day is accurate enough, a scheduled trigger rule could be used.  If you need them always up to date, your rule could be triggered on issues transitioning status, and then update the counts immediately.

I recommend learning about smart value, list filters and math expressions to do this:

* https://community.atlassian.com/t5/Automation-articles/Filtering-smart-value-lists/ba-p/1827588
* https://support.atlassian.com/cloud-automation/docs/jira-smart-values-math-expressions/

With those, your rule will only need to gather / check the subtasks once per rule execution.  For example, the "Done" count of subtasks would be this:

{{#=}}0{{#issue.subtasks}}{{#if(equals(status.name,"Done"))}}+1{{/}}{{/}}{{/}}

Just change the status name for the other counts, or add other criteria needed.

Kind regards,
Bill