How Can I Get A Task To Automatically Link To A Particular Epic

Alethea McLoughlin

Scenario One

We have an Epic for each of our clients and when we create a Task or Minutes we want it to automatically link itself to the Epic  this is within the same board

I have an Epic called The Popup Kitchen Limited when I create a Task or Minutes I put the company name in the Summary i.e. The Popup Kitchen Limited - Minutes of Meeting 18/10/2024 or The Popup Kitchen Limited - Need Assistance With Tagging, I want these to automatically link the The Popup Kitchen Epic.

Scenario Two

We have another Jira board which we use for support, if a client has an issue I will log it to the support team and then put on labels, i.e. ThePopupKitchenLimited Tags - I then link the issue to the Epic on our client board, how can I use automation to do this please.

Thank you for your help, Ali

 

Scenario One

We maintain an Epic for each client, and we want any Tasks or Meeting Minutes created to automatically link to the corresponding Epic within the same board. For instance, when I have an Epic named "The Popup Kitchen Limited," I usually format the Summary of a Task or Minutes like this: "The Popup Kitchen Limited - Minutes of Meeting 18/10/2024" or "The Popup Kitchen Limited - Need Assistance With Tagging." I would like these entries to automatically link back to the "The Popup Kitchen" Epic.

Scenario Two

On a separate Jira board designated for support, when a client encounters an issue, I log it for the support team and apply labels such as "ThePopupKitchenLimited Tags." Afterward, I link the issue to the Epic on our client board. How can I set up automation to streamline this process?

Thank you for your assistance,
Ali

Trudy P Claspill

Hello @Alethea McLoughlin 

Welcome to the Atlassian community.

Are you familiar with creating Automation Rules? Have you tried creating rules that match your scenarios?

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

Boards are just a way to visualize and manipulate issues. They display issues based on filters that select issues from Projects. Are all these issues in the same project or in different projects?

 

Scenario one:

You need a standard method for separating the Client name in the issue summary from the extra information, such as putting a colon or other unique character after the Client name; i.e.

Client Name : other infromation

Then you can get the Client Name using the function substringBefore()

 

Example rule

This rule runs when a new issues is created.
It checks to make sure that the issue created is of a Type that can be made a child of an Epic.
It checks that the issue isn't already linked to an Epic.
It extracts the client name from the Summary.
It looks for an Epic that has the same client name in its Summary.
If one and only one such Epic is found, it makes that Epic the Parent of the newly created issue.

Trigger: Issue Created

Condition: Issue Fields Condition

- Issue Type is one of <select the non-Epic and non-subtask issue types>

Condition: Issue Fields Condition
- Parent equals Empty

Action: Create Variable
- Name: varClientName
- Value: {{issue.summary.substringBefore(":")


Action: Lookup Issues
- JQL: issuetype = Epic and Summary~"\"{{varClientName}}\""

Condition: Smart value condition
- Smart value: {{lookupIssues.size|0}}
- condition: equals
- value: 1

Action: Edit issue
- Field to edit: Parent
- Value: {{lookupIssues.first.key}}

 

Scenario Two is trickier because Labels cannot have spaces in them, so you can't get a match to a Client Name in an Epic Summary where the Client Name has spaces. Additionally your issues may have more than one Label value, so how will you know which Label value if a client name and which is not?