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How can i prevent duplicate issues being created when querying an asset

steven.allcock

Hello,

I am trying to utilise Jira, Assets and automation to setup some suppliers that need annual reviews completing, there are a number of supplier and these annual reviews happen all over the year so they have varying last completed dates.

I have setup an automation to run daily and that will query

- What review type is required and if the last completed date is over 275 days

- It then branches to for each: smart value to create an issue

My issue is that if it creates it on the first run it will keep creating it daily until the issue is closed which then updates the last completed date. So what i need help with is how can i stop this creating them daily with adding additional attributes to asset field as i did think about an attribute last created but then my assets might be come a bit clunky as there is already quite a lot of dates in there

Any suggestions for how i can filter this in the automation but not exclude the for each: smart value?

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Accepted answers

All comments

Rudy Holtkamp

Hi @steven.allcock ,

You can check if an issue exists for the particular 'Last personal data risk assessment (PDRA)', date before creating the issue.

Kai Becker

Hi @steven.allcock

you could add an additional attribute to the supplier object with the review status.
When you create the issue for the review, you could then set the attribute to pending and exclude all pending suppliers from you initial object search.

When the review ticket is closed, make sure to clear the attribute or set it to something more meaningful, like reviewed.

steven.allcock

Thank, i did think about this but there is about 5 annual dates which I think would need 5 attributes which could make the asset clunky, i might think about an alternative with a single value though

steven.allcock

Where would you add this in to automation? Ive not done that before

Rudy Holtkamp

You can add a JQL condition with JQL

issuetype = "Personal data risk assessment (PDRA)" and summary ~ "{{issue.\"Last personal data risk assessment (PDRA)\"}}"

Assuming that you use the date in the summary of the issues you create.

steven.allcock

Where in the automation would you think this would go and I can i include the loopup object {{Supplier}} thats created?

The summary is for the example above is : Personal Data Risk Assessment (PDRA) - {{Supplier}} - 2024 so would this be

issuetype = "Personal data risk assessment (PDRA)" and summary ~ "{{Personal Data Risk Assessment (PDRA) - now.format("YYYY")\"}}"

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