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Automating task creation

Bozhidar Stoyanov_2bpwun

Hello Atlassian community,

I would like to semi-automate the creation of tasks in Jira. While creating a task there are several fields which are filled.
What I want to achieve is when assign a user the next 4 fields to be automatically fulfilled based on the assigned person (fields are in the screenshot below).
First I thought we could get the information needed from users' profiles.
Could you please advise on how to research on that and if it is achievable?

Screenshot 2025-02-20 115009.png

Accepted answers

All comments

Vishal Biyani_2pr07j

@Bozhidar Stoyanov

Can you add more context to your ask?

e.g., How is End Date/Due Date related to an assignee?

Where is the mapping available for user to department mapping?

Bozhidar Stoyanov_2bpwun

Sorry about that.
I am actually referring to Department, Working position and Shelly Team.
I want whenever I put an assignee, the system to "know" these fields and to fulfill them.

Stephen.Lugton

Hi @Bozhidar Stoyanov

You can't do automatically fill in fields with Jira at the create task stage (although there may be an app that can do so).

However you can do that using automation after the task is created as long as you ask an admin to set the 3 fields you want filled in to not be required.

The automation would be something like:

Edit fields based on assignee.png

Vishal Biyani_2pr07j

@Bozhidar Stoyanov

if what I have understood is correct, then below is the solution for your use case.

Corresponding to a user you have three custom properties let's say

department
workingPosition
shellyTeam

Set Property

First use REST API PUT method to set these properties for the user.

Refer this link on how to use this REST API.

Automation

In automation access the property as {{triggerIssue.assignee.properties.department.department}} to get the value. Store them in a smart variable and use it in your rule appropriately.

Would be keen to know how this works for you.

Bozhidar Stoyanov_2bpwun

Hi @Stephen_Lugton
Thanks for your time!

Where do I setup this automation from?

Second question is where does the automation get the fields (department, working position and Shelly Team) information from? Do I need to hardcode them in the automation?

I need to setup this for all of the users in my tenant, don't I?

Looking forward to hearing from you!

Kind regards,
Bozhidar

Bozhidar Stoyanov_2bpwun

Hi @Vishal Biyani

How do I set these properties using the API as I only see these settings (screenshot below).

Screenshot 2025-02-21 103323.png

Vishal Biyani_2pr07j

@Bozhidar Stoyanov

In the example given (Unix or Mac), if you use curl, then,

replace {propertyKey} with key say department,

give the accountId for which property needs to be set

give the user name and API Token

and in data block give the key value pair.

Once you run the curl command, the property with value will be set for the user.

curl --request PUT \
--url 'https://your-domain.atlassian.net/rest/api/3/user/properties/department?accountId=5b10ac8d82e05b22cc7d4ef5' \
--user 'email@example.com:<api_token>' \
--header 'Accept: application/json' \
--header 'Content-Type: application/json' \
--data '{"department": "finance"}'

Stephen.Lugton

@Bozhidar Stoyanov you will need to be a Jira admin (or get a Jira admin to help you), but from the left hand sidebar on your project board choose Project Settings and on the screen showed choose Automation from the left hand sidebar. From there you can create a new automation rule.

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