How can I automate the creation of Jira tasks for trainee department changes?

Question

Our trainees change departments every three months. In doing so, there are various tasks to be completed for diverse teams within IT.

The authorizations of the old department must be removed and those of the new department assigned.

The various departments that the trainees move to have now collected information about what a new trainee needs.

The tasks to be completed are to be processed in Jira.

How could this process be automated?

It is important that the tasks are not created manually by a person. If possible, everything should be created automatically, but it can also be only partially automatic.

I am open to any suggestions. (Forms, Automations, etc)

Thank you in advance

Sergei Troshin_usua2u · Answer

At first, you can set up periodic Automation, as shown in the screenshot below. Automation will create a preset task list every 3 months.

You can configure additional custom fields to set as well:

At second, you can Automate removing authorizations of the old department. This is more difficult because I do not know what you mean by authorization. If you are referring to authorization in some other system, then you may be able to automate the removal of authorization using Scriptrunner and the REST API of the authorization service.

Nico Maikranz · Answer

I have automation...that's not the problem.
I'm more looking for a solution on how exactly I could best implement this. Maybe there are good ideas in combination with forms, automations, scripts, etc.
Basically, I'm not looking for the one solution, but ideas on how to do it within the possibilities of Jira.

Sergei Troshin_usua2u · Answer

Hello @Nico Maikranz and Welcome to Atlassian Community!

Do you have Automation for Jira? You can check this by clicking on Project Configuration (1) cog and looking for Automation section (2)