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How to pick an assignee from another field when epic is transitioned?

Saad Ahmad_qeav55

I want to configure a rule where when epic moves from Status A to Status B, the system should pick the user from a custom field 'Project Manager' and assign the epic to him.

How can I configure this rule?

i configured a rule but it's not working. can anyone help?

PM assignment issue.png

Accepted answers

Manon Soubies-Camy

Hi @Saad Ahmad,

The Edit action might be easier in your case:

Select the Assignee field
Next to "Assignee", click on ••• > Copy
Select the user picker you want to copy the value from

Hope this helps!

- Manon

Vishal Biyani_2pr07j

@Saad Ahmad

if you have defined Names is drop-down say

Saad Ahmad

John Doe

etc

then you have the option to create a lookup table in JIRA automation. This gives you the ability to have key value pair.

Key = Saad Ahmad

Value = saad.ahmad@example.com

Using this key value pair, you get the value and use the value to map assignee field. Building this table will be a one-time activity. Unless you have 1000s of users added in drop down, you would be able to build it overtime.

This way you don't have to migrate your Project Manager drop down.

Check this article for more details

New Automation action - Create lookup table - Atlassian Community

All comments

Manon Soubies-Camy

Hi @Saad Ahmad,

The Edit action might be easier in your case:

Select the Assignee field
Next to "Assignee", click on ••• > Copy
Select the user picker you want to copy the value from

Hope this helps!

- Manon

Saad Ahmad_qeav55

@Manon Soubies-Camy Thanks for the help!

i tried, but it isn't working. The reason is that the 'Project Manager' custom field is not listed, which makes sense. It would work if I would've to copy the user from one of the pre-defined users' related field. I don't think there's a solution to it.

Screenshot 2025-03-27 112736.png

Manon Soubies-Camy

Oh ok, I see, I thought the Project manager field was a user picker, but my suggestion doesn't work for a text custom field.

To make your automation work, you’d need to stop using the current Project manager field and replace it with a user picker field. That’s the simplest solution, but it does require admin work and coordination with your team.

How is the Project manager field currently filled out? Do people enter an email address or just a full name? If they use full names, could you convert them to email addresses? For example, if your company follows the format <first name>.<last name>@yourcompany.com, you could automate the conversion. Once you have the email address, you can use the API to retrieve the accountId and assign the issue:

https://yoursite.atlassian.net/rest/api/3/user/search?query=my@email.com

That said, this is more of a workaround than a long-term fix. Ideally, the Project manager field should be a user picker field.

Saad Ahmad_qeav55

@Manon Soubies-Camy i get it, Unfortunately i didn't use 'User Picker', rather used simple drop down and manually entered the users name in the list. Now, the whole data has been built on top of it. there's an admin work required to shift the project managers name from the custom field to this user picker field.

Anyways, thanks for the help, I will fix it.

appreciated.

Vishal Biyani_2pr07j

@Saad Ahmad

if you have defined Names is drop-down say

Saad Ahmad

John Doe

etc

then you have the option to create a lookup table in JIRA automation. This gives you the ability to have key value pair.

Key = Saad Ahmad

Value = saad.ahmad@example.com

This way you don't have to migrate your Project Manager drop down.

Check this article for more details

New Automation action - Create lookup table - Atlassian Community

Saad Ahmad_qeav55

@Vishal Biyani Can you further help me configuring it. Would be great help if you can help creating the automation rule

Vishal Biyani_2pr07j

I suppose you are looking for how to uses lookup tables.

Add Create Lookup tables and create entry like this

Then if you do {{tableNameEmail.get(issue.Project Manager)}} and Project Manager = Saad Ahmad, then {{tableNameEmail.get(issue.Project Manager)}} will return saad.ahmad@example.com

See if you can proceed from here

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