ensure automated tasks are only created once (instance logic)

Question

Hi all, I need to update some workflows and automation rules to ensure that the rules only trigger if task(s) haven't already been created.   Essentially, I need first-instance logic!

For example, tasks are created when transitioned from x to y status. Let's say someone has gone through that transition once already and the automated tasks have been created. They transition back to x status, and will eventually go back into y once more. When that happens, I don't want the tasks to re-create again. What's the best way to ensure this?

I have 2 full workflows I'll need to do this for each transition. I was thinking using a custom field and post function to set the value once the transition is met to use in the rules, but then I would have to create multiple fields, or maybe just 1 multi select field, with an answer choice associated to each transition?

I feel like there should be a simple way to do this? Any ideas?

Thanks so much!

Mirek · Accepted Answer

Hi @Alyssa Hill

There are many ways you can achieve that and using custom fields values is one of them.  All depends on the complexity of the workflow etc. You basically need some logic object that would work as flags..  (true/false) or empty or not.. exist or not exist that later you would use to set up condition.

This is actually a pretty common question that was already asked few times. You can check for example this thread where properties are used

https://community.atlassian.com/forums/Marketplace-Apps-Integrations/How-can-I-ensure-an-Automation-rule-only-runs-once-for-an-issue/qaq-p/653124

Alyssa Hill_625xz4 · Accepted Answer

Thanks @Mirek !! I ended up opting for custom field with multiple choices in which the subtasks are created (if custom does not equal current transition value), then the custom field for the current transition is added, so once the rule is evaluated again, tasks do no re-trigger.