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How to automate Customer Onboarding project Using Epics, Tasks & SubTasks?

Sooraj_o184dd

Hi

I am working on a Single project named 'Customer Onboarding' where I am planning to have all the customer onboardings streamlined and operated. For this I have the Status: To do, Preparing, In progress & Done.

Now I have created a form that directly collects some information and creates an Epic in this Project in the name of the Company I am onboarding. Once this Epic is created, then I would like to have almost 8 Tasks within this epic & then 3-4 subtasks under all tasks that comes within the same epic. These tasks and sub tasks are always the same.

For Example

Epic Name - Test Company Ltd
Task 1 - Kick Off Meeting Prep & Action
1.1 Sub Task - Prepare Agenda
1.2 Sub task - Send Schedule Mail to customer
1.3 Sub Task - Conduct Meeting
1.4 Sub task - Send MOM via email

Task 2: Gathering Info
2.1 Sub Task - Collect All data required for onboarding
etc

Can I do this? I tried the automation but struggling to find the right option to link the Tasks to the same epic and then subtasks to the tasks that fall under the same Epic. Could you please help?

Accepted answers

Walter Buggenhout

Hi @Sooraj and welcome to the Community!

Sure. Please share screenshots of what you already have as an automation rule and where you got stuck.

All comments

Walter Buggenhout

Hi @Sooraj and welcome to the Community!

Sure. Please share screenshots of what you already have as an automation rule and where you got stuck.

Sooraj_o184dd

Hi Walter,

Thank you for your quick response. Here is the screenshot of current setup. I am not sure if this is the right way. I am doing automations in Jira for the first time.

What I need to know is:

1. How Can I automatically create Tasks & Subtasks when an epic gets created via forms.?
2.How Can I link the Tasks to already created epic that came from a form?

3. How can I link the subtasks to that Tasks which is in that epic.
4. I am ok if all tasks and subtasks comes at once. However is it possible to create the next tasks when the first tasks & subtasks is move to done?

Please let me know how the exact configuration should be.

Walter Buggenhout

Hi @Sooraj,

no worries that you're getting started and need to find your way around. It is very useful to try things out and it will help you significantly to go step by step and progress gradually.

What I need to know is:

1. How Can I automatically create Tasks & Subtasks when an epic gets created via forms.?
2.How Can I link the Tasks to already created epic that came from a form?

3. How can I link the subtasks to that Tasks which is in that epic.
4. I am ok if all tasks and subtasks comes at once. However is it possible to create the next tasks when the first tasks & subtasks is move to done?

Since you mention the tasks are always exactly the same, you can create them automatically (and starting from where you were in your workflow) like this:

Screenshot 2025-05-26 at 10.11.29.png

These are just the steps to create the different tasks and subtasks. Executing the rule results in this output:

Screenshot 2025-05-26 at 10.20.00.png

Some additional things I would like to mention further:

to link Task 1 and Task 2 to the triggering epic, I set the Parent field in the create work item like this:

Screenshot 2025-05-26 at 10.22.00.png

After I create a Task you can see that I am creating a variable (twice). I am using this because I need to be able to link the subtasks I am creating next to that task. I am using a so-called smart value to temporarily store the key of the task I just created and reuse it to link all sub-tasks later on:

Screenshot 2025-05-26 at 10.25.15.png

To link the sub-tasks to the correct parent, I am using a reference to that variable like this:

Screenshot 2025-05-26 at 10.26.28.png

That should do the trick initially.

As to your additional question:

4. I am ok if all tasks and subtasks comes at once. However is it possible to create the next tasks when the first tasks & subtasks is move to done?

Yes, that is possible. However, it is most likely not necessary. Creating work items just in time does not really help to get an overview of work that needs to be done. If you come to a point, you can use the same techniques to add additional tasks and link them accordingly. You will just need to look at different triggers and conditions for your automation rules and other smart values to correctly reference the link to the epic.

Sooraj_o184dd

Thank you so much for taking this effort to clarify the process. Really appreciate it.

I tried these steps and got stuck at this point (Shown in picture). I can only see 'trigger work item' and 'Current work item' as the drop down options. And cannot add the smart value added in the variable step above as a manual text. How can this be resolved?

Walter Buggenhout

Yes you can, but you need to be persistent 😛

You can see where the cursor is blinking. Just start typing {{ReadytoOnboard}} and press enter when you've added the smart value there. It should stay there then.

Lukas Nicolai_Seibert

Hi @Sooraj ☺️ If you're open to using a third-party app, I think templating.app could work very well for you. You can easily create issue templates for hierarchies epic, issue, subtask.

Afterwards, you can create all of them in a project with just one click:

You can find us at the Atlassian Marketplace: ➡️ https://marketplace.atlassian.com/apps/1224664

I rebuild your use case so you know how this could look:

Issue Templates_Templating.png

Yuliia Tkachenko_TitanApps_

Hi @Sooraj, welcome to the community!
If you're open to Marketplace Apps, I would recommend you checking out Smart Templates for Jira. I sounds like a match to your case:

1. You create a template of an Epic with tasks & sub-tasks you need for Client's onboarding (or save an existing one as a template).
2. Add {{client_name}} variable to the Epic name. Next time you apply the template, you will be asked to just fill in the variable value.
3. You can automate the template application using built-in Scheduler or via Automation for Jira.

Screenshot 2025-05-27 at 11.11.08.png

Learn more here. Hope it helps!

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