JIra software: (data center): Enable automation on issue transition during spillover with comments

Question

Hello Respected,

I would like to enable visibility over the issues transitions from sprint to sprint using the comments section whenever spillover happens. i would like to apply to all issuetypes expect for the Epic.

i need help with setting up the automation rule to enable the spillover of issue via manual trigger and also post a comment per issue to identify its sprint transition history.

Note: i would like to enable the same without the need for any new custom field to capture current sprint. however, if that not possible, let us do that as well.

purpose: whenever there is a spillover, i would like to implement automation for following:

1: day before sprint ends, i need to send out reminders via email to assignee grouping all his/her tasks to remind on closure of work with worklogs, evidences and review checks done.

2: post the end date of the active sprint, all the issues which are not yet transitioned from "New" to "In-Progress" state to be moved to next subsequent sprint( fyi, whether or not the next sprint is start the following day or not). I want this to be a manual trigger, because not every issue need to be moved to the subsequent sprint, some might be even in later sprints or even spilled to backlog.

lastly,I would like to mention in comments on the issue spillover for traceability. so i need the current sprint and the future sprint in which the issue got spilled to be reflected in comment to be reflected similar to :

Automation] {{now.format("yyyy-MM-dd HH:mm")}}: Sprint changed from sprint ____ to sprint ____

so, to which ever sprint i need to transition the issue (may be to next sprint or else to later sprint or even the backlog), this is to be reflecting clearly using jira automation via the comments.

anilsantharam.ch · Answer

Thankyou for your feedback on this @Walter Buggenhout  and for the rule details shared. I completely acknowledge your statement on the purpose of reminders to team during sprint. I find it necessary however, in my project using scrum board to manage our work.

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To address your feedback @Walter Buggenhout , I would like give a short summary on the ways of our project, before we dive into my purpose in this query: given our current ways of work handling, like in our case. since the team though give updates over standup are not able to implement the same over jira. given the list of issues per sprint , says in my project per sprint, we see planned tasks of 80-100 and later during end of sprint due to scope creep, i see a lot of spillover. regardless of whether the capacity buffer is considered or definition of readiness is met. i cannot seek updates and comment on each task over Daily stand-up. Thus I am only capturing the risks placeholders which are holding the sprint goal and raising flags to the tasks and following it up.

Despite spillovers are handled during refinement call, but wrong estimation of the work (owning to dynamic nature of work) is holding its consequent issues to start and leading to spillover

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I assume we(my project) is in need of actually a scrumban env to manage our works, since scrum board are not a best fit for my project. not sure if Jira has it.

Now for the purpose, i need a reminder posted to comments fields per issues and a mail notifications sent, atleast a day before the sprint ends to seek the team attention to close the issues.

i thus would like to get the smart values to use in the automation rule for comment creation action, i would need: sprint name of the issue before spill and sprint name of the same issue after spillover,  to enable the issue transition visible in comments whenever the issue is hopping through sprints. if a custom field is needed here to trace the current sprint, im fine with it too.

And, thankyou Walter for the rule shared. I have a similar setup in my projects and its working good except for the content in the comments to reflect the issue transition history sprint during the spillover in the format i mentioned in my initial thread. for that, i need the smart values of current sprint name and later sprint name of issue during spillover. I would also need another rule to enable this spillover for all issue types which is still in "New" state. using a manual trigger.

Kindly help me Team.

Walter Buggenhout · Answer

Absolutely, @Bill Sheboy 😅 - well spotted!

Bill Sheboy · Answer

Hi @Walter Buggenhout

Just checking if your suggestion was missing the word "not":

It also usually comes with a practice of daily standups (in whatever form) to keep a close eye on progress, enhance communication and leverage the power(s) of the team to unblock things if necessary. If you apply that practice, there would [not] be a need to send out a notification email 1 day before the sprint end to remind people that they suddenly have one day to put everything in order.

Kind regards,
Bill