Setup an automation to auto assign Jira work items depending on a custom field

Mireya Cintora

Hi! So just like the questions states, I would like to make an automation that:

If [custom field] is Client A, then assign the work item to [assignee] John Smith.

Current Process

Due to our limited knowledge on using Rovo, JSON and advanced skills, we essentially created an automation that is simple but not long term efficient. Meaning when there is a shift of assignments in our company, we have to manually update each component. On top of hitting our max component limit of 65 has been reached so we had to create a duplicate of this automation.... it is terrible. 

 

Context

Note that we have both an onshore and offshore team. Mean if Client A, then certain work items will be assigned to onshore, while the rest of the work items will be assigned to the offshore rep. 

Ideas

With all the new updates Jira has come out with, I feel like there has to be a much better way of dealing with this. Below are some ideas that I have thought of

• Rovo
  • Create a page or database, with all assignments
  • Integrate Rovo into an automation? Really not sure how to since I heard this via a Rovo webinar
• Groups
  • I have created a group per client, but unfortunately the groups I cannot assign different roles i.e. onshore vs offshore
• Teams
  • Same issue as above

 

Honestly, any feedback or ideas I am willing to try since our client list is increasing each month and our current process is no longer efficient.

Trudy P Claspill

Hello @Mireya Cintora 

What type of field is the custom field you are evaluating? Looking at your image of your rule it seems like your custom field might be "Facility" and it might be some sort of selection list, but is it a single-select field or a multiple-select field? Or is it a Labels field, or the Components field?

You said that issues for a given client might have different assignees based on this custom field.

- Do all clients have the same set of values for the custom field, or does each client have their own set of values for the field?
- Do you have a method that you are first identifying the client for each issue, and then the possible values for the custom field?
- How many values do you have for your custom field currently that need to correspond to different Assignees?
- If you have values per client, what is the maximum number of values you would have for any single client?

Depending on the answers to the above, there may be a more efficient way to build your rule than the IF component you have shown.

 

Is setting the assignee the only thing this rule does?

Can you provide screen images (or a scrollable image) showing the entire rule? 

I ask the above two questions because I'm not clear on the logic of your rule. You have a branch for "For most recently created work item". If your rule trigger is "Work Item Created" then there should not be a need for branching, and that would eliminate some rule components.