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Automation to add Multiple Request Participants

Shanelle Boluyt

Greetings!

I am following the Manage Request Participants with Automation in JSM Cloud article in JSM Cloud and running into an issue.

Specifically, I am trying to add multiple RPs using the instructions in the Copy email addresses from a Form Field to Request Participants section. The issue I am running into is that only a few RPs get added. Because the branches execute in parallel, while I am looping through and making a (successful) web hook request for the user's acctID, by the time the next step (edit work item) is executed, I have a new response.

Adding a random delay (3 seconds - 15 minutes) at the start of the branch seems to help, but I'm unclear if I can actually trust this to work every time.

Any Suggestions

Screenshot 2025-07-24 at 5.59.25 PM.png

Screenshot 2025-07-24 at 6.05.46 PM.png Screenshot 2025-07-24 at 6.06.47 PM.png

Accepted answers

All comments

Marc -Devoteam-

Hi @Shanelle Boluyt

Try to remove the delay actions and in the web request action check the box:

"Delay execution of subsequent rule actions until we've received a response for this web request"

Shanelle Boluyt

That box is checked. This issue is that that same web hook is running in parallel N times... if they all finish around the same time, they overwrite each other before the next action ("Edit issue") is executed.

Marc -Devoteam-

Hi @Shanelle Boluyt

Why are you running multiple branches and trigger this web request multiple times?

Can you provide:

1. images that show your complete rule.

2. images showing the details of any relevant actions/conditions/branches.

3. images showing the Audit Log details for the rule execution.

4. Explain where the issue is.

Shanelle Boluyt

It's one branch, with a loop on a variable with a split (as described in the KB article I referenced).

I've added images. The rule runs successfully. But if I add 7 comma separated values, only ~2 of them end up in Request Participants.

Bill Sheboy

Hi @Shanelle Boluyt

I hypothesize with branching either the edits are colliding or there is an error / timing problem due to the multiple Send Web Request calls...resulting in some edits being dropped.

As you got this approach from a knowledgebase article, you may want to work with your Jira Site Admin to submit a ticket to Atlassian Support and ask them why the symptom happens: https://support.atlassian.com/contact/#/

When there are fewer than 1000 total users in the site, a workaround to eliminate the branching (and thus potential timing problem) is to get all possible users and then filter to perform one single update. I have not tried this exact scenario, although I expect it will work.

get all the users with a different REST API endpoint
parse out the email address and account ID values from the response, storing them in as a delimited list in a created variable
create a dynamic regular expression from the target email addresses, storing that in another created variable
split the first variable back into a list and use inline iteration with the match() function, followed by text functions to extract the account ID values needed
and finally iterate that result to create a dynamic JSON expression for the work item edit

The approach follows the ideas in this article I wrote on dynamic list search methods.

Kind regards,
Bill

Shanelle Boluyt

Thanks!

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