Populate a field depending on serveral components

Question

I want to automate a permission process. Each permission has it's own component. After an approval is completed, I want a custom field (or labels, doesn't matter) to have certain values added based on the chosen components.

The tricky part is that there are many components and 90% of them are done by the same department and just a few are done others. Writing EVERY component down in the automation is not an option.

So what I need is:

If Component contains Permission 1 or Permission 2, then add Department A to custom field.

If Component contains Permission 3, Permission 4 or Permission 5, then add Department B to custom field.

If any other Permission is listed (Like Permission 6 up to Permission 100), then add Department C to costum field.

So if someone requests Permission 1, 4 and 30, then the field should contain all 3 Department. If only Permission 30 is request, the field only contains Department 3. If permission 5 and 30 are requested, the field contains Department 2 and 3 and if Permissions 1 and 5 are requested, the field contains Department 1 and 2 (and so on).

Now the part that doesnt work for me is to add Department 3 if there is any other department that wasnt defined before.

What I tried:

* Use an If Else putting Department 3 in the Else at the very bottom. * only sets the first that is true and ignores anything below

* Use an advanced branch on {{issue.components.name}} (variable name {{component}}) and then check if {{component}} equals the Permissions* only sets one department

* Use standalone Ifs* Works for every Department except Department 3 as I am not able to find a Condition that fits "if Component has anything that wasnt defined above"

Does anyone have an idea?

Bent Möller · Answer

Hey Matteo,

thanks for you suggestion. Ive never worked with Lookup Tables inside Automation before. I will see how that works, maybe this helps.

I also like the idea of your 3rd approach. This is actually something that could work well when implementing a role concept which might also be a good idea at this point.

I will see what works for me, thanks again.

Matteo Vecchiato · Answer

Hi @Bent Möller

Thank you for your "tricky" question :-)

So... My approach could be, in order to less to more complex:

* If you have Assets, defining objects that represent the relations components - permissions - departments. Then search the relations through fields and automation
* Other ways, try to build a lookup table inside automation that map the relations between components and permissions (key:componentA, value: permission 1 | permission2 | permission 30). With automation, search the component, split the values with smart values and so on
* Replicate the data structure through work items and work item links. Work items for components, work items for permissions linked to components, work items for departments.

I hope it helps