How to automate a Task Subtask Checklist flow

Question

I'm trying to create an automation (pictured below) that, when triggered, creates a task with a set of subtasks, and each subtask has a set of checklist items.

In the automation settings, I use the "Checklist Text" item when creating the subtask (pictured below), but I keep receiving errors when I run tests.

How do I accomplish this?

Viktoriia Golovtseva · Answer

Hi @Gabriel Carrillo

Welcome to the Atlassian Community.

“Fields ignored: Checklist Text (customfield_10xxx). The set fields may be unavailable for this project/type.”

That message means Jira could not set the Checklist Text field on the issue you created. In practice, one (or more) of these is true:

The field isn’t on the Sub-task (and/or Task) screenAdd the checklist field to the issue type’s Create and Edit screens used by this project.

Company-managed project:Project settings → Screens → open the screen scheme used by Task and Sub-task → Add field → select your checklist field (e.g., Smart Checklist / Checklist Text).

Team-managed project:Project settings → Issue types → open Task and Sub-task → Add field → select the checklist field.

Wrong field (name vs. actual custom field)Some checklists show up with similar names. Confirm you’re using the correct custom field ID:

Jira settings → Issues → Custom fields → search “Checklist” → “…” → View details → note the customfield_#####.

Timing (setting the field in the same step as creation)Create the sub-task first, then set the checklist in a separate Edit issue step (add a Re-fetch issue data action between them).

If you’re open to Marketplace apps, one the apps that I can recommend as a company representative is Smart Templates, which  integrates seamlessly with Smart Checklist so you can spin up a parent task with subtasks and prefilled checklists inside  from a reusable template. It’s great for structures you repeat often, and you won’t need to maintain complex automation JSON.

Bill Sheboy · Answer

Hi @Gabriel Carrillo -- Welcome to the Atlassian Community!

Please carefully review the rule's audit log and note what @John Funk suggested:

Your rule log shows creating the Task with no problem and then failing to add the checklist items to the Subtask.

Please check the Subtask work item type configuration to confirm it includes this checklist field for the addon you are using.  If you are an admin for the project, you may do that by selecting an example Subtask, and then Configure at the bottom-right side of the view to check the fields.

Kind regards,
Bill

Gabriel Carrillo_qekd4a · Answer

@Katja Bing I know this is a long shot, but would you be open to getting on a quick call with me to show me what you mean?

I'm still having trouble with this issue and really need it resolved ASAP.

Thank you!