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Automatically add request participants to trigger issue

Marcel Jünge

Hi,

i am currently working on an automation that automatically adds request participants to the trigger issue.

The trigger issue is an ITSM request via the portal. When the request is created the automation looks up related issues in a JIRA project and sends notifications to the user selected in the field "Asset Owner". So fine so good.

Now i want the users in the field "Asset Owner" to be automatically added as request participants to the trigger issue. How do i have to edit my current automation? (See image). Thx in advance.

Screenshot 2026-04-17 124104.jpg

Accepted answers

Bill Sheboy

Hi @Marcel Jünge

You could use the Edit Work Item action with a dynamic JSON expression to add more Request Participants. For some additional details:

the rule actor needs to be someone who is an Agent to add to Request Participants
you may need a condition to confirm your source field is not empty
this KB source describes how to construct the JSON for adding to Request Participants: https://support.atlassian.com/cloud-automation/docs/advanced-field-editing-using-json/#Multi-user-picker-custom-field
your rule would iterate over the values in the source, "Asset Owner" custom field to build the JSON
to identify the custom field for Request Participants, please use this KB source: https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/
finally, I recommend adding a Re-fetch Work Item Data action immediately after the trigger to reduce the chance of racetrack timing errors; that trigger can start a rule before all data is ready for use

Your final expression will likely look like this, where customfield_12345 is the Request Participants and customfield_67890 is your "Asset Owner":

{
  "update": {
    "customfield_12345": [
      {{#triggerIssue.customfield_67890.value}}
        {
          "add": {
            "id": "{{.}}"
          }
        } {{^last}}, {{/}}
      {{/}}
    ]
  }
}

Kind regards,
Bill

All comments

Arkadiusz Wroblewski

Hello @Marcel Jünge

First please specify, Which field Type are your ” Assets Owner "?

Marcel Jünge

Multi-user

Bill Sheboy

Hi @Marcel Jünge

You could use the Edit Work Item action with a dynamic JSON expression to add more Request Participants. For some additional details:

the rule actor needs to be someone who is an Agent to add to Request Participants
you may need a condition to confirm your source field is not empty
this KB source describes how to construct the JSON for adding to Request Participants: https://support.atlassian.com/cloud-automation/docs/advanced-field-editing-using-json/#Multi-user-picker-custom-field
your rule would iterate over the values in the source, "Asset Owner" custom field to build the JSON
to identify the custom field for Request Participants, please use this KB source: https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/
finally, I recommend adding a Re-fetch Work Item Data action immediately after the trigger to reduce the chance of racetrack timing errors; that trigger can start a rule before all data is ready for use

Your final expression will likely look like this, where customfield_12345 is the Request Participants and customfield_67890 is your "Asset Owner":

{
  "update": {
    "customfield_12345": [
      {{#triggerIssue.customfield_67890.value}}
        {
          "add": {
            "id": "{{.}}"
          }
        } {{^last}}, {{/}}
      {{/}}
    ]
  }
}

Kind regards,
Bill

Arkadiusz Wroblewski

@Bill Sheboy

Kind of I had feeling you will look Here. It looks like Automations summoning you 🤠😅

Arkadiusz Wroblewski

@Marcel Jünge

@Bill Sheboy already provided you good answer.

What you should remember branches on multiple issues run separately, so you shouldn't use branch to build the participant list on the request.

Keep the email inside the branch, but add the Request participants update outside the branch on the trigger issue.

Take advices from @Bill Sheboy and play a little with that.

Marcel Jünge

Hey, thanks for your answer.

I have a question: According to the JSON expression the participants field would get updated with the value of the field of the trigger issue..right?

Maybe i am misunderstanding this but i wanted the participants field to be updated with the asset owner field values. The asset owner field is not in the trigger issue (ITSM request) but in the "Look-Up" Jira issue in the other project.

Thx.

Bill Sheboy

Hi @Marcel Jünge

My example was from the trigger issue / work item, and you could certainly use another source...such as from a lookup, branching, etc.

I recommend testing to confirm you get what you want:

get the other work item which has the field
write the custom field value to the log to confirm it works as expected
pre-build that JSON with the updated source, storing it with Create Variable, perhaps named varJson
write the variable to the log to also confirm it is valid
use the variable name as the JSON to update your participants: {{varJson}}

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