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Assigning subtasks based on the selection from a user select field

Marcus Burnett

We have a Jira space where the project lead wants the structure of the space to be "create a parent issue, with multiple subtasks, where the subtasks are assigned to users that are selected during the creation of the parent issue."

However, these users will be different each time a new Work Item (parent issue) is created within the space.

I hoped that I would be able to create an automation that looked at the user select field (a custom field created for the project) and then looped to create a subtask for each user selected from the drop downs, e.g. if the project lead selected 3 users from the custom field drop down, then 3 subtasks would be created, one for each user.

I tried a few different automations, but the closest I could get was where the automation created the requested number of subtasks under the parent issue, but was then assigning the parent issue to the first user selected from the custom field drop down and leaving the subtasks unassigned (see screenshot for automation)

It feels like it should be possible but I just can't seem to get over the last hurdle. Has anyone had a similar build or issue where they might be able to give some help/advice? Thanks

Accepted answers

All comments

Narek Pirumyan

You’re almost there — the loop is creating the subtasks, but the Assign action is still running against the parent. Automation treats the trigger issue as “current” unless you set assignee on the create, or you branch onto the new subtask.

Use Advanced branching (For each), not a related-issues branch.

Rule

Trigger: Issue created
Condition: Issue type is your parent type (so the subtasks you create don’t bounce back into the same rule).
For each:
Smart value: {{issue.customfield_XXXXX}}
Variable: selectedUser
(use the custom field id, not the name)
Inside that branch — Create issue (not “Assign issue” on the parent):
- Type: Sub-task
- Parent: current issue
- Assignee: {{selectedUser.accountId}}
- Summary: whatever you want, e.g. Review - {{selectedUser.displayName}}

If the Create sub-task action in your site doesn’t have Assignee, keep the same For each and after Create add For most recently created issue → Assign issue → {{selectedUser.accountId}}. Don’t put Assign on the main trunk.

3 users in the picker → 3 branches → 3 subtasks, each with its own assignee. Parent stays whoever created it.

Quick check: the field must be a multi-user picker. A single-user field will only ever give you one value.

Marcus Burnett

Thanks for your reply. Unfortunately, these were the same guidelines I received when I tried to use AI for help. That configuration is what I had in my original screenshot, which results in the automation showing the below error;

When trying to follow the workaround, of adding 'For most recently created issue → Assign issue → {{selectedUser.accountId}}' I can't see any option to select 'For most recently created issue'. I presume this is a condition? Please can you advise which condition I need to select? Thanks

Narek Pirumyan

Hi @Marcus Burnett

So the subtask is created, but Assignee on the Create action is being droppe.

Before moving forward can you quickly check if the assignee field is present in the subtasks create and edit screen?

Try to skip the Assignee field on the Create form. In the same Create work item action, open More options → Additional fields, and set it with smart values:

{
  "fields": {
    "assignee": {
      "id": "{{selectedUser.accountId}}"
    }
  }
}

It should look like this:

That usually sticks even when the normal Assignee picker gets ignored.

Regards,
Narek

Lucija Maric

Hi Marcus,

based on the error you're getting, I'd suggest checking whether the Assignee field is available on the sub-task creation screen.

Go to your project settings and check the configuration of the sub-task create screen. If the Assignee field is missing, try adding it and then check whether you're able to set the assignee directly in the Create sub-task automation action.

Hopefully, this helps! 🙂

Marcus Burnett

@Narek Pirumyan this was also recommended to me by AI and returns the same error message that I shared before, even though I had removed the assignee field before using the 'Additional fields' field.

I would like to try the workaround that utilises the 'For most recently created issue' condition, that I mentioned in my last comment. Please can you advise on how I can set that up? Thanks

Marcus Burnett

@Lucija Maric Thanks for the reply. I've checked in Spaces/Project Settings/Work Items/Types/ and selected Sub-task, which brought up 'Configuration for Sub-task' and Assignee was already on this list. Unless there is somewhere else I need to check for this?

Arkadiusz Wroblewski

Hello @Marcus Burnett

Problems are nested branches, so you will probably need a second flow.

Your existing rule creates each subtask and stores {{loopUser.accountId}} in a temporary text field.
A second rule triggers when a subtask is created and assigns the subtask to the account ID stored in that field.

Branch automation flows to perform actions on related work items | Cloud automation Cloud | Atlassian Support

Cheers,

Arek🤠🧙‍♂️

Marcus Burnett

Hi @Arkadiusz Wroblewski

Thank you for the further info. I've had a read through the link you provided and attempted to test this 2 automation setup, but perhaps I've misunderstood something, as my 2nd automation is showing 'no actions performed' in the audit trail. Please can you help clarify how the 2 automations should be configured?

I have my initial automation rule still in place, but have removed the config for trying to complete the assignee (unless I need to include something here?)
I have created a 2nd automation which is very basic and just says
1. flow run when work item created
2. Issue Type equals Sub-task
3. Edit assignee with {{selectedUser.accountId}} (changed the wording from loopUser to selectedUser)

Any thoughts?

Thanks

Lucija Maric

Thanks for checking that, @Marcus Burnett

Since the Assignee field is already available, I'd suggest setting the assignee directly in the Create work item action, rather than using a separate Edit work item action afterward.

Inside your advanced branch, go to Create work item → More options → Additional fields and try adding the following JSON:

{
  "fields": {
    "assignee": {
      "id": "{{loopUser.accountId}}"
    }
  }
}

This should assign each newly created sub-task to the corresponding user from your multi-user picker field.

Cheers,
Lucija

Narek Pirumyan

Hi @Marcus Burnett challenge accepted, give me a minute to reproduce it 😂😂😂

Arkadiusz Wroblewski

{{selectedUser.accountId}} exists only in Rule 1’s loop, so Rule 2 can’t access it. Save each user's account ID in a temporary text field on the new subtask, then use {{issue.customfield_XXXXX}} in Rule 2 to set the assignee. Enable Allow rule trigger in Rule 2 so Jira runs it when another automation creates the subtask.

https://support.atlassian.com/automation/kb/rules-dont-get-triggered-if-the-trigger-came-from-another-rule/

If you're still seeing "No actions performed," could you please share the expanded audit log? I'd be happy to check whether the Sub-task condition is passing.

Narek Pirumyan

Hi Marcus,

I reproduced your exact setup on a test site and got it working end-to-end — one parent Task with a multi-user picker, and the rule creating one Sub-task per selected user, each correctly assigned.

Working rule shape:

Trigger: Work item created
Condition: Issue Type = Task (so it doesn’t re-fire on the sub-tasks it creates)
Branch: Advanced branching / For each
- Smart value: {{issue.customfield_XXXXX}} (your multi-user picker field id)
- Variable name: selectedUser
Action (inside the branch): Create Sub-task
- Summary: e.g. Review - {{selectedUser.displayName}}
- Parent: Current issue
- Additional fields: the JSON below (do not set Assignee in the normal fields list)

{
  "fields": {
    "assignee": {
      "id": "{{selectedUser.accountId}}"
    }
  }
}

You do not need “For most recently created issue” for this pattern — Create sits inside the For each branch, so each iteration creates and assigns in one step.