Best practice repeating tasks with Automation

Tobias April 24, 2023

Hello together, 

I am currently thinking about how to deal with repetitive tasks in project management. I set up a workflow for my project management and now want my team leads to give some kind of status report at 3 status states ("In Progress", "Waiting", "Customizing"). Therefore I set up everytime the same transition (had to create it 3 times because reusing seems not to be possible because it leads back to the status itself). 

So therefore my team leads have to use the transition "Create status report" which shows a screen to put in the values. 

Now I want them to renew it by an interval of 14 days (so every to weeks).

How can I do this with automation? 

I thought about the following: 
- 2 rules 

  1. Workflow Trigger "In Progress" --> "In Progress" 
    Set Flag --> Unmarked
    Set Date --> {{now.plusDays(7)}}
  2. Workflow Trigger "Cron" (every Day)
    JQL --> If Date = startOfday --> Edit fields "Flag" --> Marked --> Send Mail "Pls update status report"

So this would be the idea which I am currently thinking about. Perhaps it is possible to make the rules more efficient.

Best 

Tobias

2 answers

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Bill Sheboy
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April 30, 2023

Hi @Tobias 

Have you considered the idea of creating saved filters for the relevant issues, and then using subscriptions to remind the team leaders to create any reporting?  That seems a simple approach to solve what you have described.

Kind regards,
Bill

Tobias May 2, 2023

Hi @Bill Sheboy 

using saved filters is an known method, but what do you mean with subscriptions? 

Thank you in advance, 

Best 

Tobias

Bill Sheboy
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May 2, 2023

After saving a filter with a name, users can subscribe to it, choosing the cadence for it to send an email of the results.  This option is available from your list of filters. 

Please look here for more information on doing that: https://support.atlassian.com/jira-software-cloud/docs/work-with-search-results/#Workingwithsearchresults-subscribeSubscribetosearchresults

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Tony Langlet
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April 27, 2023

Hi @Tobias 

One way would be to create a workflow with a status called something like Report (in my picture reported). When an issue has been in one of the statuses In progress/Waiting/ Customizing for X amount of time the issue is being transitioned (automatically by automations) to Report. 

The team leads will now have their issue in a status Report where they're required to create a status report through the Screen added to the transition before continue (transition conditions/validations on the worfklow can be applied here).

You can apply automations to add comments/send mails/send teams messages after x amount of time when an issue is in the status Report as well.

2023-04-27 09_37_21-Edit — Demo - Jira.png

A workflow that I'm using to see how long an issue has been in the status is the following

I create a current date difference variable for the current status of a ticket and if it matches the conditions I take action on the issue.

2023-04-27 09_48_42-Automation - Jira.png

 

If my solution didn't solve yours completely I hope you were able to take something from it. 

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