In our organisation we have it setup so each business area has a project and under that project each team has a board.
I'm trying to work out how I create an automation for a single board so I don't impact the other teams in our business area. For example I may want to create a set of subtasks for each story created by a member of the team.
Has anyone managed to do this?
I could list each member of the team but it's not very future proof and also some of out Product owners work across multiple teams so it would make it difficult if they are creating stories for another team that doesn't need the same automations.
Hope this makes sense!
Unfortunately, Automation Rules in Jira are configured against specific Projects, not Boards. The solution here is simply going to have to accommodate that.
Based on the Filters you shared for your Boards, it looks like each filter is for a single Project. So that aligns well with each Rule being configured for a single Project.
You'll probably want to use Conditionals with JQL to replicate the Board Filter for that Project. I see your Filters use functions and fields that aren't supported by automation, so JQL is the only way to put your Filter logic into the Rule.
I'd recommend starting with really simple Rules initially, even if that means several Rules to manage for a short while. Then look for opportunities later to combine them to minimize maintenance.
(The combination of Rule Trigger and Board Filter will likely drive Rules that can be combined. Combined Rules might also be able to make good use of "if/else block" conditionals. But again, consider postponing this effort.)
Take a look also at the "User Conditional" with the "Check to perform" field set to "is in role". That might help to group users, or identify Product Owners, etc, depending on how you define your Roles. This might really help manage your user complexity.
As an alternative, you could instead define new User Groups. If multiple Rules might apply to the same groups of users, that might help prevent having to code users directly into the Rules. But remembering to update a User Group may be an extra burden.
Hope some of these ideas will help!
Two more ideas to try:
for the two boards I'm looking at they have been setup with two different queries;
project = XXX AND issuekey in portfolioChildIssuesOf(XXX-9758) ORDER BY Rank
project = XXX AND "Team[Team]" = 28 ORDER BY Rank
I've tried entering these queries when setting up the automation and they validate but then once activated and a new issue created the automation works on both boards which is not what I want to happen. I'm hoping to set automations specific to each board.
Really appreciate you taking the time to help me :)