Starting an automation but only when a specific field has a specific value

[Lance Shaw]

I have 2 projects.  When a ticket is raised in project1, a ticket is auto created in project2 and added as a linked item. the project 2 ticket is only created and linked if a specific field has a specific value.

The issue us that project 1 is used for other tickets also and we are nearing our monthly quota for executions.

Ideally, I only want the automation rule to run is a specific field has a specific value. (for some reason I cannot add a screenshot).

The rule starts off with 'When: Issue created' so it runs every time

Any ideas would be appreciated.

[Bill Sheboy · Accepted solution]

Hi @Lance Shaw 

From what you described, I suspect you are running this as a global/multi-project scope, rather than a single project scope rule.  Is that correct?

If so, you can do what you need with a project scope rule, eliminating the need to use up your rule execution limit for global rules.

For example:

• trigger: issue created
• action: re-fetch issue (This can help to slow the rule and reload the data.  Sometimes the issue created trigger runs too fast.)
• action: create a new issue, selecting the other project
  • set the fields as you need, perhaps copying from the trigger issue
  • to link the uses, use the advanced edit with JSON, such as this

{ "update": {
    "issuelinks": [
      {
        "add": {
          "type": {
            "name": "Relates"
          },
          "outwardIssue": {
            "key": "{{issue.key}}"
          }
        }
      }
    ]
  }
} 

Kind regards,
Bill

[Lance Shaw]

Thanks for that Bill. This works without using the execution limit. Struggling with the second part though.

The status of project1 updates and I need to update the status of a linked issue for project 2 to the same status.

I've started it with Issue Transitioned and then use a Branch Rule/related issues object and then a JQL statement of 'project = project2', but as this Rule is in project 1 it does not seem to see project 2. In the audit log, it shows 'No related issues could be found'

any pointers please

Regards Lance

[Bill Sheboy]

A project-scope rule cannot transition (or make any edits) to issues in another project directly.

You would need to use a global/multi-project scope rule to do so...and that will be impacted by the limits of your Jira Cloud license level.  In general, I suspect such a rule would viable for a Premium license, as it can have a lot more global rule runs per month.  For other levels you could quickly run out of your limits.

One possible work-around is to have the project-scope rule make the transition by calling the REST API method: https://developer.atlassian.com/cloud/jira/platform/rest/v3/api-group-issues/#api-rest-api-3-issue-issueidorkey-transitions-post

If you want to try that, here is a how-to article for calling the REST API from a rule: https://community.atlassian.com/t5/Jira-articles/Automation-for-Jira-Send-web-request-using-Jira-REST-API/ba-p/1443828

[Rilwan Ahmed]

Hi @Lance Shaw ,

Welcome to the community !!

The automation rule will trigger for every ticket created irrespective of conditions, but it wont create a new ticket until the given condition is met.
We cannot make rule to run when only particular ticket is created.

[Lance Shaw]

Hi Rilwan

Is there not a conditional trigger or some JQL that would allow this?

[Rilwan Ahmed]

Hi @Lance Shaw 

You can try creating new rule as below

Trigger == Issue created
New condition == Issue fields condition, select labels field and the value required.
New Action == Create issue

 

Please note: The rule will for all tickets created, but linked issue will be created only when the condition given is met.

[Lance Shaw]

Hi Rilwan

Will that not still run every time an issue is created?

I'm looking at using a schedule trigger to run maybe every 2 hours and then proceed with creating a new ticket if the condition of the schedule is true.

So we can have up to 100 tickets a day created and at present, that will run the rule 100 times.  If we have a schedule for every 2 hours then this will only be 12 times.

Our monthly execution is set to 500 so just this one rule could exceed that value in a week as it's currently set

[Rilwan Ahmed]

Hi @Lance Shaw 

1. Will that not still run every time an issue is created? 
-- Yes, it will run. But it will not impact anything unless you have 100s ticket created in very short time like 1-5 minutes. 

2. You can. Use Scheduled trigger and JQL can be 
created >= -2h and labels = 'sample-space'.  Modify the JQL as required for you. 

[Tara Mullen-Boustiha]

Hi Lance,

Could you try using the trigger "field value changed"?

[Lance Shaw]

Hi Tara

The issue is the field holds the value when the ticket is created.

Also the field in question is called label and a label is added at various parts of the tickets life so each time a label is added, then the rule will still run

[Lance Shaw]