automation: tasks and subtasks creation

[Martin Kovalcik]

Hi,

I need to create tasks and subtasks of these tasks by using automation when the user creates epic.

I was able to create tasks in epic, but I don't know how to create subtasks in these tasks.

Any help?

[Kalin U · Accepted solution]

Hi, Martin.

You can accomplish the creation of tasks and sub-tasks to a single epic in a single automation rule by using the branch component "For Most recently created issue.

Make sure to set the field "Epic Link" for tasks to the parent Epic. Sub-tasks are linked to tasks only, not to epics.

Here is a visual representation of an actual rule that creates tasks and subtasks to a newly created epic:

[Sergei Gridnevskii]

What if he is in a big organization and someone creates another issue at exactly same time?

[Kalin U]

Good point. I would try with "For Current issue" instead of "Most recently created issue".

[Martin Kovalcik]

@Kalin U 

how will it look (I mean those branches), when I need to create more than one task in epic?

[Kalin U]

The rule structure I use is the following:

1. If it is an epic,

2. then create task 1 and edit field Epic Link to "Copy from Current issue",

2.1. then branch on task 1 - create sub-task 1a, sub-task 1b, etc.

3. Then create task 2 and edit field Epic Link to "Copy from Current issue",

3.1. then branch on task 2 - create sub-task 2a, sub-task 2b, etc.

Here is an example of points 3 and 3.1:

[Sergei Gridnevskii]

You see it becomes more and more complex and I hate rules that do not fit on one screen.

Splitting rule to several rules makes it much more easier to support. And I think atlassian loves it because it has to run a rule on one server while it can run 10 rules on 10 different servers in cloud and finish the whole task 10 times faster.

[Martin Kovalcik]

@Kalin U 

your idea worked for me, but only when I used "Most recently created issue" for branches.

When I used "Current issue", the subtasks were created under epic and not under tasks created in epic.

[Sylvain Martin-Faltot · Accepted solution]

Hello Martin, 

My approch on your problem would be to create a second automation that triggers on the creation of a task and make sub-task here.

Have a good day.

[Sergei Gridnevskii · Accepted solution]

If you use Automation for Jira - you need second rule that will trigger on issue creation. Check summary and create subtasks.

[Martin Kovalcik]

Thanx for quick response @Sergei Gridnevskii 

But how do I distinguish in the second rule whether the task that was created was created by automation or by the user?

[Sergei Gridnevskii]

Well the easiest way - by comparing the Summary of the ticket with a predefined string. This of course make it possible that someone uses this string and triggers your rule - but you may be creative, e.g. by using something like 

[Autotask785] Check server logs

and then search for [Autotask785] in Summary

If you do not like it - create a custom field like a checkbox "Automation" and fill it when you create tasks. In second rule check if it is empty and continue if not.

[Marcin Szymkowiak]

You can also use a different field for that. 

Labels for example or even a custom field. 

[Martin Kovalcik]

I found this option as well:

[Martin Kovalcik]

I like the idea of triggering another rule for subtasks creation.

I managed to do it by one rule only, so it is triggered by itself.