Mapping JPD idea fields → Jira delivery fields using automations

[#1]

Currently when a Jira delivery is created, only the JPD idea’s Summary and Description are copied to the delivery out-of-the-box.

This Article provides different automation rules to copy and map each JPD standard field-types → Jira delivery fields. Below are rules we’ve found easiest to configure.

There are multiple ways of copying and mapping idea fields → delivery fields via automation. We’d love to hear in the comments how Community is managing this today!

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References and related pages:

• Jira Cloud automation
• How to find any custom field's IDs
• Smart values - JSON functions
• String processing methods

Some things to note when configuring these automations:

• When mapping fields from idea → delivery, it’s best practice the JPD and Jira field-types match. It is sometimes possible to map different field-types, but the automation could experience errors

• When mapping the idea's value(s) → delivery field, the automation should reference the Destination issue - which is the JPD idea in these cases

• When deciding on the Scope of the automation, the Rule details should identify both the JPD and Jira projects. The automation's Scope should be configured to either:

  • Global (to apply to all projects)

  • Multiple projects (select both the JPD and Jira projects)

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Checkbox:

A custom field that stores boolean values as 0 (unchecked) or 1 (checked).

This field-type is only available for JPD, and since these only store a value of 0 or 1 - mapping this field-type to a delivery is not something we’ve seen a lot of customers configure.

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Date:

Jira dates follow a specific date (and time) formatting like:

"YYYY-MM-DD"

JPD dates follow a range formatting like:

"{\"start\":\"YYYY-MM-DD\",\"end\":\"YYYY-MM-DD\"}"

Due to the formatting differences, a combination of string processing + smart values can be used to extract the idea's date, and map it to the delivery's date.

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → Select delivery's date-field → SET value:

{{destinationIssue.customfield_JPDDD.substringBetween("\"start\":\"","\",\"end\"")}}

• customfield_JPDDD = idea's date-field ID

Limitation:

JPD date-fields can range between a day, month, or quarter. Jira date-fields are limited to a specific date.

This automation will only work as expected when a specific day is selected in the idea's date-field.

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Hyperlink:

Copy idea's hyperlink-field → delivery's URL-field (or short-text field).

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery's URL-field → COPY idea's hyperlink-field from "Destination Issue"

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Multi-select:

Copy idea's multi-select (checkboxes) field → delivery's checkboxes-field (or select-list (multiple choices) field).

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery's checkbox-field → COPY idea's checkbox-field from "Destination Issue"

Limitation:

Automations out-of-the-box cannot create new values (aka options), so these need to exist within your Jira field's context for this automation to work as expected.

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Numbers:

Copy idea's number-field → delivery's number-field.

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery's number-field → COPY idea's number-field from "Destination Issue"

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People:

Copy idea's Assignee → delivery's Assignee.

Detail of the Assignee rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery's Assignee field → SET value:

{{destinationIssue.assignee}}

Copy idea's people-field → delivery's User Picker (single user) field.

Detail of the User Picker (single user) rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery's user-field → SET value:

{{destinationIssue.customfield_JPDDD.accountId}}

• customfield_JPDDD = idea's people-field ID

Limitation:

As mentioned in this page, JPD people-fields are not supported with automations, but smart values like the ones shared above can be used to copy and map users.

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Rating:

A custom field that stores numbers (1-5), and uses a rating representation to display.

This field-type is only available for JPD. In theory it's possible to map this to a number-field, but not something we’ve seen a lot of customers configure.

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Select:

Copy idea's select-field → delivery's select-list (single choice) field.

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery's select-list (single choice) field → COPY idea's select-field from "Destination Issue"

Limitation:

Automations out-of-the-box cannot create new values (aka options), so these need to exist within your Jira field's context for this automation to work as expected.

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Short text:

Copy idea's short-text field → delivery's text-field (single line).

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → select delivery text-field → COPY idea's short-text field from "Destination Issue"

Limitation:

Max of 255 characters for both.

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Slider:

A custom field that stores numbers (1-100), and uses a slider representation to display and edit the value.

This field-type is only available for JPD. Since this field-type displays a number, it can be mapped to a delivery's number-field.

Detail of the rule:

When: Issue linked → Link Types = "Polaris issue link" 

Then: Edit issue → More options → Additional fields:

{
"fields": {
"customfield_JIRAA": {{destinationIssue.customfield_JPDDD}}
}
}

• customfield_JIRAA = delivery's number-field ID
• customfield_JPDDD = idea's slider-field ID

[Bill Sheboy]

Hi @Nick Haller 

Thanks for putting this information in one place!

Yes, and...for the list:

Custom formula fields are dynamic, and I do not believe they can be copied with rules.  In some cases, the calculation could be recreated using rule logic for assignment to "delivery fields" outside of JPD ideas.

People fields are sort-of supported, such as with the accountId attribute.  Although the emailAddress attribute is not supported for team-managed projects (TMP) or JPD in rules.

Kind regards,
Bill

[Mart Postma]

Hi @Nick Haller - thanks a lot for this overview, very helpful.

One question however, as we are one of the few who would like to use the checkbox field in an automation rule...

I'm trying to set the checkbox field in an "Edit issue" block by using advanced edit, like this:

{
 "fields": {
  "customfield_10209": {
   "value": "0"
  }
 }
}

 But this returns the following error in the audit log:

"Specify a number for the custom field (below 100,000,000,000,000) (customfield_10209)"

So I played around a little bit with the JSON to set the field, but none of the following JSON bodies did the trick either. Examples:

Using the JSON boolean value to configure the checkbox to FALSE:

{
 "fields": {
  "customfield_10209": {
   "value": false
  }
 }
}

or don't use double quotes for the value:

{
 "fields": {
  "customfield_10209": {
   "value": 0
  }
 }
}

So, not sure if I'm missing something, but I would greatly appreciate your help on how to still configure this field in an automation rule just used within the JPD project.

Thanks!

[Mart Postma]

Hi @Nick Haller - found the answer to my question above thanks to the JPD support team.

Posting it here for others who would like to use the field in Automation rules (JPD project only).

{
 "fields": {
   "customfield_10209": 0
  }
}

Note that the checkbox custom field doesn't need the "value" attribute.

If you would like to set the checkbox to true, simply change the value to 1 instead of 0.

That's all :)