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Create automation that links to Employee onboarding ticket

Xavion Morton November 7, 2023

I've been tasked to create an automation that links newly created tickets within a project (Project key: ITH) of a specific issue type (Service Request with Approvals) to the reporters past onboarding ticket which exists within a seperate service project (Project key: HO).

 

My idea wasn't much but this is what I started out with below. Pretty new to Jira automation and feel stuck. My main issue is figuring out how Jira automation would be capapble of dynamically identifying the reporters past onboarding issue and linking it to the trigger issue.

Any help would be appreciated.

Screenshot 2023-11-07 180231.png

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Stanley Duback
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November 7, 2023

Hey Xavion,

Can you explain a little more what you are trying to solve for? Is this for visibility on your end? Or externally? The use of organizations in this case may be a nice way for you to group this, however you could always set a condition on how you want to identify issues, if you condition was a JQL you can set it for "Reporter = User" and then it will pull all issues that are under that user and link the new one to it.

Xavion Morton November 8, 2023

Internal visibility. Basically the moment a ticket with a specific issue type is created I would like it to link to their Onboarding ticket.

For example, lets say Mike submits a request for Adobe access, when the ticket is created his Adobe request ticket will link to his Onboarding ticket that was created 3 months ago when he had joined the company.

This way when IT has to Offboard mike one day, we'll know all the accesses he was given at a glance (instead of searching for them) since he had to get approved for them first.

Stanley Duback
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November 8, 2023

I tried to solve for this this way, when issue is created and in my environment, I just tested it used the issue type of "Task"

Then I used branching to establish the smart value in the automation for {{Issue.reporter}} Then action > Lookup Issues, and then action link issue to {{lookupissues}}

This automation fails however due to when looking up all the issues the reporter is linked to it then tries to link them. So you would have to find a way to narrow down your filter for value down to one.

This could be done by using a label as long as the reporter of a ticket only had one label on one ticket. I believe the lookupissues function can also be set so it does not return more than one result but you still have to have a mechanism to order the results or find the specific ticket that you want linked.

 jira reporter link.png

At the end of the testing I did for automation, I think you need to narrow down the scope of what you are looking for, maybe if you have more variables at play or a different way to tag the starter ticket to be able to call the single issue you want it to link to it could work out. Alternatively, you can always earch a JQL for [Issuetype = "Service Request with approvals" AND reporter = Mike]

Adeoluwa Balogun
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May 14, 2024

@Xavion Morton  were you able to figure this out? I need help with this too

Xavion Morton May 23, 2024

@Adeoluwa Balogun 

 

I was indeed able to figure out, especially thanks to @Stanley Duback for pointing me in the right direction.

My current setup is screenshot below and satisfied the requirements that my team was looking for. 

Also works if you change the trigger to (Create Issue).

Jira_example.png

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