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Creating linked subtasks with automation

Hi,

 

I have a question and I have not yet found the 'ideal' solution.

My usecase is as follows:

When an onboarding story is created (so we have a new employee who will start), I want to start a chain of (sub)tasks related to the issue. I don't want to create all things that should be done at once. For instance, some processes should only start once the contract has been signed for instance.

Ideally I want to create an automation in which subtasks are created (because these are easily linked to the original onboarding request with the details of the employee), but once a certain subtask is finished, only then should others be created.

What I have done so far is create an automation based on the trigger that an onboarding request is made. This creates a few tasks. Then I have another automation rule, which kicks in once a task transitions to done and the summary equals the 'last' task of the first automation rule. Then a load of other tasks is created. And I have another automation rule which kicks in once one of the tasks of the second rule is transitioned to done, and this also creates a few tasks.

This approach kinda works, but the problem I'm having is that all these tasks created in the second and third automation rule, are not connected to the onboarding request. I link them to the 'trigger issue', but thats the tasks which triggers.

Is there a better way to implement what I want?

If anything is not clear, please let me know and I'll try to clarify.

2 answers

1 vote

Hi @Jelmer Dijkstra 

If you want to follow an order in which activities should be done then I believe the best way would be to rely on the workflow to trigger those sub task creation.

Open > stage 1 > stage 2 > stage 3 and so on

That's the whole point of having a workflow, to follow a processes. Imagine when the issue is move to the next stage then you can create relevant sub-tasks and assign to someone. Good thing about workflow is that you can control lot of things using conditions, validators and post functions.

I hope it helps.

Ravi

Thanks, so I got those confused. I'll adjust the workflow!

Hi, @Jelmer Dijkstra. Welcome to the Community!

In your case, it'll be helpful to use a third-party application that allows you to optimize and automize repetitive process creating. Take a look at Business Process Manager (BPM) for Jira Cloud.

It works to organize the Business Process like Onboarding as a Template for future issues assigned to specific people.

bpm edit template.png

Step-by-step, it looks like:

  1. Creating a new process template or using predefined.
  2. In the new Template, organize Steps and Groups.
  3. For each step, add a custom form using a simple form builder, instructions, checklists, etc.
  4. Select an assignee for each step, due date, and project where the issue should create
  5. Add Approvers for steps that need to be Approved or Rejected
  6. Add Process Blocker if the following tasks should be created only after all the previous ones have been completed

More features: scheduled repetitive start, start by Jira Automaton, Restrictions, Set up form as Quiz, Real-time monitoring.

It's developed by my team, so if you have any questions, be free to ask.

Regards

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