How to create an automation rule that searches for current issues in other projects to then link

[Ellen Gruebbeling]

Hello! 

I am looking to create an Automation rule that would search our Jira instance when a new issue is created in one project (Project 123) to already existing issues in another project (Project 456) and vice versa. However, the issues in neither project will be trigger issues for that other project when the new issue is created and there will be no previous connection prior to them being linked (they are not parent issues/subtasks, etc.). 

For example, if a new issue is created in Project 123, and based on the values in two separate fields (field A and B), if there is an issue(s) in Project 456 that has values in both of these two fields that match the issue created in Project 123, it would link the two issues via automation. Conversely, if an issue was created in Project 456 that has values in the same two separate fields (field A and field B) that the system searches and recognizes as matching on an issue in Project 123, it would automatically link the two issues. 

I started creating an automation rule to accomplish the goal of when an issue is created in either project, it searches our Jira instance in the other project (depending upon the project where the issue was initially created) to determine if there is an issue that has these matching fields that the system would then recognize and then automatically create a link between the two issues. Therefore, when a new issue is created, it recognizes if there is a related issue that should be linked based on these fields/criteria and links the new issues to any applicable issues (based on the fields/criteria). 

There can be instances where an issue is created in one project that would have matching fields with more than one issue in the other project. Ideally, the automation rule would be set up to identify all of these corresponding issues with the matching fields and link the new issues to all of these corresponding issues automatically. For example, if a new issue is created in Project 123 that has a value in field a and field b that match multiple issues in Project 456, it would automatically link the new issue in Project 123 to all of those matching issues recognized in Project 456.

I set the initial draft automation rule to trigger when an issue is created. I included the initial issue fields condition of being in Project 456 and the "issue type is one of" of the issue types that could be possibly connected to Project 123 that would be created in Project 456.  I then selected the "Then" option to "Look up issues" searching for issues using JQL where the project = Project 123 and the "issue type =" to include all issues types applicable to the other linked project. 

Where I am encountering issues configuring the automation rule is determining how to set up the JQL to recognize new issues in either/both projects that are created where Field A and Field B are the same in each project to be recognized to then link the issues to the corresponding issue in the other project. Both Fields A and B are custom fields created using Assets Objects and there are several options for each Assets field. The value in fields A and B will likely differ for the new items created in each project and will need to be recognized/searched each time a new issue is created to determine if there is a matching issue in the other project. Would the rule need to be set up to account for any/all combinations of values that could be selected on the new issue to determine if there is a corresponding issue in the other project that should be linked upon issue creation? How would the rule account for the AQL values in Assets? Would the rule need to be set up to account for newly created issues in each project such that there would be two separate automation triggers to account for new issues being created in each project?

Any recommendations to how this automation rule could be configured and this automated linking could be accomplished would be greatly appreciated! Thank you!

[Trudy Claspill]

Hello @Ellen Gruebbeling 

Can you clarify some points for me?

Custom fields A and B are both Asset Objects fields, is that correct?

And both fields support selecting multiple Assets for the field, is that correct?

And there needs to be a match between both Field A and Field B between the issues in the two projects, is that correct?

And do the selections in the fields, between the projects, need to match exactly? Example

Project 123
- New Issue 123-1
-- Field A values: A1, A2, A3
-- Field B values: B1, B2, B3

...would "match" an issue from Project 456 only if the issue in Project 456 was set identically:

Project 456
- Existing Issue 456-1
-- Field A values: A1, A2, A3
-- Field B values: B1, B2, B3

It would not match to the following issue:

Project 456
- Existing Issue 456-2
-- Field A values: A1
-- Field B values: B2

Or should it match when any of the values in Field A and any of the values in Field B are contained in an issue in Project 456? In this case the following issues would be a match:

Project 123
- New Issue 123-1
-- Field A values: A1, A2, A3
-- Field B values: B1, B2, B3

Matches to:

Project 456
- Existing Issue 456-1
-- Field A values: A1, A2, A3
-- Field B values: B1, B2, B3

Project 456
- Existing Issue 456-2
-- Field A values: A1
-- Field B values: B2

Project 456
- Existing Issue 456-3
-- Field A values: A1, A5
-- Field B values: B2, B7