Manual trigger automation rule to create multiple subtasks

[Arkadiusz Alicki]

Hi,

We need to have manual automation rule for creating subtasks. For example, when we receive ticket that employee leaves our company, there is a bunch of different systems where we need to revoke access. (and same situation when we onboard someone)

I'd like to create manual trigger where I can indicate user email, needed systems and type of action (OFF systems / ON systems). 

Then, depending on how many systems I will pick, x subtasks will be created with following title: "{{systemName}} {{actionType}} for {{userEmail}}" 

Firstly, I tried to loop through checkboxes and then create needed subtasks if checkbox value is true - but I can't make it work with advanced branching rules. 

I also found out that we can only prompt user with form with max 10 fields, and we have much more than 10 systems. 

As a workaround i thought user prompt may look like that:

1. User Email - text field
2. Type of action - dropdown field
3. System 1 - checkbox
4. System 2 - checkbox
5. System 3 - checkbox
6. System 4 - checkbox
7. System 5 - checkbox
8. System 6 - checkbox
9. System 7 - checkbox
10. Additional systems - text field

And in 10th additional field, i would input systems separated with space, and based on that field I could somehow create a list to iterate through and create subtasks? 

Thank You in advance for Your help ! 

Here's my rule and output: 

[Arkadiusz Alicki]

It looks like {{userInputs.systems.split(",")}} works properly. Thank You all for Your help ! 

[Trudy Claspill]

I'm glad my suggestion helped address your need.

Please consider clicking the Accept Answer button above my response thread to mark your Question as Solved.

[Trudy Claspill]

Hello @Arkadiusz Alicki 

Have you considered instead adding all those prompts as fields in the primary issue? Have your agents add the information to the primary issue, then they can trigger the automation and it can reference the fields rather than prompting them for the information.

Another possibility would be to use a single Text prompt for the Systems and ask you agents to enter a comma separated list of pre-defined codes. Then use an Advanced Branch and the split() function to iterate over the comma separated list to generate a subtask for each value in the list. 

https://support.atlassian.com/cloud-automation/docs/jira-smart-values-text-fields/#split-String-separator-

[Arkadiusz Alicki]

Hi! Yes, we considered adding those values as fields in primary issue - the problem is that customers often choose various types of requests, and we don't want to add those fields to all tickets. 

I like the idea of comma separated values in single Text field. I'll try to implement this, thanks ! 

[Valerie Knapp]

Hi @Arkadiusz Alicki , thanks for your post.

I am doing something similar for onboarding, where people say in the onboarding ticket what items need to be ordered, they indicate in the check box the items and then I am creating a subtask for each 

This is working for us. You are saying there is some limitation to use this approach. Please can you explain this?

Best wishes

[Arkadiusz Alicki]

Hi, there is an limitation when using manual trigger. With manual trigger, there is limitation to max 10 fields: 

In Your case, customer is indicating which systems need to be added / removed. In our case we want agents to add it manually, but faster than typing every subtask. 

[Valerie Knapp]

Hi @Arkadiusz Alicki , thanks for your feedback. Another possibility could be to use the scheduled trigger, for example, to run in the following day the rule to create the task / subtask structure. What do you think? Could that work?