Automation rule to set an Epics field value based on information from its issues

[Kasper Sørensen]

On my Roadmap Plan all issues with the Team field set to "Team X" shows up.

Here's what I'm trying to do:

• I wish Epics to show if any of the issues in that Epic, has a team field that equals "Team X"
• I don't want to show Epics in the plan if none of its issues have a Team field that equals "Team X"

I can manage this manually by setting the Epics Team field to "Team X" or clearing that field value. However, this is a bit unreliable.

My logic tells me I should be able to use an Automation rule here to check for a true/false statement.

• If any of the issues in a given Epic has Team field value = "Team X", set the Epics Team field to "Team X"
• If none of a given Epics issues has a Team field value = "Team X", clear the Epics Team field

Does this make sense, is it a good way to go about it, and if so, how would I create an automation rule to do this?

[Trudy Claspill]

Hello @Kasper Sørensen 

You should be able  to set the Team field, as per this other community post.

https://community.atlassian.com/t5/Jira-Software-questions/Is-it-possible-to-edit-the-quot-Team-quot-field-through-Jira/qaq-p/1648833

I haven't worked out exactly how you would set up the conditional logic about when to set it and when to clear it.

[Bill Sheboy]

Hi @Kasper Sørensen and @Trudy Claspill 

How about this:

• use LookupIssues with JQL where the epic link is the target and team is "Team X"
• When {{lookupIssues.size|0}} is greater than 0 set the epic's team to match
• Otherwise, clear the epic's team

Best regards,

Bill

[Kasper Sørensen]

@Bill Sheboy Thank for your answer. Some new things for me here :-).

I hope you can help explain it in a bit more detail. I have come this far

1. When: Value changes for Team field
2. Then: Lookup issues {{lookupIssues.size|0}}

I'm uncertain if I should use an if statement, and if so, how I would do it.

[Bill Sheboy]

Hi, and sorry I was not more clear on the approach.  Please take a look at this documentation for Lookup Issues: https://support.atlassian.com/jira-software-cloud/docs/smart-values-general/#Smartvaluesgeneral---lookupIssues--

This action uses JQL to gather a set of issues.  You wanted to find issues for an epic where the team is "Team-X", so the flow would be something like the following.  Please adjust based upon your actual fields, team name, etc.

• trigger: when value changes for Team
• condition: issue type is epic
• action: lookup issues with JQL of: "epic link" = {{triggerIssue.key}} AND Team = "Team-X"
• if/else condition, with advanced comparison: {{lookupIssues.size|0}} is greater than 0
  • action: edit to set the epic's Team to "Team-X"
• else...
  • action: edit to clear the epic's Team

[Kasper Sørensen]

@Bill Sheboy Thanks a lot for taking the time to help me out. I think there is something wrong in the logic. I can't really get it to work. I can get it to trigger correctly, I think, but I can get the result I'm after.

• Should the first condition be "does not equal epic"? It helps a little bit, but still doesn't make the epic change based on the child issues.

I'm not sure about the rest, but something tells me it is off somehow. I can see the log, and it triggers but doesn't change the parent epics based on the issue change.

In another rule, I have identified that the Team field has ID 3. Below is what I have set up, and it doesn't really work as I want it to. Do you have any idea, what is wrong?

[Bill Sheboy]

Hi @Kasper Sørensen 

Sorry I wasn't clear...and thanks for catching my error! After you test the Lookup Issues and decide to update the epic, you will need a Branch to select the epic, and then you can edit it.

• trigger: when value changes for Team
• condition: issue type is not epic
• action: lookup issues with JQL of: "epic link" = {{triggerIssue.key}} AND Team = "Team-X"
• if/else condition, with advanced comparison: {{lookupIssues.size|0}} is greater than 0
  • branch on the trigger issue's epic
    • action: edit to set the epic's Team to "Team-X"
• else...
  • branch on the trigger issue's epic
    • action: edit to clear the epic's Team