Complicated Automation with multiple steps needed

Katie Swanson-Wikelius February 9, 2024

I am trying to create a very involved automation for a project which is dependent on specific fields and tasks/sub-tasks being created off of the Epic.  Below is a simplified flow of how I'd like it to be working.  When an Epic is created, based on a specific field option being selected, it will create a task.  That Task will then flow through the each status of the workflow and, upon being marked done/Incomplete, it will create a new Task that will then follow the same path through the workflow.  Also, if it goes into an Incomplete state, a task will be created and assigned to the next Sprint.

 

I am still fairly new to the Automations and I'm wracking my brain trying to see how to get this working.  I can get the Task to trigger, but it doesn't copy the field information from the Epic that is needed whether I make them required or not.

 

There are some other stipulations as well, but this is the main part that I am trying to work out and those will likely fall into place once it's set.

 

Any help would be greatly appreciated, thank you!

 

ServiceNow Jira Workflow Automation.png

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Bill Sheboy
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February 9, 2024

Hi @Katie Swanson-Wikelius 

For a question like this, please post an image of your complete automation rule, images of any relevant actions / conditions / branches, an image of the audit log details showing the rule execution, and explain what is not working as expected.  Those will provide context for the community to offer ideas.  Thanks!

Until we see those...

From what you describe, you may need at least 2 rules:

  • the first, triggered on the creation of the epic, to add the first task, copying field data from the epic (i.e., trigger issue)
  • the second, triggered on issue transition, will detect the conditions / status values, and then create the next issue

Seeing the specifics of your rule and audit log will help the community to suggest adjustments.

 

As you noted being new to automation rules, I recommend reviewing these documentation and example sources: 

Kind regards,
Bill

Katie Swanson-Wikelius February 9, 2024

@Bill Sheboy Thank you for the feedback.  I'll have to build out again what I'm looking for because I've scrapped what I had in frustration.  haha  

I'll look through the provided links to see if there may be some information that may help.

Thank you again,

Katie

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Katie Swanson-Wikelius February 11, 2024

I have been recreating the automation and have it at a place where it's working a bit like I want it to, but I'm running into trouble when I try to create a new task once the first one is "Done" and having it moved to "To Do" with a different Summary.  I've found some smart values that seem to help a bit, but not sure how that will translate with subsequent tasks.

Any help is appreciated!

Automation_Jira.pngAutomation - Jira Error.pngSNOW Automation 1.pngSNOW Automation 2.pngSNOW Automation 3.pngSNOW Automation 4.pngSNOW Automation 5.pngSNOW Automation 6.png

Bill Sheboy
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February 11, 2024

Rules trigger when an event happens.  This is why I noted earlier you would need at least 2 different rules: one triggered on issue create, and another on the transition to Done.  I want to confirm you understand that, as rules do not run for a while, stop until some other event happens, and later pickup where the paused.

Please consider splitting your rule into the two things you want to do, triggered on the different events.  Remember to use conditions in the second rule, confirming it is processing the issue you want to use before proceeding.

Katie Swanson-Wikelius February 19, 2024

@Bill Sheboy I have been working on this automation and it is 90% working how I want it to with a couple of minor things that aren't working as expected.  I ended up making rules for each of the transitions as it seemed to function better and was more manageable. My issues are as follows:

1. Each Task created under the Epic, when marked as Done, is getting moved back to To Do status

2. The initial automation that's creating the first Requirements task is copying both the Developer/Analyst and Dev/Analyst Points fields when it should only being copying the Analyst fields.  All other tasks are functioning properly with each setting the same for copying from the Epic. I've also tried every other option to copy from with no success.

The screenshots below are in order of the process.  Epic>Requirements Task>Dev Task as well as the automation for copying specific fields down to each task.  There are more automations that follow, but they are just repeating the process.

SNOW Automation 7.pngSNOW Automation 8.pngSNOW Automation 9.pngSNOW Automation 10.pngSNOW Automation 12.pngSNOW Automation 13.pngSNOW Automation 14.pngSNOW Automation 15.png

 

Once again, I appreciate your insight!

Bill Sheboy
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February 19, 2024

You do not have names shown for your rules, so I will references them by the triggers used.  And given the number of images posted and symptoms you are describing, I recommend trying to diagnose / fix one symptom at a time.  Then we can proceed to the next one.

 

For the rule triggered on transitioned to Done, you note it is moved back to To Do.  As written, that is indeed what the rule is doing.  If you want the newly created Task to transition to done, the rule needs to branch to Most Recently Created Issue before the transition action.

 

For the rule triggered on issue created, you describe:

2. The initial automation that's creating the first Requirements task is copying both the Developer/Analyst and Dev/Analyst Points fields when it should only being copying the Analyst fields.  All other tasks are functioning properly with each setting the same for copying from the Epic. I've also tried every other option to copy from with no success.

Based on what you show (unless I am confusing which images go with which rule's steps) I see the Analyst and Analyst Points fields set.  I do not see the Developer and Dev Points fields set.  If I am incorrect, please repost just that Create Issue action's image.

 

Katie Swanson-Wikelius February 19, 2024

Thank you for that information.  It looks like modifying the first item resolved the second item, so a 2 for 1!

I really appreciate all your help and this has been a great learning experience for me.  I still have some modifications, and automations, to work on, but I have some good tools in my belt now.

I may come back with more questions.  ;)

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Bill Sheboy
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February 19, 2024

Awesome; I am glad to learn that helped!

For follow-on questions, please consider if they are new-enough to be a separate question or modifications to this scenario.

If different enough, you may want to post a new question, perhaps linking to this thread.  That will help more people in the community see it to offer suggestions. 

Thanks, and happy rule writing :^)

Katie Swanson-Wikelius February 20, 2024

Can do!  Thanks again!

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