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Create automation for the RAG status to a task to alert us when tasks are behind schedule

Ehren Bond

Hi there Atlassian community

I would like to create an automation for applying the RAG status to a task automatically to provide an alert when tasks are behind in schedule.

We currently have the RAG (Red, Amber, Green) status setup in our JIRA board and this is manually updated based on the due date of the task, however, I have been unable to work out how to set this up as an automation.

Can anyone provide any guidance on this?

Accepted answers

Amanda Culver_o0ik1x

PRECONDITION: Enabled the template automation to sum all of the child StoryPoints in the parent Epic. Meaning that the trigger issue has a StoryPoint value.

SCOPE:
For testing purposes, the trigger is manual and ONLY on Epics (though I'll set this to a schedule when it goes live),

DATA VALIDATION:
Status != Done
Start Date is not empty
Due date is not empty

VARIABLES:
we create a variable (Note : customfield_10015 is my 'start date')

Variable name = PercentageOfProjectLeft
Smart value   = {{#=}} {{now.diff(issue.dueDate).days}} / {{issue.customfield_10015.diff(issue.dueDate).days}} * 100 {{/}}

Then a lookup of the INCOMPLETE children of the trigger epic

parent = {{key}} and statuscategory != done

Next, another variable to sum the story points of all the INCOMPLETE children and work out the percent we have yet to complete

Variable name = RemainingStoryPointsPercentage
Smart value   = {{#=}} {{lookupIssues.Story Points.sum}} / {{issue.Story Points}} * 100 {{/}}

LOGIC:
*NOTE* our options are 'Less than' and 'greater than', so we have to ensure we capture the 'is equal to' (less than 21 starts at 20, etc)

Followed by an if branch

if   PercentageOfProjectLeft < 21 AND RemainingStoryPointsPercentage > 39, then
       Red
else PercentageOfProjectLeft < 41 AND RemainingStoryPointsPercentage > 59, 
     OR
     PercentageOfProjectLeft < 61 AND RemainingStoryPointsPercentage > 79, then
       Amber
else 
       Green

Screenshot 2025-04-23 141724.png Screenshot 2025-04-23 144159.png Screenshot 2025-04-23 144332.png

All comments

Bill Sheboy

Hi @Ehren Bond -- Welcome to the Atlassian Community!

I am guessing you want to set this indicator field based upon some difference between the Due Date field and the current date / time.

What have you tried thus far to solve this?

If you have started a rule, 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!

If you have not started a rule, you could use a scheduled trigger, with JQL to find the issues to update. Then use date / time difference between the field and {{now}}, using if / else conditions to decide the value of your indicator.

To get you started on creating your rule, please refer to these documentation and example sources:

Kind regards,
Bill

Ehren Bond

Hi Bill

Thanks for getting back to me and for the information. I havent set up an automation yet, rather, looking at setting one up. Ill take a look at the links you have shared with me and see how I go. If I still have issues or am unable to do the automation, will follow up here.

Thanks again for your assistance.

Best regards

Ehren

Amanda Culver_o0ik1x

Variable name = PercentageOfProjectLeft
Smart value   = {{#=}} {{now.diff(issue.dueDate).days}} / {{issue.customfield_10015.diff(issue.dueDate).days}} * 100 {{/}}

Then a lookup of the INCOMPLETE children of the trigger epic

parent = {{key}} and statuscategory != done

Next, another variable to sum the story points of all the INCOMPLETE children and work out the percent we have yet to complete

Variable name = RemainingStoryPointsPercentage
Smart value   = {{#=}} {{lookupIssues.Story Points.sum}} / {{issue.Story Points}} * 100 {{/}}

LOGIC:
*NOTE* our options are 'Less than' and 'greater than', so we have to ensure we capture the 'is equal to' (less than 21 starts at 20, etc)

Followed by an if branch

if   PercentageOfProjectLeft < 21 AND RemainingStoryPointsPercentage > 39, then
       Red
else PercentageOfProjectLeft < 41 AND RemainingStoryPointsPercentage > 59, 
     OR
     PercentageOfProjectLeft < 61 AND RemainingStoryPointsPercentage > 79, then
       Amber
else 
       Green

Screenshot 2025-04-23 141724.png Screenshot 2025-04-23 144159.png Screenshot 2025-04-23 144332.png

Amanda Culver_o0ik1x

Apologies, I reached a CHAR limit Screenshot 2025-04-23 144239.png

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