Automate Personal Data Deletion after 60 Months

[Christian Piermayr]

Hi everyone,

We’ve set up a Jira project to track complaints (a very low-volume project, so Jira Service Management wasn’t necessary).

I’ve been working on automation rules to ensure personal data is deleted from Jira issues 60 months after creation. Here’s what I’ve done so far:

1. Personal Data Removal upon Archiving: I created a rule that empties all personal data fields when an issue moves to the status "Beschwerdearchiv." This part works perfectly and should do the trick if the issues are updated properly.

2. Status Update 60 Months After Creation: I’m struggling to create a second rule that updates the issue’s status to "Beschwerdearchiv" 60 months after it was created (I'd like to ensure the process is airtight and that all personal data is safely deleted after 60 months). I tried a scheduled trigger with the following ChatGPT-JQL --> (created <= now(-10m) AND status != Erledigt) but that did not work.

Any tips or guidance on how to improve this automation?

Thanks in advance!

Christian 

[John Funk · Accepted solution]

Hi Christian,

What didn't work with the rule? You have -10m in there and not -60m. Is that on purpose?

[Bill Sheboy]

Hi @Christian Piermayr 

Adding to John's suggestions:

For date / time adjustments in JQL expressions, a lowercase "m" is for minutes and the uppercase "M" is for months

Kind regards,
Bill

[Christian Piermayr]

Hi @John Funk & @Bill Sheboy 

Apologies for not mentioning earlier that I initially tried setting the time to 10 minutes to test if the changes would work.

Here’s the error message I received:

• "(created <= now() - 10m AND status != Erledigt) AND (project in (10072))" - Error in the JQL Query: Expecting ')' but got '-'. (line 1, character 19)

Thank you for clarifying the JQL expressions, Bill!

Kind regards,

Christian

[John Funk]

Take out the now() and just use created <= -10m

[Christian Piermayr]

Thanks John, it's working now. 

[John Funk]

Yay!! And you are welcome. Please click on the Accept Answer button above so we can close this one out. Thanks!

[Bill Sheboy]

I am glad to learn it is working for you.

For future needs, please take a look at the documentation for more advanced searches with JQL.  There are quite a few helpful examples in there: https://support.atlassian.com/jira-software-cloud/docs/use-advanced-search-with-jira-query-language-jql/

[Christian Piermayr]

Thanks @Bill Sheboy I'll dive into that :-)