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Challange with recurring tasks

Hrvoje Kusulja September 4, 2023

Hello,
I am new at Jira Work Management (Cloud) and trying to switch from other Task management solutions (like ClickUp etc.).
Anyhow, I have found the challenge about creating 100+ different Tasks that are recurring.
Some of them are for accounting project / department, like post daily invoices etc., some of them are weekly Sales project activities, some of them are every 2 months etc.
I see automation option, but it is too complex to have in each project, different automations with different task topics, descriptions, and different recurrence behavior.

Use Jira Work Management for task management | Jira Work Management Cloud | Atlassian Support

Is there any other solution / alternative for simple task recurring (auto changing the start/due date of Jira task is enough for me). Or clone the task for next defined period.
Or by using free add-on (if needed)


Any suggestions / experience on this?

Thank you, Kind regards

1 answer

0 votes
Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 4, 2023

Hello @Hrvoje Kusulja 

Recurring Tasks for Jira Cloud is free for up to 10 users.

The Scheduler is also free for up to 10 users.

I have not used either app and so can't offer an actual endorsement for either one. There may be other similar apps, and there are also apps to help clone issues, in the Atlassian Marketplace. You would have to check each one to see if it meets your requirements and determine the pricing. Here is a search to get you started.

https://marketplace.atlassian.com/search?hosting=cloud&product=jira&query=recurring%20task

Note I have no affiliation with the vendors of the apps mentioned.

Hrvoje Kusulja September 4, 2023

Thank you, so just to clarify/confirm, native Jira cloud solution is only possible using automations, right?

Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 5, 2023

Another native option would be creating issues by importing data from a CSV file but there is no native function to schedule the import.

Can you provide more information about why you think the automation option is too complex? Perhaps we can provide advice on simplifying that 

Hrvoje Kusulja September 5, 2023

We do not want to have a system for managing recurring tasks outside of Jira (in Excel / CSV import etc.)
There are 100+ different recurring tasks.
Example:
 * Accounting - post bank reconciliation - every work day (mon-fri)
 * Sales - check customer orders - every Thursday
 * HR - process payroll - every 2nd in a month
 * Vendor sync meeting - every 3 month
etc...
mostly operational tasks, can be changes, need to be easy to set recurring period, and to complete task, that will automatically renew in a next period. (via a new task or just move due date on existing task)

Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 5, 2023

With Automation you can use a Schedule trigger to create a new instance of that task in a project based on the frequency you desire. If the issue needs to be created every weekday, you can create a schedule for that. 

Screen Shot 2023-09-05 at 11.25.27 AM.png

 

Follow the trigger with a Create Issue action and specify the information you want in the issue. If the information is static, that is simple. If the information is variable, that can impact the complexity.

If you need the new task created only when the current task is completed, that might be a little more complicated.

If you want to keep the one task and just push out the date, that is also more complicated.

I suspect that there are no third party apps that will reduce the complexity specifically of having hundreds of recurring tasks to be generated.

Hrvoje Kusulja September 5, 2023

I was moving from ClickUp Tasks solution to Jira WorkSpace. ClickUp have recurring with options (new task, or change existing one, also easy to modify recurrence period per task, and also not using / consuming the Automation processes due to quota etc., and wait until completion or not)

So, I need to have one Jira project with all recurring tasks that are different (some of them are monthly, some of them are weekly, etc.) , and for each one i need to configure a separate automation. Meaning, 100+ different tasks, means 100+ different Automations/Scheduled for management, and changing schedule for particular task is also modifying that automation etc. Maybe have some universal Automation for multiple tasks , and custom field that indicates that. but anyhow these are a lot of complications.

So, as I understand, the only thing that I can do is a create a feature request somewhere, since it is not easy/handy to use recurring tasks / scheduled (with or without automation) or pay additionally for Jira 3rd party plugin from Marketplace.

Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
September 6, 2023

I don't think you would be approaching any limits/quotas imposed on Automation, as per these documents.

https://support.atlassian.com/cloud-automation/docs/how-is-my-usage-calculated/

https://support.atlassian.com/cloud-automation/docs/automation-service-limits/

Tasks that have the same schedule (i.e. all tasks that need to be created daily) could be handled by one rule, so you would not necessarily need a rule for each task. If you needed to change the schedule of one task for such a rule you would have to make another rule or move the steps to another appropriately scheduled rule.

I have not used ClickUp so I don't have knowledge about that for comparison to assess the complexity of the solutions. Without that knowledge and a detailed understanding of the actual recurring tasks you need to create, I don't think I can effectively convince you that using automation is not really complicated.

I don't think Atlassian will implement another recurring task solution since there are multiple Marketplace apps for that already, and their Automation feature already provide a method to create recurring tasks.

Hrvoje Kusulja September 6, 2023

Yes, so depending on bigger companies, like Atlassian and their subscriptions is fine, but adding additional vendor and business dependency on 3rd party plugin that is free or paid is additional business pain, risk and also price/cost involved. Therefore, I still hope that Jira will have a native option included in a product.

Ok, will check to use Schedule Triger in Automation, one for some tasks that are daily, other that are weekly, 3rd for monthly etc.

Thank you

Marie-Hélène PARISATO June 7, 2024

hi, i have the same issue : be able to create a task and be able  to ask for clone this task according a frequency that my user will choose.
Use automate rule with scheduler is not a good solution for me because :

    - i understand that the schedule will run the rule every month for example to create tack.
     - i want to see now (or just after having ask for rule) in the calendar all of the new task created by rule, You see.

 

(sorry if me english is not good, i'm french. :-) )

 

Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
June 7, 2024

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