Creating issue>multiple subtask with custom fields

[Michelle Laing]

First timer here! 
can any one solve this challenge 

working in a project/Kanban (business /company managed) 

I want to create a repetitive issue type 

Flow should be 

Main issue created manually (automation rule to then create subtask ) (this issue is built with correct/required fields) 

automate > create 

subtask 1 - with pulled/copied info from main issue AND custom fields 1&2 in the subtask 

subtask 2 - with pulled/copied info from main issue AND custom fields 3&4 in the subtask 

I can create the issue, run automation to create subtasks BUT 

the subtask don’t pull/copy info from main issue and it does not create the specific custom fields in each subtask even though I add them when building the rule 

the fields are available in the global custom list 

what am I missing?

[Michelle Laing]

Hello @Trudy Claspill @John Funk 
1. All custom global fields are available to use in the project (we tested that) 

Main Issue (which we start by manually populating al the required field) 

Rule create to create > subtasks (which does work) 

BUT 
When the rule creates the subtask (even though i build the subtasks in automation & select fields to add) 

The subtask creates BUT 
No pulled over information from main issue (when we populate it) 
No customer fields appear in the subtask

How i create the Rule with add subtasks and fields in subtask 
When an issue is created > create subtask > add custom fields (to subtasks - these are all available in the global custom field list and are drop downs/check box types) 

The subtasks all create fine but the custom fields are always missing from the subtask and the info from the main issue doesn't copy over to the subtask when we populate the main issue 

[John Funk]

Hi Michelle - Welcome to the Atlassian Community!

For the fields you are copying down values for from the parent, include code like: {{triggerIssue.Custom Field}} where Custom Field is the exact name of the field you are copying the value from. 

[John Funk]

A couple of things. What are you doing in that third Sub-task create? It does not look like the other 2 and appears to be throwing an error.

Next, we will need to see the details of the fields when you are creating the sub-task (show the fields and the values you have in the fields for the Create sub-task action. 

[Michelle Laing]

@John Funk 
Correct if i just action/automate create a plain subtask its fine 

But what i need to is in one of the subtasks i need to add specific fields in only that subtask 

When and issue is created > Create subtask 1 > Create subtask 2 > Create Subtask 3 
(1,2 & 3 must pull over info from the main issue when populated such as "name" or "location" - this info is populated manually when we create the issue) 

SUBTASK 4 must have custom fields 

So after i have done plain subtaks 1,2,3 

I go on to create subtask 4 - and ADD Fields 
i choose the fields 

CHOOSING FIELDS 

i create the rule to create another subtask but here i choose custom fields (these are all built and available in the global list and they are a mix of drop downs or check box)

i add the custom fields to subtask 4 

And that's when it fails - it will create the subtask but without my custom fields 

The other issue is 

When i create an issue - then subtask - the info from the main issue should pull over to subtasks when populated as we build out the main issue  - but this also doesn't happen 

[John Funk]

Okay, so this is from my original message:

For the fields you are copying down values for from the parent, include code like: {{triggerIssue.Custom Field}} where Custom Field is the exact name of the field you are copying the value from. 

Here is an example:

[Michelle Laing]

ok super ill try that

Any ideas on adding customer fields to be filled out later in subtasks that ARE NOT in the parent (main issue) 

[Michelle Laing]

Nope! when i populate the main issue - it continues to stay blank in the sub task 

I followed your guide exactly 

[John Funk]

Can you post the new rule showing the details? And show the results in the audit log?

Fields to be added later can just existing in the Edit screen used by the Sub-task. 

[Michelle Laing]

@John Funk @Trudy Claspill 
I figured it out!!

1. We had duplicate name fields so had to rename and pull from the correct one 

2. subtask 1 - copy from current issue

3. subtask 2 onwards create separate "then action Subtask"  copy from "trigger issue" 

THANK YOU for your perseverance here 

I have another question/s for you 
1. Can i email to the Kanban board to create an issue (similar to how you can in service desk?

2. Can i map system to system to create a task/issue in the Kanban board (Exp: from Greenhouse recruiting > map > create new issue automatically? 

Thanks in advance 

[Trudy Claspill]

Hello @Michelle Laing 

It is possible to create issues from Emails in a Software project. Refer to this documentation:

https://support.atlassian.com/jira-cloud-administration/docs/create-issues-and-comments-from-email/

Integration of non-related system to Jira for the purpose of creating issues really depends on the specifics of the non-related system. Sometimes you can find a third party app built specifically to provide that kind of integration. In fact, a simple Google internet search for jira cloud greenhouse integration returned this as the first result.

https://support.greenhouse.io/hc/en-us/articles/360022426091-Jira-integration

[Michelle Laing]

@Trudy Claspill our Kanban is not in a software project (its a team managed board) 
Is it still possible?

Or would i have to create a Software project and then link the current board (if that's even possible) 

The greenhouse link - you must have the GH onboarding add on which we do not have (we only have recruiting) 

[Michelle Laing]

@Trudy Claspill 
i found this article 

https://support.atlassian.com/jira-cloud-administration/docs/create-issues-and-comments-from-email/

would this be relevant - im certainly NO developer and totally new to Jira so appreciate the support 

I'm not sure it would be relevant as we would be looking to create the Issue from Greenhouse rather than an email 

Ideally it would be an API of sorts from greenhouse to create the issue in our team managed project 

[Trudy Claspill]

Hello @Michelle Laing 

Your first question was:

1. Can i email to the Kanban board to create an issue (similar to how you can in service desk?

With regard to answering that question:

The article you found is the same one I provided.

When determining the type of project with with you are working there are two elements to that:

Business/Work Management, or Software, or Service Management

Company Managed or Team Managed

Kanban or Scrum board is not a factor when considering the ability to create issues in the project from emails.

To find out what you project is go to the Projects menu and select View all projects. Then find your project in the list and look at the value in the Type column.

If that question has something to do with your question about integration with Greenhouse recruiting, please clarify. I considered those to be two separate and independent questions.

Your second question regarded integrating Jira and Greenhouse.

With regard to answering that question, I'm sorry I did not look closely at the first option in the Google search results to discern that it didn't apply to the Recruiting function of Greenhouse.

If you execute the same Google internet search that I did you should see that there are other results that reference third party products that advertise to assist with integrating the products. You will need to review the information for those listing to see if they are applicable to Greenhouse Recruiting.

If you are not comfortable with exploring and implementing these options on your own you may want to consider engaging with an Atlassian Solution Partner from the Atlassian Partner Directory. Solution Partners have a great deal of experience in assessing environments and assisting with expanding their usability through enhanced configurations and integrations.

Full disclosure: I work for Praecipio, which is an Atlassian Platinum Solution Partner serving North America.

[Trudy Claspill]

Hello @Michelle Laing 

Welcome to the Atlassian community!

Are these issue in a Company Managed project or a Team Managed project? That information will show at the bottom of the panel on the left when you are looking at the project.

Please provide screen images of your complete automation rule.

Please provide screen images showing the details of the rule steps where you are creating the subtasks.

[Trudy Claspill]

Hello @Michelle Laing 

I see that you have added some screen images, gotten some responses from John, and replied that with the changes he suggested you are still not getting the desired results.

Please provide new images show the details of your Create Issue step where you are creating the subtasks. Please provide multiple images showing all the information in that action from the very top of the dialog for configuring that action all the way to the very bottom, so that we see every field you are setting.

Also again please provide the details from the rule execution audit log for the last run that occurred after you made your change and didn't get the desired results.