Populating an item description from values in custom fields.

[Cummings, Brian R]

Background and context: We are using a JWM project as an intake board. Users submit work requests via standard submission form, generating a task on the Intake project. The task is discussed and assigned to another project board based on who will be performing the work. The fillable fields in the Intake form were created by generating new columns in List view. When the item is viewed on the Intake board, the information from all forms can be seen in the viewing window underneath the Description as expected, but are technically in another field.

Problem: The process to 'Move' the task, as well as the automation we created to 'Clone' the task and skip the steps needed to Move it, both do not carry over the custom fields. They only carry over the Description. The process to overcome this so far has been to have the users enter all data in a single form field for Description but leads to difficulty in inconsistent data entry from the users. 

Desired Solution (VOC): We would like to create an automation on the Intake board that, upon creation of a new issue, takes the values entered from all fillable fields of the form and copy/pastes them into the Description. Thus, all information would travel with the task to its new home when Moved or Cloned to boards that do not have matching fields.

I feel like we are simply missing the correct way to edit the Additional Fields area of Edit Issue to make this happen, finding the appropriate JSON format to "update" the Description to include custom field values, but we're just not there as of right now.

[Bill Sheboy · Accepted solution]

Hi @Cummings, Brian R -- Welcome to the Atlassian Community!

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...

First thing, if possible I recommend copying your custom fields to like custom fields in the cloned issue.  That may improve clarity and reduce the need to split the Description apart later.

Next, you describe putting all of the data into the Description field.  And so that would not need advanced edit with JSON.  Instead, the Description field could be set from the dropdown list, such as with this:

{{issue.description}} -- this will include all of the current information

Now to add more fields:
{{issue.customfield_12345}}

The challenges to make this work are:

• Correctly identifying the smart values / custom fields you want to add.  That can be done using this how-to article: https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/
• I recall some fields JWM projects are not accessible to automation rules.  The above article will confirm what is supported.

Kind regards,
Bill

[Cummings, Brian R]

The article was a bit complicated, but I managed to get a more direct answer from fellow users tackling the same problem. We ascertained that if you go to the Issues tab, click on an issue with all desired custom fields in use, and export to XML, the resulting download will have all of the custom fields identified.

Using this, and your instructions, I was able to accomplish our goal. Thank you!