Adding multiple Request participant groups

Lori Milam
Contributor
November 7, 2024

I have 6 automations that when a particular distribution list group is added to the request participants an automation fires to take that group and expand it to place each member of the group in the request participants field and remove the name of the group from the list.

Although not great, it does work when 1 of those groups is added to request participants. The problem I'm coming across now is that if multiple groups are added to participants at one time, the trigger only fires one time, so the second group's automation doesn't get run. Here's an example: The group name is analytical avengers. It checks on value added if analytical avengers was added. If it was then expand the group for individual names.

Capture.PNG

Then edit the description to tag the group, re-fetch, then edit the participants to add the individual users and remove the group name. But the trigger only fires once so if a second group is added at the same time, say Group 2 (which has a separate automation similar to this one) nothing happens because it only notices 1 group was added.

These were written by someone no longer at the company and it took me a while to figure out. Anyway, I need to modify these so that multiple groups will get picked up, but I'm stumped on how to go about it. 

I've explored the option of stringing all the automations together (1st calling 2nd, etc.) but I still don't think this will work. I've looked into organizations to make it cleaner, but that still won't solve the multiple group problem.

Has anyone else done something goofy like this before that might have a suggestion?

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Bill Sheboy
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November 8, 2024

Hi @Lori Milam 

Do your six different rules all have the same trigger on the Request Participants field?  Specifically, are the trigger options for "Change Type" and "For [issue operations]" the same?  This may be the cause if they are not triggering consistently.

If that is not the cause...reviewing the audit logs for the six rules, do they not trigger at all or do they trigger and not process?

If that is not the cause...do all of the rules have the same Actor and Scope in the details?

Kind regards,
Bill

Lori Milam
Contributor
November 8, 2024

Hi @Bill Sheboy Yes, all of the rules have the same trigger. Value Added, All issue operations. Each one will trigger if that 1 "team" is added as a participant. So 6 different teams have their own rule. The problem is that if 2 teams are added at the same time, only the first team's rule will run.

The other 5 don't run at all. Like they don't realize that multiple values were added. Does that make sense?

Bill Sheboy
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November 8, 2024

Just to confirm, which of these is happening:

  • all six rules trigger, and only one processes when multiple values are selected
  • only one rule triggers (The other five rules do not show the rule triggering in the audit log for each rule.)
Lori Milam
Contributor
November 8, 2024

The second one.

Bill Sheboy
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November 8, 2024

Please post images showing the triggers from at least two of the rules to confirm they have the exact same settings.

 

Also, as written the Smart Value Condition seems incorrect to use the changelog smart values.  For each one, it should probably look like this (changing the second value for each rule):

  • Smart value condition:
    • first value: {{#changelog.Request participants}}{{fromString}}{{/}}
    • condition: does not contain
    • second value: analyticalavengers

 

As written, your expression was returning a comma-separated values list and then trying to get the {{fromString}} with it.  I would not expect that to work predictably.

Lori Milam
Contributor
November 8, 2024

CaptureB.PNGCaptureA.PNG

Bill Sheboy
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November 8, 2024

Thanks for those images of the rule triggers.  When I tried this scenario, it worked for me in a JSM project, with multiple rules triggering and only the matching one passing conditions to proceed.

The only other things I can think to check are:

  • are all of the rules enabled to run
  • has some one changed the scope of the rules such that they cannot see the field updates in the JSM project
  • has some one added another field with the same name as "Request participants", and so some rules are checking another field

 

If it is none of those, I recommend working with your Jira Site Admin to submit a ticket to Atlassian Support to take a look.  They may see something in the logging we are missing: https://support.atlassian.com/contact/#/

Once you hear back from them, please post what you learn to benefit the community.

Lori Milam
Contributor
November 11, 2024

Thanks Bill. Was your test with adding multiple groups at the same time? Or one at a time. Adding each group one at a time does fire off the automation for each group. What I can't get to work is when multiple groups are added at the same time, meaning without leaving the Request Participants field.

Lori Milam
Contributor
November 11, 2024

Thanks for the help Bill. With the change you noted above using changelog plus allowing the rules to trigger other rules, it worked.

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Bill Sheboy
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November 11, 2024

Awesome; I am glad to learn that helped!

Is it all working now?  If so, please consider marking this question as "answered" to help others with a similar need find solutions faster.  Thanks!

Lori Milam
Contributor
November 11, 2024

Yes all good. I've marked it answered.

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