Automated user stories creation

[Vasu Dev]

Hello friends!

Can someone assist me in creating an automation rule to generate user stories? My team has a standard set of stories they follow, and at the end of each Sprint, I need to create 4 stories for each of the 10 team members. I'm getting tired of manually creating these stories every Sprint. I'd greatly appreciate any guidance on how to set up an automation rule for this process

thanks & regards,

[Trudy Claspill · Accepted solution]

Hello @Vasu Dev 

1. When you say you need to create 4 stories for each of 10 team members how are you indicating that a particular set of 4 stories is "for" a particular team member? Do you set the Assignee field to the team member?

2. Are the 4 stories otherwise identical across each team member every time?

3. Will the stories be identical each time you close a sprint, or will some element of the stories need to change with each sprint closure?

4. How do you identify the team members for whom stories need to be created?

5. It is possible to have a rule triggered by the closer of a sprint. When you use the Sprint Completed trigger you have to specify the Board in which the relevant sprints were created. Are the sprints of interest going to all have been created in one board, or do you need to do this for sprints created in different Scrum boards?

6. Will you want this to run for every sprint that is completed in the specified board?

[Trudy Claspill]

Hello @Vasu Dev 

Thank you for answering my questions.

The purpose of question #4 is to find out if the users are identified by membership in a User Group, in one or more Project Roles in the project, or some other means. And does that list of team members periodically change?

Depending on how that list of users currently exists, with an automation rule you could do something like this:

WHEN: Sprint is Completed (in the specified board)

FOR EACH team member

-- CREATE ISSUE #1
-- CREATE ISSUE #2
-- CREATE ISSUE #3
-- CREATE ISSUE #4

The challenge around how to get the list of team members to use in the FOR EACH branch.

[Vasu Dev]

Hello @Trudy Claspill ,

Thank you for your response and suggestions. It seems I have created a simple automation for my use case. However, I'm facing issues with assigning the current Sprint. The smart values {{sprint.id}} or {{sprint.next.id}} used in the trigger are not working, causing the created issue to be sent to the product backlog.

I used a Scheduled trigger and constructed a JQL query to search for user stories in the current Sprint. As part of the rule execution, I added a Branch Rule / Related Issues to clone the user stories. I tested it with a single issue on the board, and upon reviewing the Audit log, it appears to be working fine.

Thanks,

[Trudy Claspill]

Hello @Vasu Dev 

Is part of your requirement to assign the newly created issues to a sprint?

If so do they need to be assigned to the next planned sprint or to an existing active sprint?

Or do you need to create a new sprint as part of the automation rule and assign them to it?

[Vasu Dev]

Hello @Trudy Claspill ,

Yes, we need to assign the newly created issues to a sprint, which needs to be allocated to the next planned sprint.

I don't need to set up a new Sprint as part of the automation rule.

Thanks,

[Trudy Claspill]

When using the Create Issue action you can set the Sprint field to the Active Sprint or Next Sprint for a specified board.

If you select Next Sprint, the next sprint is selected from the planned sprints based on the order in which the sprints are listed in the board's Backlog screen, not based on dates you have specified for the sprints.

[Vasu Dev]

Thanks @Trudy Claspill

The suggested steps worked fine. Thanks for the clarification on how the Next Sprint selection works based on the order in the Backlog rather than the specified dates.

Thanks for your support on this!

[Trudy Claspill]

You're welcome!

If my responses helped you address your requirement, please consider clicking on the Accept Answer button above my response thread to mark your Question as Solved.

[Vasu Dev]

Sure. Will do. Thanks!

[Valerie Knapp]

Hi @Vasu Dev , thanks for your post. 

Please check out this guide on how to write an automation rule https://www.atlassian.com/software/jira/guides/automation/tutorials#manage-automation-rules 

Basically, you have a trigger, which can be the start of the new sprint and then an action to create the stories. 

Please have a go at setting up a rule and write us again if you get stuck or need help. 

Best wishes

[Vasu Dev]

Hello @Valerie Knapp ,

Thank you so much for the guidance! I’ll take a look and try setting up the rule myself. I appreciate the support!

Best Regards,

[Vasu Dev]

Hello @Trudy Claspill ,

Thank you for taking the time to respond! Please refer to my answers inline.

1. When you say you need to create 4 stories for each of 10 team members how are you indicating that a particular set of 4 stories is "for" a particular team member? Do you set the Assignee field to the team member?

Yes, the assignee field is set for the team member, and in the summary heading, I manually enter their first and last name initials. Example below

Summary Title format: Project code/Project name - production support (Month) - Initials of the assignee

Summary: Project code/ Project name-OE-SUPPORT-TIER2- Production Support Feb - SA

2. Are the 4 stories otherwise identical across each team member every time?

Yes, they are identical.

3. Will the stories be identical each time you close a sprint, or will some element of the stories need to change with each sprint closure?

Yes, all the stories remain the same when I close the Sprint.

4. How do you identify the team members for whom stories need to be created?

Since all the team members perform the same support tasks, I just need to create a story for each of them to track their progress. As I mentioned above, I specify team member's initials at the end of the summary title.

5. It is possible to have a rule triggered by the closer of a sprint. When you use the Sprint Completed trigger you have to specify the Board in which the relevant sprints were created. Are the sprints of interest going to all have been created in one board, or do you need to do this for sprints created in different Scrum boards?

No, all were created in the same Scrum board.

6. Will you want this to run for every sprint that is completed in the specified board?

Yes.

Thanks,