Automation Rules for Team member assign

[SandeepSingh R]

Hi Folks,

To implement the automation rules for this hierarchy in JIRA, To create and assign Tasks making rules as shown in Chart attached, Kindly help me making the same.

Kindly help me making one branch

[Trudy Claspill]

Hello @SandeepSingh R 

Have you tried to construct any portion of these rules on your own? If so, please share the details and let us know the parts that you are having trouble figuring out.

Is the item at the top of the hierarchy an Epic type issue?

Are Application, Hardware, Embedded, and Engineering each an issue type, or are those just the content that will be added to issues that will be child issues under the Epic?

What do PM and TL# represent? Are those meant to represent Jira users that will be added to fields in the issues?

You say you want to "assign" the issues. In Jira terminology that means setting the Assignee field. But I see that some of your arrows are labeled Reporter and some are labeled User. Do you instead mean you want to set various User Picker fields in these issues, to the users specified by PM and TL#?

Can you construct an example set of issues manually and share screen images of that with us, pointing out how each of the elements in your original diagram correspond to issues and fields within the issues in the example set?

[Trudy Claspill]

Also, what problem are you trying to solve by automating all of this? Is this a task you have to do repeatedly, where all the data is going to be identical in each repetition?

[SandeepSingh R]

Hi @Trudy Claspill

Thanks for the response ,

Are Application, Hardware, Embedded, and Engineering each an issue type, or are those just the content that will be added to issues that will be child issues under the Epic?

Let me explain you 

I need to make a automation rules and workflow for below conditions under JIRA
1. If Epic name contains Hardware That epic should be assigned to TL1 and Reporter to be PM, under same epic(Hardware ) any issue created (Task, sub-task,story,etc) the issue to be automatic assign and Reporter to be TL1.
2. If Epic name contains software(embedded) That epic should be assigned to TL2 and Reporter to be PM, under same epic(embedded ) any issue created (Task,sub-task,story,etc) the issue to be automatic assign and Reporter to be TL2.
3. If Epic name contains Engineering That epic should be assigned to TL3 and Reporter to be PM, under same epic(Engineering ) any issue created (Task,sub-task,story,etc) the issue to be automatic assign and Reporter to be TL3.
PM: Project manager,TL Team leader
4. Add Watchers (PM and HOD).
5. if commits made transit issue to under review, assign from user to reporter, once reporter approves assign back to user

Can you construct an example set of issues manually and share screen images of that with us, pointing out how each of the elements in your original diagram correspond to issues and fields within the issues in the example set?

Yes I have prepared but running differently, I wanted to assign Hiten as Reporter but its assigning as Assignee, Mix matching

[SandeepSingh R]

[SandeepSingh R]

I am trying to automate the User and Reporter assignee when i create project and Epics 

[Trudy Claspill]

Thank you for that additional information @SandeepSingh R .

There are several different processes to consider.

1. For an Epic, when the name contains a specified value then set the Reporter of the Epic to PM and set the Assignee of the Epic to TL#.

2. For any issue created, if the parent Epic's name contains a specified value then set the Reporter and the Assignee of the created issue to TL#.

That seems to cover the original issue description you provided. Then you added more things you want to do:

4. Add Watchers (PM and HOD).
5. if commits made transit issue to under review, assign from user to reporter, once reporter approves assign back to user

I'm not going to address those at all in this response. Let us simplify and address just #1 and #2 first.

Where are you getting the actual users that you will use for PM and TL#? Are you going to hard code those into the rules?

Is there any chance that the Epic Name value will be changed after initially being set?

Is there any chance that an issue that is a child of an Epic will be moved from one Epic to another?

Rule #1

Setting the Epic Reporter and Assignee based on values in the Epic Name

For #1 the structure of the rule would be:

Trigger: Issue Created
Condition: Issue Fields Condition
  Field: Issue Type
  Condition: equals
  Value: Epic

Condition: IF or ELSE
  - IF Issue Fields Condition
      Field: Epic Name
      Condition: contains
      Value: value1
    Add component: Edit Issue
      Field to update: Reporter
      Value: PM
      Field to update: Assignee
      Value: TL#
  - Add else Issue Fields Condition
      Field: Epic Name
      Condition: contains
      Value: value1
    Add component: Edit Issue
      Field to update: Reporter
      Value: PM
      Field to update: Assignee
      Value: TL#

Repeat the Add else steps to cover all the values you want to check for in the Epic Name field.

Rule #2 needs to be split into two rules; one for the issue types that are direct children of the Epics, and one for the child issues' subtasks

Setting Epic's child issue values based on Epic Name

For #2.a the structure of the rule would be:

Trigger: Issue Created
Condition: Issue Fields Condition
  Field: Issue Type
  Condition: is one of
  Value: select all the issue types excluding Epic and Sub-task

Condition: Issue Fields Condition
  Field: Parent
  Condition: is not empty

Condition: IF or ELSE
  - IF {{smart value}} Condition
      First value: {{issue.parent.Epic Name}}
      Condition: contains
      Second Value: value1
    Add component: Edit Issue
      Field to update: Reporter
      Value: TL#
      Field to update: Assignee
      Value: TL#
  - Add else {{smart value}} Condition
      First value: {{issue.parent.Epic Name}}
      Condition: contains
      Second Value: value2
    Add component: Edit Issue
      Field to update: Reporter
      Value: TL#
      Field to update: Assignee
      Value: TL#

Repeat the Add else steps to cover all the values you want to check for in the Epic Name field.

Rule #2.b

Setting Epic's child issue's subtask values based on Epic Name

For #2.b. the structure of the rule would be:

Trigger: Issue Created
Condition: Issue Fields Condition
  Field: Issue Type
  Condition: is one of
  Value: select all the issue types that are Sub-tasks

Condition: {{smart value}} Condition
  First value: {{issue.parent.parent}}
  Condition: does not equal
  Second value: don't enter anything here

Condition: IF or ELSE
  - IF {{smart value}} Condition
      First value: {{issue.parent.parent.Epic Name}}
      Condition: contains
      Second Value: value1
    Add component: Edit Issue
      Field to update: Reporter
      Value: TL#
      Field to update: Assignee
      Value: TL#
  - Add else {{smart value}} Condition
      First value: {{issue.parent.parent.Epic Name}}
      Condition: contains
      Second Value: value2
    Add component: Edit Issue
      Field to update: Reporter
      Value: TL#
      Field to update: Assignee
      Value: TL#

Repeat the Add else steps to cover all the values you want to check for in the Epic Name field.

[SandeepSingh R]

Thanks for your suggestions let me try this and get back to you. How can control my work flow also