Automation for status change in Jira Product Discovery

[Mart Postma]

Hi all, I could use some advice on the following situation using automation rules for Jira Product Discovery (JPD).

I want to add automation rules for this (part of the) workflow in JPD shown below.

What I wish to achieve is the following:

1. The JPD idea is (manually) moved from status PROPOSED to (for example) status REVIEW NEXT MONTH. 
2. The date of this manual action should be captured in a field.
3. In this particular example, the status of this JPD idea should be set to REVIEW IDEA once one month (30 days) has passed - using the field created in step 2.
4. The field in step 2 should then accordingly be updated when it switches status again within the JPD project. 

As I'm new to JQL and Jira's automation rules, I'm not sure how to configure this automation. Any advice is welcome! Thank you.

[Bill Sheboy · Accepted solution]

Hi @Mart Postma 

For your step #3, a rule with a Scheduled Trigger could be used to check a field containing your date field (set in step #2).  My assumption is that you are setting that field based upon being in a particular status: Review Next Month, Review Next Quarter, etc.

Some references to help with your JQL are: 

• https://university.atlassian.com/student/path/849533-gain-project-insights-through-jql?
• https://support.atlassian.com/jira-work-management/docs/use-advanced-search-with-jira-query-language-jql/

Your rule's JQL could be something like:

project = yourProjectName 
 AND status = "Review Next Month"
 AND yourReviewDateField < startOfDay()

However...what exactly do you mean by step #4?

Kind regards,
Bill

[Mart Postma]

Hi Bill,

Thanks for your help.

Using the query for a test case which is triggered after 1 minute, unfortunately an error pops up. I believe it is unrelated to the query, but related to my user rights. However, I don't understand what permissions I'm missing - I have admin rights for the project and rights to manage automation rules in Jira. Do you have any idea?

EDIT: Solved - apparently, the standard actor set for automation "Automation for Jira" does not have the same actor rights as my Jira account. After changing the actor to my account, the automation could execute and successfully transition the status. Looks like a bug to me. 

[Bill Sheboy]

I am glad to learn this is solved, and...

Hmmm...this sounds like your Jira admin person changed the permissions for the built-in Automation for Jira user...as that one should work for a simple, project scope rule.  Or...the permissions for your project are very locked down and only specific named users are added for access.

Either of those things could cause problems for automation rules, so you may want to learn which one caused this symptom.

[Nigel Bogle]

Hi All,

I seem to be having a very similar issue with the built-in ‘Automation for Jira’ user and I’ve been trying to solve this for a full day.

Given the ‘Automation for Jira’ user is built-in, I am not sure how or where you go to see the permissions on it.

When I set up any automation on a brand new Jira Product Discovery account they invariably fail when the actor used is the ‘Automation for Jira’ account.

Choosing my own user account works but surely it should work as intended with the automation user. Additionally, the project in question is ‘open’ so I don’t believe other permission lockdowns are at play.

It feels like a fairly significant bug in the automation logic.

Any help with this would be very welcome. 🙏🏻

[Bill Sheboy]

Hi @Nigel Bogle -- Welcome to the Atlassian Community!

As other community posts have described, this symptom seems more related to the different licensing / user permissions model for JPD (as compared to Jira Cloud) than an issue with the Automation for Jira user's access.  Specifically, rules viewing data for JPD ideas is not a problem; the challenge is making any updates or creating new ideas.

My hypothesis is our vendor didn't want to create an alternative path around licensing for making JPD idea changes.  And with the recent changes to the automation packaging model, the impact is even greater.

I recommend contacting the support team, either through the JPD feedback channel or by submitting a support ticket, to learn what they suggest.  My guess is it will be to use a rule actor / user with a paid JPD license sufficient to do what the rule needs.

Kind regards,
Bill

[Nigel Bogle]

Thanks, Bill.

I will contact the support team as you suggest.

Sincere regards,

Nigel

[Patrick Ribeiro]

Hi, any news on this?

[Ojase Emmanuval]

@Nigel Bogle Have you heard back from Atlassian on this?