Checking for empty fields within Lookup issues

[Ponce de Leon, Eduardo]

I am trying to create a rule that checks wether certain fields are empty. This is to ensure Stories are ready before the Sprint Starts.

The 4 fields that I want to check are:

• story points
• acceptane criteria
• description
• Assignee

I have created my rule for one field as a test but I am not able to get any data in the log.

This is my rule

How can I check that for each story a field is empty or not?

[Trudy Claspill]

Hello @Ponce de Leon, Eduardo 

Welcome to the Atlassian community.

What is the ultimate purpose of this rule? If you find an issue that is missing data what do you want the rule to do? There may be a better way to achieve your desired end goal.

In the interim, there is a simpler way to iterate through the list of issues returned by Lookup Issues. Rather than using an Advanced Branch, use a Related Issues branch.

[Ponce de Leon, Eduardo]

HI Trudy, Thank you for your response. The ultimate goal is to send an email to each assignee indicating that a field is missing.

I understand the iteration but will I be able to send 1 email to an assignee that has 3 stories with empty description field for example?

[Trudy Claspill]

Do you want to send the assignee one email for issues where Description is empty, and another for issues where story points is empty, and a third for issues where Acceptance Criteria is empty? Or do want one email per assignee with all issues that have any one or more of the fields empty?

In your first example of your rule you hard-coded the Assignee for whom you are creating the list. Do you plan to generate these emails for a static set of possible Assignees, or does the list of Assignees have to be generated dynamically from the list of issues?

[Ponce de Leon, Eduardo]

Hi Trudy,

I want one email per assignee with all issues that have any one or more of the fields empty?

for testing purposes I hardcoded my name in there but as a reporter and the assignees are different, at the end the list of assignees will be generated dynamically from the list of issues. 

[Trudy Claspill]

I would recommend a structure like this

In the first Lookup Issues you look for all issues where Assignee is not empty, where the issues match your other criteria, and where any of the three fields are empty.

Then check that you got at least one issue returned.

You then branch over the Assignees returned in that set of issues.

Within the branch you execute another Lookup Issues action to find the matching issues for just that Assignee. You use the same JQL as the first Lookup but swap out assignee is not empty for assignee = {{varAssignee}}

Then send an email to that assignee listing their issues.

[Ponce de Leon, Eduardo]

Hi Trudy,

I was able to setup my rule with my specific JQL and it is working correctly. thank you for the guidance.

One thing I noticed and I was told it was not going to happen is the case of an issue with an empty assigne.

What would be the best to handle it, within the same rule or in a separate rule that has the basic filter but for assignee = empty?

This is my rule

[Ponce de Leon, Eduardo]

I have tried this, but it is not working!! I am expecting 1 story which I know it has no assignee

[Trudy Claspill]

You can handle it in the same rule with an entirely separate Lookup Issues action for that condition, followed by an IF to check that the lookup found results, followed by a Send Email action to send the information to the person of your choice. Since the Assignee is empty in that case, obviously you are going to have to explicitly identify a recipient.

[Igor Medeiros - Modus Create]

Hi @Ponce de Leon, Eduardo

If you are open to using 3rd-party applications, our app Notification Assistant for Jira can help you with this scenario.

It allows you to create fully customizable notification schemes and templates.

The setup above would ensure that the assignees of each ticket(s) receive a notification of the related issues.

Feel free to reach out if you are interested.

[Ponce de Leon, Eduardo]

I will share this with admins, are there any costs related?

[Igor Medeiros - Modus Create]

Hi @Ponce de Leon, Eduardo ,

This is a paid app, indeed.

You can check the pricing details via our marketplace listing (shared in my previous reply).

Cheers,
Igor Medeiros