Create subtasks in Jira work management from email or confluence

[Ashleigh Smith]

We are starting to use Jira work management as our workplace work flow and task system. Our setup is to create an issue for each client with subtasks on that issue for the various steps we need to complete for that client.

We take notes from client meetings on OneNote currently and those notes contain a table of post-meeting action items for various employees to do for that client. We then have to go to that client's Jira issue and manually add in the action items as subtasks assigned to the relevant employees.

Is there a way to automate the creation of non-generic subtasks for an existing issue?

The action items will sometimes be generic standard ones but sometimes will be client-specific, so it wouldn't work to just have an automation that adds a list of subtasks to an issue when meeting notes are sent. We want to be able to complete the meeting notes & action items table, then have Jira somehow scrape those action items out of the table and add as subtasks to the client's existing issue.

We looked at a Microsoft Outlook integration tool but it seems to be limited to creating a new issue or creating subtasks on a new issue, and not able to create subtasks on an existing issue.

Alternative we considered was to use Confluence for meeting notes but it seems like confluence automation can only create Jira issues from meeting notes written in confluence, and can't create subtasks for an existing issue.

Does anyone know a way to do this?

[Tomislav Tobijas _Koios_]

Hi @Ashleigh Smith ,

Based on the requirement and the fact you're on Premium plan, I would maybe suggest using Atlassian Intelligence for this purpose of going through meeting notes and creating action items.

You could, for example, add those meeting notes directly in the Jira issue (as a description) and then use Suggest subtasks feature to go through all content there and create suggested sub-tasks which then you can accept, modify, or remove before they are actually created. I've used this quite recently and it actually worked really well. Not sure if it will also automatically assign issues too, but you could try it out. More on AI features can be found here.

Another alternative, also with using AI, would be using Confluence for storing those meeting notes > AI to create action tasks or AI to create a page into Jira ticket (not sure if this is rolled out yet or not).

Hope this helps.

Cheers,
Tom