Create Tasks on creation of Epic

Melissa August 23, 2023

I took a quick at Automation in Jira but I'm not sure if this can be possible.  Is there an add or 3rd party method that allows users to do this? 

Requirement: When an Epic is created with the Workflow Status of Candidate, Created 5 Tasks (Issues in Epic)

Background:  My teams creates Epics for projects that have been assigned to them.  Currently they will manually create a Epic and then create 5 Tasks for each Epic manually, the tasks serve as a checklist, the tasks are the following Research, Draft, Review, Publish and Implement.

For example - Project "Jira Issue Automation", users would create an Epic Issue, and then Tasks that are associated to the Epic via the Epic link.  This allows for tracking for the individual steps that are needed to completed. 

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Kian Stack Mumo Systems
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August 23, 2023

@Melissa, yes you can do this. 

 

Try something like this:

 

Screen Shot 2023-08-23 at 3.23.49 PM.png

Melissa August 23, 2023

Thanks @Kian Stack Mumo Systems 

I was able to use to create a task in our test environment.  But the problem I'm seeing is that I not able to have the Task linked to the Epic.   

Kian Stack Mumo Systems
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August 23, 2023

Please look at the field "Epic Link". I've set the smart value to "{{issue.key}}" which will automatically link the newly created ticket to the Epic.

Melissa August 24, 2023

@Kian Stack Mumo Systems Thank you!! I was about to use 

 {{issue.key.substringAfterLast("-")}}    , Since I wanted just the numeric part of the Issue key.

 

@Kian Stack Mumo Systems  - If I wanted to update the Trigger Issue, how could I do that.   

Requirement:

I wanted to create the Epic (manually created by user)

then update the summary of the Epic with the numeric part of the issue key in the summary

and then create tasks under the epic (Done)

Kian Stack Mumo Systems
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August 24, 2023

Screen Shot 2023-08-24 at 8.50.27 AM.png

Melissa August 29, 2023

@Kian Stack Mumo Systems  Thank you for all your help!

Kian Stack Mumo Systems
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August 31, 2023

@Melissa, I'm glad I could be of assistance!

Melissa October 12, 2023

@Kian Stack Mumo Systems 

Thank you for all your help!!! 

I've been able to expand my rule and it's been very helpful for my team. 

I wanted to make my Rule a bit more "automated" 

Currently I have a Rule (it's the one in this question, see original question) that is kicked off when a user creates an Epic, the Rule creates 5 Tasks.   I wanted to update the Tasks with the Assignee of the Epic. But I don't know what I'm doing wrong. 
Scenario:

User Creates Epic and leave "Assignee" empty - I have a "Edit Issue" component in the rule that updates the Assignee to the Issue reporter. In each Task  I also have the Assignee to Issue reporter - this works well.
But when a Manager is creating a Epic and they choose "John Smith", the tasks are not being assigned to John Smith - In the Task I've tried the different  choices:

  • Copy from Parent 
  • Copy from Issue 
  • Copy form Trigger Issue
  • Copy from Epic 

None of these has worked.  Do you have any suggestions?

Kian Stack Mumo Systems
Community Leader
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October 12, 2023

@Melissa, who are they being assigned to? 

Melissa October 12, 2023

@Kian Stack Mumo Systems 
I need to update my Scenario - it's actually inverted

So Manager creates Epic and Assignee it to John Smith, that is working when the Tasks are created in each Task I have Assignee - Copy from trigger issue,   Copy from Issue also works. 

But when a user creates an Epic and leaves the Assignee Blank (unassigned) the Tasks are also Unassigned.  But the Epic gets assigned to  Issue Reporter.  I do this to prevent users from leave Jira's without an Assignee .

Thanks

Kian Stack Mumo Systems
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
October 12, 2023

Try something like this:


Screen Shot 2023-10-12 at 2.57.41 PM.png

Melissa October 16, 2023

@Kian Stack Mumo Systems -

Hello Kian, Tried a bunch of these and couldn't get it to work.  

The problem is in the Create Task actions - I'm able to create tasks but if the Initiator /Report left Assignee as Blank. I want the Epic and Tasks to be edited and Use Initiator as the Assignee.  This works on the Epic but not the Task.  In the Create Task have tried:

Copy from Trigger Issue 

Copy from Epic

Copy from Parent

Copy from Issue

Why wouldn't Copy from Epic work? The user enters an Epic and then the rule is triggered to create Tasks link to the Epic.  So if the user leaves the Epic Assignee empty and I have a Condition If Assignee is blank, edit issue to Add Initiator as the Assignee in the Epic.  I should be able to update the Assignee in the Task to Copy from Epic. Shouldn't this work?

Kian Stack Mumo Systems
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
October 17, 2023

@Melissa

After setting the assignee on the Epic, add an action to "re-fetch" issue data.

The problem is that the way automation rules work is that they load data from the ticket into memory when the rule is kicked off. When you use smart values, you aren't asking it to fetch any data from the ticket, you are asking it to fetch data that it already has stored. As such, copying the assignee won't work as the assignee was blank when Automation for Jira initially fetched the information.

 

To fix this, Atlassian introduced a "re-fetch" issue data which will actually go to the ticket and fetch all of the latest data. Using this you should able to use the Copy from Epic, Copy from Parent, ect.

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