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Hi everyone, I have an issue regarding automation on Jira ruining my sleep.
If you are working with a Kanban board that has all issuetypes filled in, you must have noticed that It is very inconvenient to move parent issues through the board as their children move every time, specially if you have many children attached.
So, I came up with a logic to encounter such impasse and decided to carry out an automation experiment. Since then, I've been facing technical issues on Jira's Automation tool and I hope you guys have already overcome them.
As we know, conceptually all sub-tasks must be done for a User Story (US) or any other standard issue to be considered done as well, therefore, an US should follow its children sub-tasks, particularly its latecomer, throughout the board's workflow to be in the accurate spot on the flow.
Which means that if an US has 2 or more linked Sub-tasks, the same US is supposed to sit idle on the same column as the last latecomer child Sub-task. In other words, if 1 User Story has 3 linked Sub-tasks spreadout across 5 board columns, the User Story must follow the particular child Sub-task that fell behind at the first column of the flow.
Is there anyone who came across such problem before? How would you guys approach it?
Can you clarify...
Natively, the Story and the Sub-task do not depend on each other for Status moves - if this is happening automatically now, then there is already some customisation implemented.
It'd also be good to understand what technical issues you now have from automation.
Hi @Stephen Wright _Elabor8_ , thanks for replying my issue.
There is no automation rules set up nor workflow post functions. In fact, that's what I'm looking for.
My team and I agreed that all Sub-tasks must be done in order for their related User Story to be considered done. Note that both Issuetypes are set to move though our Jira board.
I know that they move independently, but I would like to set up an automation rule to force an User Story to follow its related Sub-tasks statuses. However, one User Story might have several related Sub-tasks, so which Sub-task's status it should follow then?
A Jira board represents a flow, so statuses are configured on the board one before the other in a row, right?
My idea is to set a User Story to always follow the latecomer Sub-task status on the board. That ensures the User Story won't be set as done in case one of the many related Sub-tasks is moved to the end of the board (status done) as the others sit idle on any other board column.
Hope I've provided enough information this time. 😅 Sorry for not being clear before.
This should be possible - I've provided an example of how it could be done below based on the latecomer approach.
A few general notes on my approach:
Some further explanation is below the example.
Some design notes...
Let us know if this works for you, or if you have any further questions!
Hi @Stephen Wright _Elabor8_ . I'm very thankful for your assistance. Your suggestion seemed to address my problem perfectly. I just tried it out but I happened not to have success as expected. I'm going to explain why in as much details as I can. BTW, my workflow is pretty much the same as yours (All <> all transitions).
For the sake of explaining it, let's call a User Story as Parent and Sub-tasks as Children.
Also, let's say there is 1 parent for 4 related children.
1 child is "To Do", 2 children are "In Progress", 1 children is "In Review".
Given that "To Do" is where the latecomer child is, the Parent was supposed to be there as well, right?
Moreover, when I move the 1 lonely "To Do" child to "In Progress", along with the other 2 children, the Parent should follow it and turn its status to "In Progress" as well.
Now there is nobody "To Do" and those 3 "In Progress" children are the latecomers, given that there is another child ahead "In Review".
In summary, the Parent was supposed to follow the children's status closest to the set beginning of the flow.
Appreciate your help.
One question for my understanding (as the logic doesn´t make sense as I get it):
To stick to your example: Let´s say there is even 2 children "Done", 1 "In progress" and 1 "To do". As I got you right in this case the parent should still be in status "To do" as there is 1 child (latecomer) in this status.
My question is:
Does your parent status then really shows the truth/transperency? How could the story be "To do" if there is a child "in progress" and EVEN 2 children "Done"?
Hi @Stefan Salzl , thanks for replying my post.
Your question makes total sense.
The parent should be "In Progress" whenever the first child goes. However, it should not keep moving ahead even though other children are already done. As long as there is a child in progress the parent should follow the latecomer one.
I planned on adding a condition to work that out later. First, I'd like to figure out the "parent follows latecomer child status" automation rule
Alright, so I think I've worked out the intricacies of this rule, mapped to the latter comments about moving to In Progress when the first child moves.
I've gone for ease of understanding over efficiency, so this might be possible to refine slightly - but the rule has 6 branches...
^ I think this covers every need, ensuring...
For the last two bullets, it effectively means a Story can be In Progress when no Sub-tasks are, so it's not ahead of the Sub-tasks in To Do!
So, how does this rule look?
There's some reasoning to the design, but in summary it appears to work in all the scenarios I could think of for my Workflow example.
You'll need to expand/constrict the rules depending on the number of Statuses you have between To Do and Done.
Give this a go - let us know if it works, and feel free to ask further questions if needed :)
Hi @Stéfano Matos and welcome to the community.
to move parent issues through the board as their children move every time
I cannot confirm this behaviour as default in kanban boards. I didn´t see all sub-tasks changing with transition of a UserStory. If this happens I suppose there is already an automation rule or post-function processing this.
The other thing is more a question of the design of your process hence workflow(s). You could also have different workflows for special issue types (means: subtasks could have a different workflow than user stories). To really understand your case it would be helpful to add a screenshot of your board and describe your use case based on an exact expample (referring to your board).