Transition Idea status based on linked Delivery issue status

[Boris Ahrendt]

Hi all,

I'm trying to set up basic global automation rule, to adjust the JPD idea Status to "Done" when a linked Jira work ticket is transitioned to "Done" status there.

I've based the rule on the JPD demo vid HERE and have validated those steps in several other community posts. However, I just can't get this to work.

Has anyone else managed this?

Thanks

[Bill Sheboy · Accepted solution]

Hi @Boris Ahrendt -- Welcome to the Atlassian Community!

For a question like this, context of your specific rule is important for the community to help.  Please post the following:

• an image of your complete automation rule in a single image for continuity
• images of any relevant actions / conditions / branches
• an image of the audit log details showing the rule execution
• explain what is not working as expected and why you believe that to be the case

Thanks!

Kind regards,
Bill

[Boris Ahrendt]

Sorry - I've now added the images.

What I expected having added this global rule: when the Jira work item status changes to Done, that this would trigger the linked Idea to status Done as well. (Please disregard the "Delivery" in the image - we were playing around to see if it would work with other statuses.)

Instead, Idea status remains same as prior to the automation running.

[Bill Sheboy]

Who is the rule actor in the details at the top: the default of Automation for Jira or someone else?

I believe only users with JPD permissions to modify Ideas can perform the transition (e.g., a person with Creator role).  If it is the default user, please try changing it to someone with permissions to update Idea and re-test.

[Boris Ahrendt]

The actor for the both the Jira change as well as the the JPD side is project admin (or Creator). So don't think it could be permissions in this case?

[Bill Sheboy]

I was asking about the automation rule actor.  Which user is used in the rule, as you see in this example below:

[Katrin Erhardt]

Hello @Boris Ahrendt hello @Bill Sheboy ,
actually I have the same problem. 

I am attaching screenshots of my automation rule. My audit log shows messages indicating that the automation was executed, but no actions were performed. What I don't understand is that when I set the linked task to “Done,” nothing happens. However, when I set the idea to ‘Done’ instead (as a test), the entry appears in the audit log (and the task is not set to “Done”). It seems as if the logic is somehow working backwards?

----

I think there sould also exist a template for exact this automation, see comment from @Hermance NDounga on this Loom video, and listing in this Intro article. This would probably be the easiest solution to make it work - but I just can't find it.. - can you see it?

Thank you all in advance!

[Boris Ahrendt]

@Bill Sheboy 

Indeed, the Actor is set to "Automation for Jira".

[Bill Sheboy]

@Boris Ahrendt -- As I noted earlier, please change the rule actor to one with update permissions for the JPD Ideas (e.g., someone with the Creator role) and re-test.

[Katrin Erhardt]

Hello @Bill Sheboy I just changed the rule actor as you suggested. But the behaviour is the same as I described above: When I set the linked task to “Done,” nothing happens. But when I set the idea to ‘Done’ instead (as a test), the audit log shows the idea as "work item transitioned" with no related work items.. Is it a logical flaw? 

[Boris Ahrendt]

@Bill Sheboy - That did the trick! We changed the Rule Actor to myself, and the transition succeeded as expected - the status changed in the JPD idea accordingly.

One question about the rule actor - I assume that even tho it is attributed to me, the automation would still run if another team member initiates the transition (by changing the status in delivery)?

Many thanks for your help with this!

[Bill Sheboy]

Hi @Katrin Erhardt 

The rule you showed in the image has a single-project scope.  That means the rule can create (or clone) work items into other projects but not access them in any other way.

Please change your rule scope to multiple-project, selecting the relevant ones, or global, adding any conditions on project needed to manage the behavior.

Your Jira Site Admin will need to help change the rule scope in the global settings because larger scope rules have a higher impact / risks for the site.

Thanks!

[Bill Sheboy]

Hi @Boris Ahrendt 

That is great news!  Please consider marking this question as "answered" to help others with a similar need find solutions faster.  Thanks!

For your follow-up question...

My understanding is once the rule actor changes, any actions the rule does will be shown as done by that actor...and not by the initiator (i.e., person who did the actions triggering the rule).  For this reason, when you expect the person performing the actions which trigger the rule does have Creator role permissions, you could instead change the rule actor to "User who triggered the event".  However, I expect that will not work for most of your team members who may not have Creator permissions.

Normally, the Automation for Jira user has super-powers to do just about anything.  But when Atlassian started charging for JPD and implemented a by-seat pricing model for Creator permissions, they did not expand that special user's capabilities.  (I hypothesize this was done to prevent clever people from circumventing the pricing plan ;^)

Community posts indicate Atlassian is well aware of this problem / impediment to automation caused by the pricing plan...although we cannot see the JPD backlog defect for this symptom to know if / how they are considering solving it. 

If you are on a paid license model, I recommend working with your Jira Site Admin to submit a ticket to Atlassian Support and ask for next steps...although they will likely suggest just changing the actor, as you have already done.

https://support.atlassian.com/contact/#/