Assign a Team to the field "Responders" or "Participants" from an automation rule

[Pablo Verdier]

Need to initialize the field "Responders" with the name of a specfic team , when the activity is created

[Trudy Claspill]

Hello @Pablo Verdier 

Welcome to the Atlassian Community.

What type of project does this concern? You posted in the Jira Service Management forum. Can you confirm the project is JSM? And is it Company Managed or Team Managed?

What is the Field Type for Responders?

When you say you want the name of a "team" are you referring to Teams that are created through the Teams menu?

Are you planning to hard-code the team name or do you need to look up the team based on some piece of information within the newly created activity?

[Pablo Verdier]

Hi, 

1. Jira Service Management, Company Managed

2. "Responders" is a built-in field,  used to for example with the funcionality of "Alerts" (ex opsgenie).  When an activity is created an alert is created and related to the "responders"

3. I refer to Jira Teams, the one used on escalation rules for example

4. What i need is to automate the assignment of "responders" when the activity is created , then the alerts will work properly (if "responders" is empty no notification is sent to anyone).   The "team" depends on the project where the activity is created, so if it is possible to create only one automated rule for all the different projects it would be nice, but it is no necessary. So, it would be ok if we hard-code the team name in the rule.

Please let me know if I was clear...

thanks!

[Trudy Claspill]

Thank you for that additional information, @Pablo Verdier . I have not worked specifically with incident management before.

I found this KB about setting the Responders field via Automation.

https://support.atlassian.com/jira/kb/automate-responder-field-updates-in-jira-for-faster-incident-management/

In learning about the Responders field I found that a Team that has been created through the Teams menu is not automatically available to add to the Responders field. There were extra steps that had to be taken as described here:

https://support.atlassian.com/jira-service-management-cloud/docs/launch-your-team-operations/

When you say you want to initialize the field when the incident is created, do you mean you want it set before the new incident is actually saved? Or is it sufficient to have automation that detects the incident has been created/saved and then fills in the Responders field?

Based on my experimentation the Responders field can be added to the Create Issue screen, but then there is a flag that it isn't actually supported on that screen and cannot be set. So it does not appear that you can "initialize" the field before the incident is saved.

An Automation rules could be used to fill in the field after the incident has been created/saved, based on the KB I pasted above. 

The trigger for the rule would be Work Item Created.

You could add a Condition within the trigger to limit it to the work item types where you would be setting the Responders field.

You could create a rule per project, or you could create a multiple project rule. If you will use the just one Team in all the incidents for a given project then you can use a Lookup Table to associate Projects to hard-coded Team ID values. The rule can figure out in which project the new incident has been created and reference the Lookup Table to find the corresponding team. That value can then be inserted into the new incident's Responder field.

This might not be the only solution. There could be other solutions that will also work.