Automation that triggers an action in the "next" sub-task in a list when the prior is closed.

[Ben Weisman]

Hello,

   I am working in a Team Managed Project within JWM. I am trying to create an automation that does the following:

When Sub-task A is closed, an email is sent to the assignee of Sub-task B.

When Sub-task B is closed, an email is sent to the assignee of Sub-Task C.

And so on...

Is this possible?

[Jack Brickey]

Hi Ben,

I don't believe there's any way to determined/define "next". I wonder if you could create the next subtask once the first one is complete rather than creating them all ahead of time? Could be problematic if the assignee is dynamic.

[Ben Weisman]

Thanks @Jack Brickey . The assignee's are assigned ahead of time and could vary. Any other possible workarounds?

[Jack Brickey]

pondering...

What about this idea...

Using either a custom field or maybe labels, you would flag each sub-task chronologically, ST1, ST2, ST3..., at the time they are created. Your automation rule could then assess which sub task just triggers the rule and using that information could then action on the next chronological sub-task. Further, if you were to use a customer number to field you could use smart values to increment it in your assessment/action.

Complex, yes, but doable.

[Ben Weisman]

@Jack Brickey But every task would have to have a unique identifier manually entered, yea?

[Ben Weisman]

@Jack Brickey Am I thinking about this correctly?

Let's say for every 'Proposal' issue type created, there are 10 sub-tasks. If I have them auto labeled ST1-10, is there a way that when ST1 is closed, it can search for ST2 within that specific set of sub-tasks?

If so, how would that be set up using automations?

[Jack Brickey]

Hi @Ben Weisman ,

Sorry for the delay in getting back to you. I am not always online in the community. Have you made any further progress on this or do you still need assistance? I could try to play with us a bit later today if you need it. Basically my idea would be to automation rules. The first would create all the subtasks four a proposal issue type. When creating those subtasks it would set a custom number field sequentially, 1, 2, 3, 4… . The second rule would trigger when an issue transition to done. There would be conditions to ensure the issue was a sub task of a proposal parent, and other conditions as needed. There wouldn't be an If/else Block that would assess each possible custom number (1, 2, 3, 4...), e.g. If Custom Number = 1 then action on sub-task where Cusyom Number = 2, Else if CN = 2 then action on sub-task where Custom Number = 3, etc. Everything is pretty straightforward with the exception of the underlined bit since you have to find the sub-task for the same parent as the one that triggered the rule. Doable I think but will take a little bit trial and error probably.

[Ben Weisman]

Hey @Jack Brickey , still in need of help so thanks.

The part where you lose me is how the automation will know which parent task to search within?

For example, the same project could have the same issue type (and subsequent sub-tasks) launched many times over. So if it's looking for #3 when #2 closes, for example, how will it know which #3 to look for?

[Jack Brickey]

Yes that is the tricky bit as I said. I need to play with this when I have a few minutes. In The meantime I encourage you to give it a go yourself. You might search the community for similar discussions.