Automation

[Ayush Lawania]

Hey,

I have created a work management project for HR where we capture details of employees in issue view, I am looking for an automation where I want to pre fill those data to another IT service project form and submit it, and it has to be done when the issue transition to "submit to IT" status, help me with the solution or any work around.

Thanks in advance 

[John Funk]

Hi Ayush, 

You cannot pre-fill data on a form dynamically. You can have the form present a set default value, or you can use conditional sections of the form to change the values based on answers to previous questions. 

But you can't have a rule that fires and then pre-fills data. It can only create new issues or clone them. 

[John Funk]

So what do you mean by you are not able to clone it? Is there an error? Does it not run? 

Please include a screenshot of the audit log for when you run the rule. 

[Ayush Lawania]

Nope am not getting any error, its just when ai clone the issue, it just include the summary of that issue and not other details, kindly see the rule details in below screenshot.

[John Funk]

We need to see a screenshot of the audit log for the rule also. 

[John Funk]

The most recently created issue will refer to the one in the rule - not some other issue that might get created at the same time. So in the rule posted below, it will refer to the issue immediately before the Link action. 

Or you can add a Branch after the Create a request action and use Most recently created issue for the branch. Then move the link under action under that branch. 

[Valerie Knapp]

Hi @Ayush Lawania , thanks for your question.

Please take a look at the Automation library. Here is a rule I think could help you get started - Jira automation template library | Atlassian

You would want, instead of a manual trigger, for the rule to be triggered on a transition, but otherwise the structure is already there for you to test and adjust.

Hope this helps.

Cheers

[Ayush Lawania]

Hey, thanks for the response.

But am not looking to copy the issue directly to another project, instead i want to pre fill the data in the portal form used by the IT project 

[Valerie Knapp]

HI @Ayush Lawania , as @John Funk says, I was trying to suggest a workaround for what you are asking where you could clone a ticket from one project, at a certain transition, into another project, copying / populating the data already collected in the JSM ticket. 

[Ayush Lawania]

@Valerie Knapp @John Funk I tried creating the clone in another project but somehow only summary is getting cloned there and its is not getting assigned to a particular request type and all the fields are not visible, suggest me a way to achieve this.

Thanks 

[Valerie Knapp]

Hi @Ayush Lawania , thanks for your reply. Please can you put a screenshot of the rule in here? Without seeing your work, it is hard to suggest how to improve it.

Cheers

[Ayush Lawania]

here is the rule which i used but am not able to clone it as it is

[Valerie Knapp]

Hi @Ayush Lawania , thanks for the screenshot.

I was just investigating this in my test instance. If you create this rule, instead, as a global automation, you have the option to create directly on the transition a service request, like this, where you can then specify to copy any and all fields from the original issue using the 'Choose fields to set' option next to the cog. In the example here, you can see that I can either SET a value, like I am doing in the Summary or copy from the source issue, like I am doing for the New Employee and Due Date fields. 

Please can you try this approach and let us know if it works for you?

Cheers

[Ayush Lawania]

@Valerie Knapp for linking the issue you used the most recently created issue right, its a service management project, what if some other issue gets created while this automation is running, in that case the newly created issue will be linked not the issue which transitioned to the designated status.
Am I right?

and I tried with the trigger issue option and the rule was working properly, audit log says success but the issue was not linked to the other project

[Ayush Lawania]

@John Funk @Valerie Knapp  any suggestions? also can you help me with an automation where the issue which is created in the other helpdesk should get updated whenever there are changes in the triggering issue

[Valerie Knapp]

Hi @Ayush Lawania , thanks for your comments. Not being able to see the rule you are using, I am not able to give much feedback.

As I suggested before, there is a library of Automation rules, Jira automation template library | Atlassian. All I usually do is go there, find a rule that is similar to what I want to do and go test and adjust it to my needs in my instance. If you need more help, perhaps you should try to find an Atlassian Partner or someone who can offer more specific training about what you need to achieve.

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