Automation Question

[Nikolaos Vlachos]

Hello All,

I am having an issue with an automation rule. The main problem that I want to solve is that due to the limit of runs for a rule in the global automation I have to limit the role and copy it on each project. The problem is that the rule is supposed to update a linked issue in another project but because of the single-project limitation, it doesn't recognize the issues that are linked in other projects. 

I did test the rule on the global automation and it worked fine but because the rule runs every time there is an update that causes the rule limit to be reached. 

e to help

[Walter Buggenhout]

Hi @Nikolaos Vlachos,

I can imagine. If you fire a rule every single time an issue gets updated, that is going to be a lot of executions.

A couple of things you could do to try and limit the number of executions:

• In your rule details, it is possible to specify the specific list of projects where your rule should run. Listing only the impacted projects there may already reduce the number of executions.
• Check if there isn't a better, more economical trigger you can use for your rule than issue updated. If you are looking at a transition, Issue transition will be fired way less. Or if you want to monitor the change of a specific field, Field value changed might be a better choice as well.
• If those don't work, you may consider using a scheduled trigger that uses a JQL filter with multiple issues to perform a periodic bulk update for the changed issues.

Hope this helps! 

[Nikolaos Vlachos]

Hi @Walter Buggenhout ,

Thank you for your suggestions. 

• I have another rule that looks into the transition of tasks so will not have to manually update the linked issues.
• I am mainly interested to see if a ticket has a change in the "epic link" field. I did attempt to use Field value Changed but unfortunately the "Epic Link" is not available in that option. 
• The scheduled option is it not going to count the same execution for all the issues that have been updated and hit the execution limit again? 

[Walter Buggenhout]

Hi @Nikolaos Vlachos,

Have a look at this support article. It is the trigger event that determines how your executions are counted.

The flip side of the scheduled rule with many potential actions is that it may have other consequences. This support article gives some insight and recommendations about best practices.

In the end, it is a balancing act where you:

• try to avoid triggering automation rules when you don't need them;
• make them run as performant as possible to ensure smooth operation for your users;
• automate tedious tasks your users really shouldn't be doing manually

[Bill Sheboy]

Hi @Nikolaos Vlachos 

Yes, and...to Walter's suggestions:

Perhaps if you explain the problem this rule is meant to solve, the community can offer ideas for alternatives which are less-execution intensive for an automation rule.

Kind regards,
Bill

[Nikolaos Vlachos]

HI @Bill Sheboy ,

The main problem the rule is trying to solve is to enable the project team have visibility of tickets added on specific epics in different projects. Without having to navigate on different project boards or be part of meetings to be aware of this work.

[Bill Sheboy]

Thanks, Nikolaos.

I wonder...what if the interested people watched those epics for changes instead?  How might that help?

Or instead triggering on Issue Linked and checking for connection to an epic?  Perhaps that would have far fewer rule executions than Issue Updated.