Automation for Status change based on Due date

[Lukas]

Hello! I want do 2 things with automation:

1. My task workflow has just 4 Statuses: Open, In Progress, Done and Overdue. If the Due date is passed and the task Status is still "Open" or "In Progress" it should auomatically transit to the Status "Overdue".

2. Exactly 2 weeks before the Due date reached, an "warning" email will be sent to the Assignee via Automation.

How can I do it with Automation?

[Bill Sheboy · Accepted solution]

Hi @Lukas 

Yes, that sounds possible with an automation rule.  Building rules is often a bit of experimentation, and so I encourage you to try to create your rule, test it, and if you run into problems to post an image of your rule and what you are observing.

One thing I note: you seem to describe a status of "Overdue".  Consider where that is in your workflow, and if that is a normal occurrence.  If not normal, perhaps it would be better to have another indicator than status for this condition.

To get you started on creating your rule, please review this documentation and examples:

• https://www.atlassian.com/software/jira/guides/expand-jira/automation
• https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/
• https://www.atlassian.com/software/jira/automation-template-library#/rule-list?systemLabelId=all&page=1&pageSize=20&sortKey=name&sortOrder=ASC

Kind regards,
Bill

[Lukas]

Hi @Bill Sheboy In fact, I have no experience with Jira automation, I did though such "mini" automation earlier on Microsoft Teams, but it seems, Jira works a bit different.

And what do you mean with "normal occurence"? And which another indicator, can you imagine instead od status?

What I wanna do is, I create some tasks and assign them to colleagues and overwatch that the tasks are timely done. So Due date is a mandatory field, which will be always in the future, for eample in 2 months or so. I fill the due date on task creation. So when the due date is reached, and the task status is still open or in progress, it should just jump to the status "overdue". So when the assignee done with the task, he can change the status manually to "Done".  

[Bill Sheboy]

When I think of workflow, I think of what a team does normally to work.  And so something being "overdue" is not normal (hopefully!)  Thus I often would not make that a status value.  Instead...

To make abnormal things more visible, teams sometimes use flagging in Jira, which adds a flag indicator and color highlight to cards on the board.

Ignoring that approach for moment, you can do what you asked with a couple of different automation rules, using scheduled triggers.  First, try writing queries to answer your questions:

• To find issues which you believe are due in two weeks and so need to notify people.  You may need to adjust this to get what you want, such as handling weekends, etc.

project = myProjectName AND statusCategory != Done AND due = startOfDay(14d)

• to find issues which you believe are overdue (i.e. due before today)

project = myProjectName AND statusCategory != Done AND due < startOfDay()

Now you could create a rule, using the scheduled trigger.  Let's try the overdue one:

• trigger: scheduled to run every day, using the JQL for overdue
• action: send an email to the assignee, with the message you want to include

The other rule would be similar, except you would use the Transition Issue action.

[Lukas]

@Bill Sheboygood point with flags regarding ovedue tasks. However it seems, flag function is only available for software projects (as project type). mine is business project, and I don't see here the option to add flag to the issues.

Is there any other decent ways to show the users that some tasks are already in overdue and needs attention?

[Bill Sheboy]

Thanks for that information as I missed this was a business project.

I found an open suggestion to add flags to such projects, which you can watch/vote for to see progress: https://jira.atlassian.com/browse/JWMCLOUD-35

Business Projects also do not have card colors/customization, which would have been my next suggestion.  And unfortunately all Due Dates show as red-color on business project cards...so that isn't helpful either.

Until then, your idea of using a separate status/column seems like a useful alternative, and the automation rules can help transition the issues for the visibility.

[Olha Onofriichuk_SaaSJet]

Hi, @Lukas 

Among the ways how to solve your problem, the solution I  would recommend is using SLA plugins where you can set up such automated actions (Status Change and sending emails 2 weeks before the deadline). For example, you can try SLA Time and Report for Jira add-on to achieve your goals.

So, about the question number 1 (If the Due date is passed and the task Status is still "Open" or "In Progress" it should automatically transit to the Status "Overdue"), you can easily do this with SLA Time and Report. 

You just need to add a Due date in the issue (and also create a Custom field "Label" with a name of the action, for example), then go the SLA Manager (settings) and take the next steps: 

-select "Add SLA Configuration" and choose a "Negotiated date" SLA goal (to be connected to your Due date):

-choose a Start and Stop actions (start "Open", stop "Done"), so that you will even be able to see how much time is still left to the due date.

-Choose a goal name (for example, Transit to the Status "Overdue"), select when exactly you want this automated action to happen (for example, at 9 a.m. on the due date), choose the action "Change the status to "Overdue"). 

Note: don't forget to click "Custom field" to make it green, and choose the necessary option there: 

If you follow the steps above, the status of your Issue will be changed when the due date comes.

Now, the question #2 (Exactly 2 weeks before the Due date reached, an "warning" email will be sent to the Assignee via Automation).

For this you can also use SLA Time and Report for Jira add-on, just add custom fields like these (also, add a neceddasry date in the Issue's custom field - set is as 2 weeks before the due date):

Then also follow the steps from above and just add one more time goal for sending the Email 2 weeks before the due date.

Choose an action "Send notification to" and choose a person you need. Actually, this person will get a notification in the comment (and as usually, Email from Jira will also be sent to the mail)

Also, this add-on is created by my SaaSJet team, so I'd be glad to help you with your questions and all the necessary settings. 

[Lukas]

@Olha Onofriichuk_SaaSJetthank you for your recommendation! It seems kind of doable! Unfortunately we can't afford this plugin. So actually this "management of overdue tasks" is just a small part of my risk management implementation in Jira. I try this with custom implementation, since I didn't found any plugin for Jira, that satisfies my requirements.

[Olha Onofriichuk_SaaSJet]

@Lukas glad to hear that this solution may be useful for your needs.

Just wanted to tell, that this plugin is free for up to 10 users (in case you have a small company). Or if you can't afford the paid plugin for your team (bigger than 10 users), we can offer you a special price. 

Feel free to contact me if you need a discount or call about possible options.

Have a nice day.

Regards, 
Olha