Automation to convert to subtask and set parent as linked ticket

[Dan Foster]

We are currently looking at bulk sub-task ticket creation using Excel, however setting the parent link in this manner requires admin access which we cannot grant due to the number of users who need this ability.

So we are looking at using the Import CSV option available to all users to create tickets and then using automation to convert the created tickets to sub tasks, the idea being we specify a project link in the excel ticket creation, then using automation we:

- Convert to sub task

- Set the parent link as the currently linked ticket

We've identified the "Edit work item field" where I can specify the parent, however the only options are "Current Work Item" and "Trigger Work Item".  Can anyone help in finding the necessary JQL query for this field to set to basically "linked item"

[Bill Sheboy]

Hi @Dan Foster 

A smart value may be typed in for the parent field with the Edit Work Item action, although it is not obvious how to do so:

• type in the smart value
• when it appears below the field, select it for use

More importantly, I do not recommend using an automation rule to change the work item type, particularly to a sub-task.  The Jira UX specifically has a "Move" feature to help with converting types, asking any necessary clarifying questions to help succeed.  Automation rules do not have the ability to stop and ask questions with such rule actions, and so every possible contingency must be identified and handled with rule conditions / actions. 

An alternative is using the Send Web Request action to call the REST API endpoint for a bulk-issue move as that supports changing the types, including any additional parameters needed to do so.

Kind regards,
Bill

[Dan Foster]

Thanks for the reply @Bill Sheboy .  We are trying to avoid at all costs manually creating or editing individual tickets, hence why we're looking at bulk ticket creation using a CSV.  Our hope was to specify a ticket link in the CSV, import to one issue type, then convert to a sub task issue type and assign the parent using automation upon ticket creation.

[Bill Sheboy]

Given what you describe, certainly try to build the rule to save your teams time and reduce errors.  And if you run into challenges, please post the following for context so the community can offer suggestions:

• an image of the complete rule in one single image for continuity
• images of the trigger, actions, conditions, and branches
• an image of the audit log details showing the rule execution
• explain what is not working as expected and why you believe that to be the case

Thanks!