Automations Limit is killing us

[Rahul]

We are using standard Jira software, we have renewed it this month from 500 to 600 licenses. Now, the automation limit is killing us.

Our Automation usage was around 2500-3000 per month from last one year. Now, the limitation is for 1700. How should I manage it?

My org is not willing to upgrade to Premium because of price as we are of a small organisation.  Any suggestions on how to manage this?

[John Funk]

Hi Rahul,

One way is to look at what rules are getting executed the most and see if there is an alternative to the way the rule is set up/running. 

Go to Settings > System > Global Automation

Click on the Usage tab and scroll down to the bottom. 

One suggestion is to use scheduled triggers and run a few times a day instead of immediate execute for things like new issue created or field value changed or issue transitioned. 

[Trudy Claspill]

Another suggestion is to see if you can implement rule scope conditions to make sure the rules run against only the issues where the functionality is really needed.

[Bill Sheboy]

Hi @Rahul 

Yes, and...to these suggestions:

I recommend reviewing the information on what counts (or not) as "usage" for rule execution: https://support.atlassian.com/cloud-automation/docs/how-is-my-usage-calculated/#What-counts-as-a-rule-run

With that information in hand, you may consider inventorying your rules to make adjustments to step ordering, putting some actions after conditions so they only count when needed.

Next, when considering changing event-triggered rules to scheduled-trigger rules, monitor the service limits for processing time, looping, and maximum issues per branch / trigger.  Those might cause rules to halt or not process all of the intended issues, and may not be easily recoverable for missed issues.  Please look here for service limit information: https://support.atlassian.com/cloud-automation/docs/automation-service-limits/

Next, with your Site Admins, review all of the Atlassian products you have, as each will have its own allocation of rule usage limits.  It may be possible to relocate / redesign a rule so it counts toward usage for a different product.  https://support.atlassian.com/cloud-automation/docs/how-is-my-usage-calculated/#What-are-my-usage-limits

Finally, consider creating a Free License, Jira site for testing rules.  This will reduce usage when developing complex rules as the allocation will not impact your paid license site.  And once the rules are production-ready, they may be exported from the free site and imported into your production one.

Kind regards,
Bill

[Amelie Winkler _Appfire_]

Hi @Rahul Amelie from the Appfire team here.

As John and Trudy mentioned, there are a few ways you could optimize existing rules, like reviewing triggers, setting up stricter conditions for when rules run, or limiting rules to specific projects instead of running them globally. Here's a blog post with some additional tips.

Also, it could be worth checking if you have any third-party apps, like JSU, JMWE, or Power Scripts in your instance. Those apps have unlimited automations, which might be another solution (and turn out cheaper than upgrading to premium).