How to automate a Task > Subtask > Checklist flow

[Gabriel Carrillo]

I'm trying to create an automation (pictured below) that, when triggered, creates a task with a set of subtasks, and each subtask has a set of checklist items.

In the automation settings, I use the "Checklist Text" item when creating the subtask (pictured below), but I keep receiving errors when I run tests.

How do I accomplish this?

[John Funk]

Hi Gabriel - Welcome to the Atlassian Community!

Make sure the Category and Checklist text fields are on the Create screen used by the project and work type combo (if you have multiple screens on the project). 

[Gabriel Carrillo]

Hey John, can you explain some more please? I'm not sure what you mean here. What is the "Create screen"?

[Bill Sheboy]

Hi @Gabriel Carrillo -- Welcome to the Atlassian Community!

Please carefully review the rule's audit log and note what @John Funk suggested:

Your rule log shows creating the Task with no problem and then failing to add the checklist items to the Subtask. 

Please check the Subtask work item type configuration to confirm it includes this checklist field for the addon you are using.  If you are an admin for the project, you may do that by selecting an example Subtask, and then Configure at the bottom-right side of the view to check the fields.

Kind regards,
Bill

[Viktoriia Golovtseva _TitanApps_]

Hi @Gabriel Carrillo 

Welcome to the Atlassian Community.

“Fields ignored: Checklist Text (customfield_10xxx). The set fields may be unavailable for this project/type.”

That message means Jira could not set the Checklist Text field on the issue you created. In practice, one (or more) of these is true:

1. The field isn’t on the Sub-task (and/or Task) screen
   Add the checklist field to the issue type’s Create and Edit screens used by this project.

• Company-managed project:
  Project settings → Screens → open the screen scheme used by Task and Sub-task → Add field → select your checklist field (e.g., Smart Checklist / Checklist Text).

• Team-managed project:
  Project settings → Issue types → open Task and Sub-task → Add field → select the checklist field.

2. Wrong field (name vs. actual custom field)
   Some checklists show up with similar names. Confirm you’re using the correct custom field ID:

• Jira settings → Issues → Custom fields → search “Checklist” → “…” → View details → note the customfield_#####.

3. Timing (setting the field in the same step as creation)
   Create the sub-task first, then set the checklist in a separate Edit issue step (add a Re-fetch issue data action between them).

If you’re open to Marketplace apps, one the apps that I can recommend as a company representative is Smart Templates, which  integrates seamlessly with Smart Checklist so you can spin up a parent task with subtasks and prefilled checklists inside  from a reusable template. It’s great for structures you repeat often, and you won’t need to maintain complex automation JSON.

[Katja Bing]

Hello @Gabriel Carrillo ,

I agree with @John Funk , please check create screen of the issue type you try to automation for. Seems that Checklist is not present, when you try to create an issue. 

Each operation on the issue(Create/Edit/View) can be define either by 1 screen as default, or by few more. Please find the screenshot attached.

[Gabriel Carrillo]

@Katja Bing I know this is a long shot, but would you be open to getting on a quick call with me to show me what you mean?

I'm still having trouble with this issue and really need it resolved ASAP.

Thank you!