How to automate rolling sprint creation across projects?

[Adam Bang]

The goal is to have the same sprint dates for the 3 future sprints across multiple projects. This is done on a rolling basis, so when the sprint ends, the future sprint (2 weeks in the future) is created.

To do this I'm setting up an automation that creates the future sprints when the current sprint is closed. The automation is triggered on sprint completion, which creates a new sprint with start date 28 days {{now.plusDays(28)}}  in the future and ends in 42 days {{now.plusDays(42)}}.

I have 3 issues with this approach.

1. If I forget to close the sprint on the correct date, the future sprints will be created on the wrong date
2. The Sprint name in automation is hard-coded. I want the name of the sprint to be an incremental increase. The naming being, Proj A Sprint 1, Proj B Sprint 1, Proj A Sprint 2, Proj B Sprint 2 and so on.
3. If a project creates there own future sprints, the automation will create sprints in the same time span, meaning there will two sprints for the same dates on a project.

For example, when I close Proj M Sprint 2 on Feb. 03 2025, sprints Proj A Sprint 5 and Proj B Sprint 5 are created with start date Mar. 03 and end Mar.17.

[Adam Bang]

I solved issue 2 with the following smart tag.

Proj A Sprint {{#=}}{{now.plusDays(28).format("w")}} / 2{{/}}

which works because our sprints line up with calendar weeks.

The one rule creates springs across all the projects, I just copied the Action component and changed the Project value.

[Marc - Devoteam]

Hi @Adam Bang 

Yes yes and yes, these will be issues you can't control.

1. This is a manual action so you have to take responsibility
2. The solution to this to create 3 rules, one for each project
3. Make sure Manage Sprints permission is granted to limited users

Also don't use board that contain multi project issues, as this takes sprints from other projects onto the backlog and active sprint board as well.

[Katrina Thacker]

Hi Adam...would you be willing to share the details of the automation you set up? I need to accomplish something similar.  Thanks in advance!

[Adam Bang]

Hi @Katrina Thacker 
I couldn't think of a better way to share than screenshots. I used variables to set the dates and to number our sprints. We say that the sprint number is half the week number rounded up. The last step And: Create Sprint can just be copied and use different boards each time. futureEnd is the same as futureStart, I just add 58 instead of 45.

We create a sprint 3 sprints in advance.

[Katrina Thacker]

Thank you! Will give it a try and share back. Truly appreciate it.