How to implement bulk archive rule created in Jira automation?

[Joel Fraser]

I created a rule to bulk archive "done" items using Jira automation. I turned on the rule but how do you implement it to actually archive done items?

[Varsha Joshi · Accepted solution]

Hi @Joel Fraser 

Could you share your automation rule's screenshot? You might have set a trigger, and it gets activated if it matches the trigger condition.

[Joel Fraser]

Hi @Varsha Joshi thanks for your reply. My automation rule is attached below:

[Varsha Joshi]

Since you set it up as manual trigger. For your testing purposes select a test work item - open it up in your browser and find the lightning bolt icon that is #1 in the picture below and #2 is where you will find your automation, click that it should trigger your automation.

Also please be extra cautious that you have test data to play with. 

Hope I was able to help with what you were looking for.

[Joel Fraser]

@Varsha Joshi thanks for your reply. This is applicable for one item at a time. I want to archive multiple items at a time. How would I test the automation say to archive 5 items at once?

[Varsha Joshi]

Is your goal to move all the items that are in done status moved to archive? 

Just curious as why are using an API to do it?

[Joel Fraser]

@Varsha Joshi  yes it is my goal to move all done items into archive in bulk. Do you know of an easier way to achieve this?

[Varsha Joshi]

You could use the transition trigger and apply your JQL condition. That will run every time any work item moves to Done. Then add the component to run the API to move it to archive. 

[Joel Fraser]

Hi @Varsha Joshi , let me explain the context better. I have an old project board with many done items I would like to archive to clean up the board and make it available for a new set of work items coming in. So I already have 1000 odd done items I would like to archive in bulk. What approach can be used to accomplish this?

[Varsha Joshi]

Your approach is on the right track. The above automation should take care of the use case. 

[Joel Fraser]

@Varsha Joshi wthanks but I still do not know how to select multiple items to archive in one operation. What you suggested previously works for one item only but not multiple items. How do archive 1000 items using this approach in one step and not 100o steps?

[Varsha Joshi]

The JQL should pull all the items that you want to achieve. Did your rule run? I would check the audit logs if it ran.

[Joel Fraser]

The JQL does pull all the items but what is the next step? I can access the rule when one item is selected as you described previously in the two steps. But how do you select the rule for multiple items?

The rule ran for the one item but it has errors. I think it's because the header I have is incorrect

[Bill Sheboy]

Hi @Joel Fraser 

The endpoint you are using is experimental.  Did you include the extra header:

• key: X-ExperimentalApi
• value: opt-in

https://developer.atlassian.com/cloud/jira/platform/rest/v3/api-group-issues/#api-rest-api-3-issue-archive-post

Kind regards,
Bill

[Joel Fraser]

@Bill Sheboy  thanks for your reply. Yes I did include the extra header as shown below:

[Bill Sheboy]

@Joel Fraser -- I do not see the experimental header in the image you show. 

For example:

[Joel Fraser]

@Bill Sheboy thanks. I see what you mean. I thought what I used was the correct header based on the instructions from an article but based on what you are saying I don't have the correct header included. The one you provided in the last screen shot, is this the correct header to use?

[Bill Sheboy]

For experimental endpoints, please add that additional header and re-test your rule.

[Joel Fraser]

I added the additional header but I am still getting errors

[Joel Fraser]

This is the error I am seeing:

[Bill Sheboy]

Was the API Token you are using created for a user with sufficient permissions to use that endpoint: Jira Admin or Site Admin?

[Joel Fraser]

I just did but I am still getting errors:

[Bill Sheboy]

Have you confirmed that token works with other endpoints (e.g., get a work item) by temporarily changing the action's URL and data, using the validate function in the action?

If so, it may be time to ping Atlassian Support for suggestions.