JIra software: (data center): Enable automation on issue transition during spillover with comments

[anilsantharam_ch]

Hello Respected,

I would like to enable visibility over the issues transitions from sprint to sprint using the comments section whenever spillover happens. i would like to apply to all issuetypes expect for the Epic.

i need help with setting up the automation rule to enable the spillover of issue via manual trigger and also post a comment per issue to identify its sprint transition history. 

Note: i would like to enable the same without the need for any new custom field to capture current sprint. however, if that not possible, let us do that as well.

purpose: whenever there is a spillover, i would like to implement automation for following:

1: day before sprint ends, i need to send out reminders via email to assignee grouping all his/her tasks to remind on closure of work with worklogs, evidences and review checks done.

2: post the end date of the active sprint, all the issues which are not yet transitioned from "New" to "In-Progress" state to be moved to next subsequent sprint( fyi, whether or not the next sprint is start the following day or not). I want this to be a manual trigger, because not every issue need to be moved to the subsequent sprint, some might be even in later sprints or even spilled to backlog.

lastly,I would like to mention in comments on the issue spillover for traceability. so i need the current sprint and the future sprint in which the issue got spilled to be reflected in comment to be reflected similar to : 

Automation] {{now.format("yyyy-MM-dd HH:mm")}}: Sprint changed from sprint ____ to sprint ____ 

so, to which ever sprint i need to transition the issue (may be to next sprint or else to later sprint or even the backlog), this is to be reflecting clearly using jira automation via the comments.

[Walter Buggenhout]

Hi @anilsantharam_ch and welcome to the Community!

I'll get to automating the comment further on, but would like to challenge some of your requirements if you don't mind;

I am a bit surprised when you are running sprints and at the same time state the following:

day before sprint ends, i need to send out reminders via email to assignee grouping all his/her tasks to remind on closure of work with worklogs, evidences and review checks done.

Running sprints is usually done to create focus on a (limited) scope across a short period of time to make sure it gets done in time. It also usually comes with a practice of daily standups (in whatever form) to keep a close eye on progress, enhance communication and leverage the power(s) of the team to unblock things if necessary. If you apply that practice, there would be a need to send out a notification email 1 day before the sprint end to remind people that they suddenly have one day to put everything in order.

I don't know - obviously - what type of work your team is doing and how you are using sprints as part of your process, but bringing those principles of regular and fast feedback and communication into your daily operations will almost certainly create greater benefits than sending automated emails and assuming spillover "as a normal, standard given".

Having said that, when you complete a sprint, this raises a trigger you can leverage in automation to trigger further actions. The below example shows how you can address all issues in the sprint you just completed and add a comment to all open issues (the ones that will spill over):

In the status condition, make sure you exclude all statuses that are not mapped to the rightmost column of your board, as that is how you identify all items that are moving into the next sprint.

I would not recommend to explicitly mention what sprint they are moved into at this point, since it seems quite a relevant scenario to me that this might still change before that sprint is actually started. To refer with a smart value to the sprint that you just completed, you can use {{sprint.name}} to add it to your comment.

Hope this helps!

[Bill Sheboy]

Hi @Walter Buggenhout 

Just checking if your suggestion was missing the word "not":

It also usually comes with a practice of daily standups (in whatever form) to keep a close eye on progress, enhance communication and leverage the power(s) of the team to unblock things if necessary. If you apply that practice, there would [not] be a need to send out a notification email 1 day before the sprint end to remind people that they suddenly have one day to put everything in order.

Kind regards,
Bill

[Walter Buggenhout]

Absolutely, @Bill Sheboy 😅 - well spotted!

[anilsantharam_ch]

Thankyou for your feedback on this @Walter Buggenhout  and for the rule details shared. I completely acknowledge your statement on the purpose of reminders to team during sprint. I find it necessary however, in my project using scrum board to manage our work.

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To address your feedback @Walter Buggenhout , I would like give a short summary on the ways of our project, before we dive into my purpose in this query: given our current ways of work handling, like in our case. since the team though give updates over standup are not able to implement the same over jira. given the list of issues per sprint , says in my project per sprint, we see planned tasks of 80-100 and later during end of sprint due to scope creep, i see a lot of spillover. regardless of whether the capacity buffer is considered or definition of readiness is met. i cannot seek updates and comment on each task over Daily stand-up. Thus I am only capturing the risks placeholders which are holding the sprint goal and raising flags to the tasks and following it up.

Despite spillovers are handled during refinement call, but wrong estimation of the work (owning to dynamic nature of work) is holding its consequent issues to start and leading to spillover

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I assume we(my project) is in need of actually a scrumban env to manage our works, since scrum board are not a best fit for my project. not sure if Jira has it. 

Now for the purpose, i need a reminder posted to comments fields per issues and a mail notifications sent, atleast a day before the sprint ends to seek the team attention to close the issues.

i thus would like to get the smart values to use in the automation rule for comment creation action, i would need: sprint name of the issue before spill and sprint name of the same issue after spillover,  to enable the issue transition visible in comments whenever the issue is hopping through sprints. if a custom field is needed here to trace the current sprint, im fine with it too. 

And, thankyou Walter for the rule shared. I have a similar setup in my projects and its working good except for the content in the comments to reflect the issue transition history sprint during the spillover in the format i mentioned in my initial thread. for that, i need the smart values of current sprint name and later sprint name of issue during spillover. I would also need another rule to enable this spillover for all issue types which is still in "New" state. using a manual trigger.

Kindly help me Team.