Automação - Data limite alterada

[Jonathon F. Lacerda]

Olá pessoal,

Gostaria de uma ajuda.

Utiliz o Jira Work Management para acompanhamento do trabalho da minha equipe.

Como nós tratamos alguns projetos dentro dele através de épicos e por premissa todas as atividades devem conter uma data limite como prazo previsto, eu gostaria de implementar uma automação que notificasse a gestão caso a data limite que já estava preenchida fosse alterada.

Por exemplo:

Digamos que a atividade possuía já preenchida uma data limite de 20/01/2024 mas o responsável foi e alterou para 24/01/2024. Eu queria criar um gatilho que notificasse a gestão sobre isso, para que fosse questionado o responsável da mudança no prazo, ou até mesmo, gerar um comentário no seu card, questionando o motivo da alteração da data.

É possível fazer isso?

[Bill Sheboy · Accepted solution]

Hi @Jonathon F. Lacerda -- Welcome to the Atlassian Community!

Yes, I believe that is possible.

An automation rule could be triggered on the change to the field, such as the Due Date field.  And the person (Jira user) who made the change can be identified from the {{initiator}} smart value: https://support.atlassian.com/cloud-automation/docs/jira-smart-values-users/#--initiator--

I recommend trying to create the rule, testing it, and if you run into challenges, post images of your rule and explain what is not working as you expect.  That will provide context for the community to offer suggestions.

To get you started on creating your rule, please refer to these documentation and example sources:

• https://www.atlassian.com/software/jira/guides/automation/overview#what-is-automation
• https://www.atlassian.com/software/jira/automation-template-library#/rule-list?systemLabelId=all&page=1&pageSize=20&sortKey=name&sortOrder=ASC
• https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/

Kind regards,
Bill

[Jonathon F. Lacerda]

Hi Bill,
The rule is very simple, but I'm facing a little difficulty.
I only want the comment to be generated if the Deadline field is filled in and is changed. If it is empty and is filled in for the first time, it does not trigger the rule. It will only activate if the field already has a date value and is changed.

Is there a way to customize this?

Below is a printout of the rule:

[Bill Sheboy]

Yes, that is possible using the changelog smart values: https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/#--changelog--

After the rule trigger, test if the previous value was empty and then test if the new value is not empty.

For example:

• trigger: field changed
• smart value condition: check if the previous value was empty.  Please substitute in the 
  • first value: {{#changelog.yourFieldSmartValue}}{{fromString}}{{/}}
  • condition: equals
  • second value: leave this empty
• smart value condition: check if the new value is not empty.  Please substitute in the 
  • first value: {{issue.yourFieldSmartValue}}
  • condition: does not equal
  • second value: leave this empty
• action: comment on the issue

To confirm the smart value for your field, you may use this how-to article: https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/

[Jonathon F. Lacerda]

Hello Bill

I'm having a problem with these smart fields.
The field I want to monitor is the due date.
In this case the conditions should look like this:

smart value condition: Check if the previous value was empty. Please replace in
first value: {{#changelog.duedate}}{{fromString}}{{/}}
condition: equal
second value: leave blank
smart value condition: check if the new value is not empty. Please replace in
first value: {{issue.duedate }}
condition: not equal
second value: leave blank
action: comment on the topic

By using the link https://support.atlassian.com/cloud-automation/docs/find-the-smart-value-for-a-field/
I see that my "Data Limite" field in Portuguese in Jira is the Due Date.

Below is a printout of the rule. I let it deactivate momentarily

[Bill Sheboy]

Thank you for confirming the field is Due Date.

When you test the rule, what do you observe happening?

[Bill Sheboy]

You have seemed to change the scenario, as you now want to test if the previous value was not empty.  Please update the condition test on the {{fromString}} value from the change log and that should work.

[Jonathon F. Lacerda]

Bill,
I'll try to clarify basically what I want so that it becomes clearer and you can help me.

1st When I create an item, the deadline field cannot be empty, if it is empty, I need a comment to be generated for the person responsible to fill in the deadline information to complete that item.
2nd Now, if the deadline field is set back to empty, it generates the same message as what I mentioned in item 1 above, now if it is a date different from the first one that had been set, it generates a message asking them to notify their management of the reason for the change of the date, or better yet, if it is possible to notify your manager directly, even better.

In your last comments, I managed to make the rule work, but I would like to customize it this way.

Sorry if I wasn't very clear in previous messages.

[Bill Sheboy]

Thank for clarifying the scenarios.  I recommend using two different rules to handle the cases because the changelog will not work with the Issue Created trigger.

And so the cases are:

Before value   After value   ACTION        Rule to handle this case
------------   -----------   -----------   ------------------------
new issue!     empty field   add comment   First rule
new issue!     has a date    do nothing    First rule
empty field    empty field   do nothing    none
empty field    has a date    do nothing    Second rule
has a date     empty field   add comment   Second rule
has a date     date changed  add comment   Second rule

First rule, to check for an empty Due Date when the issue is created.

• trigger: issue created
• action: re-fetch issue (This helps when using the Issue Created trigger to reload the data before conditions.)
• condition: check if the Due Date is empty
• action: add a comment, mentioning the person who created the issue (or the person responsible to provide the date)

Second rule for any edits to the Due Date field.

• trigger: field changed for Due Date
• advanced compare: check if the Due Date was not previously empty (as we described earlier)
• if / else condition:
  • condition: check if the Due Date is empty
  • action: add a comment, with your content of "the same message as what I mentioned in item 1 above"
• else / if condition:
  • condition: check if the Due Date is not empty
  • action: add a comment with your content "to notify their management of the reason for the change of the date, or better yet, if it is possible to notify your manager directly, even better"

[Jonathon F. Lacerda]

Bill,

the rule stayed like this.
Is the logic correct?

[Bill Sheboy]

That appears correct.  Have you tested it yet?

Also please note: if you want to mention a user in a comment so they get a notification, their account id value must be used with the mention syntax.

Try replacing this:

{{assignee.displayName}}

With this:

[~accountid:{{issue.assignee.accountId}}]

[Jonathon F. Lacerda]

Bill,

Working perfectly. Thank you very much!

[Jonathon F. Lacerda]

The deadline is empty. When I enter a date it notifies me, but as I explained, I would like to be notified when a date already exists and it is changed.