Automation Help: Syncing Attribute of Epic down to Children and Children of Children

[David White]

Hello Everyone,

I've done hours of research and I cannot seem to find the answer or create a solution.

Using:
JIRA Cloud,
Next Gen Project

NOT using:
Advanced roadmaps

I've created automation that updates the the children of my epics when the epic is updated. Works great.... however, I realized 2nd level children are not getting updated. I need the change to cascade/waterfall further down the breadcrumbs.... 

Exampe:

Parent: (Epic) gets Status changed

Automation triggers and updates the Child: (Story) with same status. 

BUT the automation is not updating the Child of the Story that gets updated as well.

[Bill Sheboy · Accepted solution]

Hi @David White -- Welcome to the Atlassian Community!

First thing, rules to sync fields are often split into multiple rules to ensure they do exactly what you want and are easier to test/maintain.  For example:

1. Rule detecting field change in epic, which confirms issue type is epic, and then updates stories/tasks/bugs contained within the epic
2. Rule detecting field change in story/task/bug, which confirms issue type is one of story/task/bug, and then updates any sub-tasks.  This second rule uses the Details setting of "Allow Rule Trigger" such that rule #1 can trigger it.

Next from your example, why would you sync status from epic to children to sub-tasks?  I could understand the opposite direction...for some scenarios.  But updating status seems to invalidate reasons for having the children.  Would you please explain further?  Thanks!

Best regards,
Bill

[David White]

Hey Bill,

Thanks, I'm not actually trying to update "Status", but instead the custom field/attribute ("SteerCo Priority").

Its a priority number granted by our company's Steering Committee. If they deem something is a Top priority (#1) then all related children need the same priority number applied to them. Likewise, I need to update that number across all children and parents under the epic when it changes (#1 was completed, so now I shift all numbers up 1 slot so 3 becomes, 2 becomes 1, etc). 

Ideally I'd like to just update the epics and have it waterfall down to EVERYTHING under all related ticket types regardless of how many parents and children live under the primary epic. 

I didn't see the "Allow Rule Trigger" option earlier. I'll go take a peak. 

[Bill Sheboy]

Thanks for clarifying, David!  I saw this in your question and it confused me a bit:

Parent: (Epic) gets Status changed

Automation triggers and updates the Child: (Story) with same status. 

[David White]

Yup, that's on me.

[David White]

@Bill Sheboy 
If you could provide an example it would be helpful.

I created rules for each issue type and allowed them to trigger off another rule. However they are all looking towards the primary rule that triggered them and failing as it was triggered by an epic and not a Story etc.

Can you paste a quick image of the rule creation?

[Bill Sheboy]

You should only need 2 rules, and it is probably faster for me to type this as text than create/test/image-grab the rule.  What you have is pretty close to a solution.

Rule 1: epics to children

• trigger: field changes for SteerCo Priority (that's your field, right?)
• condition: issue type is epic
• branch/related issues: for stories (or other issues in the epic
  • action: edit issue to set SteerCo Priority, copying from trigger issue

Rule 2: children to sub-tasks.  This is the rule where you check "Allow Rule Trigger" in the details

• trigger: field changes for SteerCo Priority
• condition: issue type is story, task, or bug (or whichever children you are using)
• branch/related issues: sub-tasks
  • action: edit issue to set SteerCo Priority, copying from the trigger issue

If this still isn't working, please post images of your rule and audit logs and the community can help.  Thanks!

[David White]

Thank you!

This worked like a charm, I had the branch and actions a little miffed. 

APPRECIATE YOU!

[Jason Selvidge]

Bill, thanks for the clear instructions.  I've been trying to set this up for a few days now, and now I have a working solution thanks to you!

[Diemunsch Jean-Baptiste]

Hello I join this thread trying to apply the rule mentionned above.

Implemented what I believe is right but get no result. Is that due to the fact That my project is I believe new gen team managed?

[Bill Sheboy]

Hi @Diemunsch Jean-Baptiste 

To improve visibility of your question, I recommend creating a new question and then linking to this one. 

For your rule, I am not aware of team-managed project problems when you use the built-in branch like that.  If instead you branch on JQL the smart values used are different.

What do you observe happening?  And, would you please post an image of your audit log details, showing the rule execution that does not work as you expect?  Thanks!

Kind regards,
Bill